Exhibitions & Events Assistant

Position Number: 40066514

Payroll Title: Blank Assistant 3

Job Code: 004722

Job Open Date: 2/3/2025

Application Review Begins: 2/19/2025; open until filled

Department Code (Name): LIBR (LIBRARY)

Percentage of Time: 100%

Union Code (Name): CX (Clerical)

Employee Class (Appointment Type): Staff (Career)

FLSA Status: Non-Exempt

Classified Indicator Description (Personnel Program): PSS

Salary Grade: STEPS

Pay Rate/Range: The budgeted hourly range that the University reasonably expects to pay for this position is $28.44 to $33.39/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. The full hourly range for this position is $28.44 to $40.76/hr.

Work Location: Davidson Library - 1302A

Working Days and Hours: Monday - Friday, 8AM to 5PM and occasional evenings/weekends

Benefits Eligibility: Full Benefits

Type of Remote or Hybrid Work Arrangement, if applicable: Hybrid (Both UC & Non-UC locations)

Special Instructions:

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

Department Marketing Statement:

The UCSB Library's Division of Learning & Engagement comprises several departments/programs focused on public service delivery and outreach, including Research & Engagement, Teaching & Learning, Makerspace, Access Services, Exhibitions & Events, Communications & Marketing, and Assessment & User Experience.

Benefits of Belonging:

Working at UC means being part of this vibrant institution that shines a light on what is possible. People make UC great, and UC recognizes your contributions by making this a great place to work. Excellent retirement and health are just one of the rewards. Learn more about the benefits of working at UC

Brief Summary of Job Duties:

The Exhibitions and Events Assistant works under the direction of the Exhibitions and Events Manager and in close cooperation with the Communications and Marketing Manager and the Development Team to provide support for the strategy, planning, implementation, and assessment of a fast-paced calendar of Library public programming, including exhibitions, the Library's signature UCSB Reads program, faculty talks, exhibition openings, receptions, awards ceremonies, and workshops. The Assistant's primary responsibilities are to administer event and exhibition logistics; work at events, including some nights and weekends; assist in promotion of events and exhibitions to diverse campus and community audiences; and supervise student assistants.

Required Qualifications:

• Bachelor's Degree in related area/or equivalent experience/training.
• 1-3 years professional experience in planning, coordinating, and executing events and/or exhibitions.
• Working knowledge of Google Workspace.
• Ability to work collaboratively and courteously with colleagues, partners, and the public.
• Demonstrates good judgment in making decisions and managing events.
• Ability to lead and manage interactions with vendors, volunteers, and library staff during events.

Preferred Qualifications:

• 1-3 years of experience in an academic setting or library or non-profit setting.
• 1-3 years of experience working on overlapping projects with multiple deadlines.
• Excellent interpersonal, communication (oral and written), and organizational skills.
• Ability to work in a fast-paced environment.
• Supervisory experience.

Special Conditions of Employment:

• Ability to work weekends and evenings when needed.
• Mandated reporting requirements of Child Abuse
• Satisfactory conviction history background check
• UCSB is a Tobacco-Free environment

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 allegation 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

Job Functions and Percentages of Time:

• 40% Events Support - Schedules, attends, and contributes to regular event and outreach planning meetings. Takes meeting minutes as needed. Creates event timelines and budgets, and tracks and shares progress with event stakeholders. Coordinates and communicates with Library departments, campus partners, and vendors to book and confirm room reservations, furniture rentals and set-up, IT and media support, catering, guest parking, directional signage, videography and photography, etc. Solicits, manages, and documents volunteers for event and outreach staffing, including public and donor events, orientation events, tours, and tabling, from within the Library. Handles all event RSVPs. Creates, proofreads, and distributes attendee lists and nametags. Represents the Library in a professional manner at events, oversees all set-up and clean-up, and greets and sign-ins guests. Troubleshoots problems and responds to issues in a timely manner. Manages survey distribution, collection, and data entry for all events. Runs errands to obtain event supplies from local vendors. Maintains updated documentation for event management.

• 35% Exhibitions Support - Attends and contributes to regular exhibition planning meetings. Takes meeting notes as needed. Purchases supplies and services for exhibitions. Works with vendors to procure printing, matting/framing, installation, and other exhibition fabrication and support services. Runs errands to obtain exhibition supplies from local vendors. Creates online versions of physical exhibitions, involving transferring content into digital templates.

• 15% Student Supervision - Supervises part-time student assistants in the External Affairs Department, including hiring, training, mentorship, evaluation, and offboarding. Assigns and prioritizes work. Reconciles and approves student schedules and time cards via electronic timekeeping.

• 5% Marketing Support - Prepares or assists in preparing and distributing written and visual materials for publicizing events and exhibitions. Adds upcoming events and exhibitions to UCSB Library website, and to campus and community calendar listings.

• 5% Administrative Support - Serves on Library and campus committees and contributes to special projects, as appropriate. Pursues relevant professional development and training opportunities.

UC Vaccination Programs Policy:

As a condition of employment, you will be required to comply with the University of California Policy on Vaccinations 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, please visit:

* UC Santa Barbara COVID-19 Information - https://www.ucsb.edu/COVID-19-information
* University of California Policy on Vaccinations - https://policy.ucop.edu/doc/5000695/VaccinationProgramsPolicy

*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 the University of California's Affirmative Action Policy, please visit: https://policy.ucop.edu/doc/4010393/PPSM-20.
For the University of California's Anti-Discrimination Policy, please visit: https://policy.ucop.edu/doc/1001004/Anti-Discrimination.

Reasonable Accommodations:

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