Assistant Event Manager

Payroll Title: FOOD SVC MGR AST

Job Code: 5445

Job Open Date: 10/25/24

Application Review Begins: 11/12/24

Department Code (Name): FDSE (Campus Dining)

Percentage of Time: 100

Union Code (Name): SX - Service Workers

Employee Class (Appointment Type): Staff: Career

FLSA Status: Non-Exempt

Salary Grade: N/A

Pay Rate/Range: The budgeted salary range that the University reasonably expects to pay for this position is $25.27/hr. - $29.03/hr. Salary offers are determined based on final candidate qualifications and experience; the budget for the position; and the application of fair, equitable, and consistent pay practices at the University.

Work Location: Ortega Dining Commons - 1308B

Working Days and Hours: 8:30am - 5:00pm, Monday to Friday, Days/Hours Vary including nights and weekends

Benefits Eligibility: Full Benefits

Type of Remote or Hybrid Work Arrangement, if applicable: N/A

Special Instructions: For full consideration, please include a resume and cover letter as part of your application.

Department Marketing Statement: Housing, Dining & Auxiliary Enterprises houses 10,000 students, faculty and family residents on campus, provides support services for 9,300 students residing in the communities adjacent to the campus, serves 21,000 customers daily in its retail and board dining programs, manages the UCSB Campus Store and University Center, hosts 150,000 guests annually for conferences and meetings, manages a major events center (Events Center), and oversees the administration of transportation, parking and fleet services. Additional responsibilities in the HDAE portfolio include Administrative & Residential Information Technology (ARIT) and The Club & Guest House. HDAE employs 600 full-time employees and 1,800 student employees. HDAE maintains a physical plant of more than 3 million square feet of buildings and 250 acres of grounds and landscaping.

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Brief Summary of Job Duties:

Under the direction of the Catering Manager, the Assistant Event Manager is an on-site Manager for events planned by the Catering Division. The Catering Division consists of high-end catering for the Chancellor and various campus clients, as well as Housing, Dining & Auxiliary Enterprises and Summer Conference functions. Provides support in event planning, employee scheduling and training, ordering & confirming rentals & linens. Responsibilities include invoice processing & post event labor & billing reconciling; maintaining storage unit and inventory of non-food items. Assists with loading of trucks, driving and safe transportation of catering equipment and staff.

Required Qualifications:

• High School Diploma, or
• Equivalent combination of education and experience
• 1-3 years Catering or Event Planning - specifically in the area of customer service, event set up and staff scheduling.
  • Experience in supervising and managing staff
  • Ability to work effectively with others, Full-Time and Student Staff
  • Excellent communication and customer service skills, including the ability to effectively convey information verbally and in writing
  • HAACP and Sanitation Knowledge.
  • Demonstrated ability working with diverse student and career staff, or
• Equivalent combination of education or experience

Special Conditions of Employment:

• Ability to lift up to 50 pounds and work standing for up to 8 hours per day.
• Work hours/days may vary.
• Maintain a valid CA Driver's License
• Satisfactory criminal history background check
• UCSB is a Tobacco-Free environment

Job Functions and Percentages of Time:

Event Planning - 25%

• In conjunction with the Catering Manager, works with clients to plan and to coordinate events.
• In conjunction with the Special Events Catering Manager, prepares pre-event check lists for service equipment and linens.
• In conjunction with the Catering Manager, utilizes existing event decor, props and decorative linens to design and execute creative buffet and display presentations.
• Loads and prepares all equipment, linen and service ware into carts and crates in preparation for transport to event site.
• Meets rental trucks at event sites to ensure equipment is set up as planned by the Catering Manager.
• Ensure that last minute changes to events are communicated to all necessary staff, orders are updated, scheduling revisited, and billing corrected.
• Checks in linen orders from vendor to ensure all orders are correct.
• Coordinates beverage pre and post event inventory based on event profile including alcoholic beverages.
• Creates task lists for student staff for each event.

On Site Event Management - 25%

• In conjunction with the Campus Catering Manager, assists in the set-up and breakdown of event sites including, service buffets, bars, dining tables, decor, flower, and lighting.
• Oversees student staff in all aspects of event; including set up, guest service, event breakdown, truck loading and event clean up at catering kitchen and storage units.
• Oversees student staff service of alcoholic beverages insuring all guidelines are adhered to.
• Arranges for all event transportation needs, including vehicle assignment, equipment procurement and set up, food transportation, staff transportation.
• Responsible for building security, including the Dining Commons, storage facilities, vehicles.

Student Staffing and Scheduling - 20%

• Creates weekly staffing schedules for events based on staffing needs determined by the Catering Manager, and confirms staffing schedule with student employees.
• Oversees student staff in maintaining cleanliness of storage units, catering service ware & vehicles.
• Under the direction of the Catering Manager, maintains ongoing training of student service staff in customer service, safety and HACCP guidelines, catering techniques, use of equipment, food handling.
• Monitors event labor reports (Kronos) for accuracy.
• Establishes professional service standards and ensures the employee fully understands his/her contribution and assigned tasks. Maintains a harmonious work environment.
• Works with the Catering Manager to resolve staff conflicts.
• Supports with sales and event coordination as needed.

Billing and Invoices - 15%

• Under the direction of Catering Manager, process final billing and invoices for the Academic year.
• Prepares billing worksheets, invoices and financial journals.
• Prepares weekly revenue reports.
• Reconciles student labor utilizing Kronos timekeeping system.
• Processes food & supplies invoices for Campus Catering utilizing Cbord FMS and Event Master.

Ordering, Purchasing and Inventory Control - 10%

• In conjunction with the Special Events Catering Manager, orders rental furniture, linen, flowers, china, etc as needed.
• Inventories and orders beverages keeping a par.
• Has low-value signature authority for required purchases.
• Accounts for cleaning and storing of all event equipment. Maintains equipment inventories. Checks for proper working order of equipment. Requests equipment repair work orders. Orders Supplies and Equipment according to inventory needs and within S&E budget.
• Maintains storage units, keeping all service items, linens, decorative props, etc. clean and organized.

Other Duties - 5%

• Ensures that safety and sanitation standards are being met in food handling and with equipment use in accordance with HACCP guidelines.
• Demonstrates a personal awareness of and commitment to diversity and equal access in all activities related to staff.
• Strives to understand, appreciate and celebrate cultures and differences.
• Accepts special assignments, job rotation and possible reassignment as needed.

UC Vaccination Programs Policy

As a condition of employment, you will be required to comply with the University of California Policy on Vaccination Programs.

As a condition of Physical Presence at a Location or in a University Program, all Covered Individuals* must participate in any applicable Vaccination Program by providing proof that they are Up-to-Date with any required Vaccines or submitting a request for Exception in a Mandate Program or properly declining vaccination in an Opt-Out Program no later than the Compliance Date (Capitalized terms in this paragraph are defined in the policy.). Federal, state, or local public health directives may impose additional requirements.

For more information:

UC Santa Barbara COVID-19 Information

University of California Policy on Vaccinations

* Covered Individuals: A Covered Individual includes anyone designated as Personnel or Students under this Policy who physically access a University Facility or Program in connection with their employment, appointment, or education/training. A person accessing a Healthcare Location as a patient, or an art, athletics, entertainment, or other publicly accessible venue at a Location as a member of the public, is not a Covered Individual.

Equal Opportunity/Affirmative Action Statement
UC Santa Barbara 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, age or protected veteran status.

For more information:

University of California's Affirmative Action Policy

University of California's Anti-Discrimination Policy

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