Events and Communications Coordinator (6291U) 17507
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Application Review Date
The First Review Date for this job is: 5/10/2021
The Institute of Governmental Studies (IGS) stands at the forefront of research, teaching and service in California and American politics and policy. Interdisciplinary and non-partisan, we foster thoughtful discussions of issues across party lines that focus on solutions. Through our cutting-edge research, Berkeley IGS Poll, public events, and student public service programs, we show how people can influence policy, how policy affects communities, and the importance of governmental institutions and actors in that process. We engage faculty, research and political practitioners to make a difference in discourse and in practice. Our mission is anchored by a belief in the transformational power of public service.
Now entering its second century, IGS was established in 1920 to provide expertise in public administration to the California state legislature. Over the past century, IGS has established itself as a nationally recognized source of expertise on California and American politics and public policy. IGS provides a home to faculty, students and visiting scholars from a wide range of disciplines, along with six research centers (Berkeley Interdisciplinary Migration Initiative, Center for Community Innovation, The People Lab, Center for Democracy and Organizing, Evidence in Governance and Politics, and the Berkeley Center for Globalization and Information Technology), an affiliated library, and an active development program. IGS is also home to the Robert T. Matsui Center for Politics and Public Service, which engages Cal students in public life through internships, public events, and the presence of distinguished campus visitors. Learn more at igs.berkeley.edu.
The Events and Communications Coordinator assists the Executive Director of IGS with planning, implementing and publicizing small and large-scale events and other activities. Events may include symposia, conferences, colloquia, workshops, trainings, advisory board meetings, and VIP briefings. The position may independently manage small, non-complex events and assist with larger events. The Events and Communications Coordinator manages event logistics; creates and disseminates event materials and publicity; and facilitates communication about events with speakers, co-sponsors, audience members, vendors, ETS, facilities maintenance staff, and other support staff. The position also assists with implementing the Institute's communications strategy, which includes updating the website; producing and disseminating announcements about the IGS Poll, IGS events, and other activities; collaborating with faculty and student researchers to produce reader-friendly accounts of publications and policy briefs; maintaining an active social media presence; and assisting with preparing the IGS newsletter, fundraising appeals and other forms of Institute communications. Key responsibilities include:
In coordination with the IGS Executive Director, plans, organizes, implements and publicizes live-streamed and in-person small events or portions of larger events, such as symposia, conferences, colloquia, workshops, trainings, advisory board meetings, and VIP briefings.
Facilitates communications related to events and other institute activities. This includes designing posters, fliers, email announcements and other promotional materials and event publicity; disseminating announcements to the Institute's various listservs using Mailchimp; disseminating announcements and other information to co-sponsors, news media, campus community and the general public; making timely updates to IGS's website; and managing the Institute's various social media tools including Facebook, Twitter, and Instagram.
Manages event-related logistics, room reservations, participant registration, parking/transportation, catering, travel reimbursements, vendor payments, etc. Recruits and follows up with community and campus co-sponsors as needed.
Procures and tracks banquet orders from multiple purveyors (party rentals, catering orders, venue, speaker transportation, etc.). Monitors event budgeting and logistics.
Develops content and works with IGS leadership to implement a coherent strategy for publicizing events and activities and communicating IGS's activities and accomplishments to the wider public.
Contributes and participates in preparing materials for events, briefings, meetings, and other programs including conveying text in tables and charts, preparing drafts of materials, photocopying sets of documents once approved by IGS Executive Director, etc.
Plans, coordinates, and helps implement social media strategy (blog posts, twitter feed, Instagram). Researches, develops and maintains media distribution lists and identifies/targets appropriate distribution audiences.
Manages and updates the IGS website, online event calendars, listservs, and social media accounts.
Manages the release and dissemination of the IGS Poll. Serves as liaison to media relations. Pitches stories to Berkeley public affairs and the media about the Institute's research, events, and programs as they pertain to current events. Tracks IGS media presence via software (conducts trend analyses).
Supports IGS development activities including assisting with preparing and disseminating fundraising appeals and gift acknowledgments.
Collaborates with researchers to produce reader-friendly accounts of publications and to produce policy briefs. Conducts interviews and writes features for the website and newsletter to highlight research. Creates outreach materials for internal and external audiences. Creates multimedia promotional materials (Instagram graphics, Tweets, flyers, etc.)
In collaboration with financial analyst and IGS Administrative Manager, manages event-related travel, visas, entertainment requests, honoraria payments, and reimbursements for individuals and vendors. Ensures compliance with University policy.
Under general supervision, exercises limited discretion and professional judgement in preparing the IGS newsletter and keeping faculty research profiles up-to-date. Maintains production schedule, contributes to design, content development and distribution lists. Develops and maintains alumni databases.
Trains and supervises work study student employees to assist with operational and programmatic needs.
Excellent event management skills for in-person and virtual events, including working knowledge of concepts, principles and practices of event planning and production and public relations, and skill in effectively coordinating and organizing multiple details.
Excellent interpersonal communication skills and political acumen, including skill in effectively representing the campus and IGS 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, including skill to determine the issues / problems that need to be brought to the attention of higher level staff and / or management.
Ability to work in diverse groups, including but not limited to students, staff, faculty, general public, production personnel, and technical operators.
Ability to work quickly and under tight deadlines to produce clear and concise presentation slides, flyers, tweets, Instagram graphics, promotional materials, and other written and visual materials for internal and external publication.
Excellent writing and graphic skills, including skill in creating event publicity and communicating with speakers, campus/community co-sponsors, media, VIPs, and the wider public.
Attention to detail with the ability to multitask in a busy environment, working both independently and as part of a team.
Expertise with various forms of social media used to effectively communicate events and activities (MailChimp, Facebook, Twitter, Instagram).
Experience with digital strategy, social media campaigns, and effectively using web technology to achieve communication goals.
Thorough knowledge of digital media design tools, social media outreach, and website content management.
Familiarity with Drupal, Data Visualization, MailChimp, Instagram, Twitter, Microsoft Office and Google Suite.
Bachelor's degree in related area and / or equivalent experience / training.
Working knowledge of the campus, its programs, policies, mission, goals, objectives, achievements and infrastructure.
Familiarity with California and U.S. political, social, and economic issues.
Salary & Benefits
Compensation is commensurate with experience. For information on the comprehensive benefits package offered by the University visit:
Please submit your cover letter and resume as a single attachment when applying.
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.
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 see:
The University of California was chartered in 1868 and its flagship campus - envisioned as a "City of Learning" - was established at Berkeley, on San Francisco Bay. Today the world's premier public university and a wellspring of innovation, UC Berkeley occupies a 1,232 acre campus with a sylvan 178-acre central core. From this home its academic community makes key contributions to the economic and social well-being of the Bay Area, California, and the nation.