Seminar Program Coordinator (6292U), Department of Chemistry - #76787

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Departmental Overview

UC Berkeley was rated the number one public university in the US for 2022, with the Department of Chemistry rated the best program for chemistry in the world in 2019. Since 1946, UC Berkeley has won 8 Nobel Prizes for Chemistry, our most recent was awarded in 2020.

The Seminar Program Coordinator is an events specialist who primarily supports the extensive graduate seminar program for the Department of Chemistry. The department hosts an average of 70 seminars each year, with weekly seminars in the topics of Physical, Organic, and Inorganic Chemistry. These seminars range from casual chalk talks up to catered, formal affairs. The seminar program invites speakers from all over the world that function at the top of their field. The seminar program offers and way for graduate students to hear and meet famous scientists to expand their horizons and grow their network.

Position Summary

The Seminar Program Coordinator ensures smooth operation of the educational seminar program and the Industrial recruiting activities for the Department of Chemistry. There are three weekly seminars- Inorganic, Organic, and Physical Chemistry as well as approximately 25 Named Lecturers per year. Industrial recruiting activities include managing visits of over 30 industry partners. Regular duties include budgetary oversight for the seminars, event planning, travel and reimbursements. As a member of the department office, this position provides minor receptionist and basic clerical duties.

Application Review Date

The First Review Date for this job is: 03/19/2025.

Responsibilities

Creates and maintains calendars for each seminar discipline series:

• Organic, Inorganic, and Physical Chemistry based on information gathered and synthesized from multiple sources.
• Each seminar series is part of a section for the seminar course, CHEM 298, scheduled to meet weekly.
• Up to 100 individual seminars may be scheduled per academic year for the seminar program.
• These seminars are also open to the public and audiences may include undergraduate or graduate students, faculty, staff, guests from other universities and research institutions, private industry, etc.
• Typical audience count per seminar is around 80 attendees per event, with large named lectures requiring accommodations for up to 200 or more attendees.
• Contributes to and participates in long-range unit event planning.
• Ensures smooth-running, effective events, while handling complex event logistics.

Collects information from co-chairs, guests, and students, and staff to develop details regarding events and event planning.

• Determine costs for service/reception for each seminar, depending on funding source, funding availability, prestige of the guest speaker, or level of interest from external and internal stakeholders such as students, faculty, external stakeholders, donors, and the college development office.

Select caterers, menus and functions as site manager for Named Lectures.

• Named Lectures are larger, more well-funded events that occur 5+ times each semester (10+ times each academic year), requiring possible security detail, ADA accommodations, soliciting bids for large catering contracts, ensuring A/V setup in new locations to accommodate course capture, etc.
• World leaders, Nobel prize winners, and other high-profile individuals may also require coordination with personal retinue/security detail.
• Some seminar events are multiple days and will require additional scheduling and accommodation needs.

Determines and coordinates staffing needs to support the smooth running of events.

• This is usually in the form of student volunteers or paid assistants, but may also recruit from regular staff with overtime or stipends.
• Use judgment to determine if very large or very complex events would involve additional staff support from the department and/or the College of Chemistry Events Manager/Development office.
• Solicits help from partner departments, and trains temporary support staff in such situations.
• Mentors and oversees the work of less experienced events staff.

Makes lodging arrangements and arranges travel logistics for all visiting speakers.

• Requires accommodating varying needs and requirements for potentially high-profile visitors.

Posts each seminar on the College of Chemistry online calendar, and creates brochures/programs for lectures on request.

• Ensure seminar recordings are also posted to appropriate course capture/public website. Keep seminar webpage up to date with accurate details of events and event types (esp. Named Lectures).

Develops and implements overall Seminar policies, procedures, and budget for each academic year.

• Communicates roles and responsibilities to supporting staff and participants.
• Educates faculty on their role in supporting seminars.

Creates and submits entertainment, travel reimbursement, and (if needed) honoraria requests for all speakers hosted by the department, as well as entertainment reimbursement requests for faculty and student hosts.

Work with Industry coordinate their departmental recruitment of students:

• Set schedule for visit, get rooms, set up electronic file repository, arrange parking, give keys.

Identify when donor engagement is possible during event, and consult with Development/UDAR on additional needs for fund-raising in the scheduled event.

• Educate and train Development team members on Seminar policies and budget constraints.

Independently seek and attend training courses, programs, and events relevant to UC event coordinators/specialists on campus.

• Work with diverse departments and employee groups to constantly grow knowledge on events support.
• Make changes to Seminar program policies and procedures based on best practices internalized from professional development and training.

Required Qualifications

• Thorough knowledge and understanding of concepts, principles and practices of event planning and public relations, including event design, organization and production.
• Thorough knowledge of and/or can quickly learn the campus, its vision, mission, programs, policies, achievements and infrastructure.
• Knowledge of and/or can quickly learn University policies and procedures relating to the use of University facilities, event management and presentation.
• Demonstrates good judgment in making decisions and managing events.
• Skill in effectively meeting budget and time constraints.
• Demonstrated organizational and project management skills to work successfully with clients to produce high quality events that meet client needs and appropriately represent the campus for fundraising events.
• Skills to provide excellent donor stewardship.
• Highly developed interpersonal communication skills including political acumen and social perceptiveness.
• Excellent verbal and written communication skills to effectively communicate with diverse populations with competing priorities.
• Highly developed judgment, decision-making and problem recognition/avoidance/resolution skills, including skill in determining those issues/problems that need to be brought to management's attention.
• Knowledge of principles and practices of volunteer recruitment, supervision, motivation and evaluation.
• Proven ability to work on several tasks simultaneously.
• Skill at responding effectively to priorities and setting deadlines.
• Experience maintaining a high standard of productivity within a broad scope of responsibility despite frequent interruptions.
• Ability to complete large volume of diverse tasks efficiently, meeting established deadlines.
• Ability to effectively work with invited guests, donors, government officials and university VIPs.
• Ability to give clear directives and use independent, rational judgment to make optimal decisions.
• Knowledge and skill to set and monitor work standards and protocols.
• Bachelor's degree in related area and/or equivalent experience/training.

Salary & Benefits

For information on the comprehensive benefits package offered by the University, please visit the University of California's Compensation & Benefits website.

Under California law, the University of California, Berkeley is required to provide a reasonable estimate of the compensation range for this role and should not offer a salary outside of the range posted in this job announcement. This range takes into account the wide range of factors that are considered in making compensation decisions including but not limited to experience, skills, knowledge, abilities, education, licensure and certifications, analysis of internal equity, and other business and organizational needs. It is not typical for an individual to be offered a salary at or near the top of the range for a position. Salary offers are determined based on final candidate qualifications and experience.

The budgeted annual salary range that the University reasonably expects to pay for this position is $72,600.00 - $85,000.00. The full range for this classification is $72,600.00 - $129,000.00.

• This is a full-time, Career position that is eligible for full UC benefits.
• This is an exempt, monthly-paid position.

How to Apply

• To apply, please submit your resume and cover letter.

Other Information

• This is not a visa opportunity.
• This position is eligible for up to 20% remote work. Exact arrangements are determined in partnership with your supervisor to meet role responsibilities and department needs, and are subject to change.

Conviction History Background

This is a designated position requiring fingerprinting and a background check due to the nature of the job responsibilities. Berkeley does hire people with conviction histories and reviews information received in the context of the job responsibilities. The University reserves the right to make employment contingent upon successful completion of the background check.

Misconduct

SB 791 and AB 810 Misconduct Disclosure Requirement: As a condition of employment, the final candidate who accepts a conditional offer of employment will be required to disclose if they have been subject to any final administrative or judicial decisions within the last seven years determining that they committed any misconduct; received notice of any allegations or are currently the subject of any administrative or disciplinary proceedings involving misconduct; have left a position after receiving notice of allegations or while under investigation in an administrative or disciplinary proceeding involving misconduct; or have filed an appeal of a finding of misconduct with a previous employer.

"Misconduct" means any violation of the policies or laws governing conduct at the applicant's previous place of employment, including, but not limited to, violations of policies or laws prohibiting sexual harassment, sexual assault, or other forms of harassment, discrimination, dishonesty, or unethical conduct, as defined by the employer. For reference, below are UC's policies addressing some forms of misconduct:

UC Sexual Violence and Sexual Harassment Policy

UC Anti-Discrimination Policy

Abusive Conduct in the Workplace

Equal Employment Opportunity

The University of California is an Equal Opportunity/Affirmative Action Employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, or protected veteran status. For more information about your rights as an applicant, please see the U.S. Equal Employment Opportunity Commission poster.

The University of California's Affirmative action policy.

The University of California's Anti-Discrimination policy.