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Special Events Program Manager

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UC San Diego

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Location:
United States , San Diego

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Category:
Hospitality and Tourism

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Contract Type:
Not provided

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Salary:

60300.00 - 103900.00 USD / Year ▼
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Job Description:

Under the supervision of the Director of Special Events, the Special Events Program Manager coordinates and delivers private and internal events at Birch Aquarium at Scripps, including corporate, social, and UC San Diego departmental functions. The role supports the planning, organization, and execution of events from initial inquiry through completion, ensuring a high level of service and logistical accuracy throughout the process.

Job Responsibility:

  • Responds to incoming event leads, conducts site visits, and guides clients through the booking process
  • Prepares standard rental agreements, routes required approvals, initiates invoices, tracks payments, and collects necessary documentation in accordance with university policies and event protocols
  • Coordinates with catering, bar service, and retail food vendors to support food and beverage operations for events
  • Tracks service requests, maintains related documentation, and assists with vendor communication and scheduling
  • Collaborates with internal departments including guest services, facilities, education, marketing, exhibits, custodial, and security as well as external vendors such as catering, audiovisual, and equipment providers to ensure event readiness and smooth delivery
  • Provides onsite support during events, assisting with vendor load-in, overseeing setup, coordinating event flow, addressing real-time logistical issues, and supporting post-event breakdown
  • Helps maintain a clean, safe, and guest-ready environment, occasionally performing light physical setup in coordination with custodial and facilities teams

Requirements:

  • Bachelors' degree in Hospitality or related field and/or equivalent experience
  • Working knowledge of concepts, principles and practices of event sales
  • Proficient in Microsoft office suite, Google suite, and data bases (such as Filemaker), Mac skills preferred
  • Working knowledge of concepts, principles and practices of event planning and production and public relations
  • Demonstrated experience with venue, operation, and/or event planning management
  • Strong organizational skills, including skill in effectively coordinating and organizing multiple details
  • Excellent organizational abilities appropriate to effective calendar management and student and / or volunteer scheduling
  • Good interpersonal communication skills and political acumen, including skill in effectively representing the campus, medical center or other university organization to its publics
  • Good judgment and effective decision-making and problem resolution skills, including skill to recognize and deal effectively and appropriately with real and potential problem areas
  • Working knowledge of the campus, its programs, policies, mission, goals, objectives, achievements and infrastructure
  • Ability to work in diverse groups, including but not limited to students, staff, faculty, general public, production personnel, technical operators and performing artists
  • Ability to work professionally under pressure and under tight deadlines ensuring excellent customer service support

Additional Information:

Job Posted:
February 18, 2026

Expiration:
March 03, 2026

Employment Type:
Fulltime
Work Type:
On-site work
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