Special Events Program Manager - 142073

Birch Aquarium at Scripps is a non-profit exploration center for Scripps Institution of Oceanography at UC San Diego. The aquarium showcases over 60 habitats of fish and invertebrates. The interactive museum features research discoveries by Scripps scientists and engages visitors of all ages.

Our goal is to promote conservation efforts that protect our ocean planet. We educate visitors on how our world works and inspire them to become stewards of the planet. Our conservation efforts are based on scientific research, and we aim to connect people with nature and with a shared sense of responsibility to care for our planet Earth.

Website: aquarium.ucsd.edu

Location: 2300 Expedition Way, La Jolla, CA 92037.

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.

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.

• Bachelors' degree in Hospitality or related field and/or equivalent experience.

• Working knowledge of concepts, principles and practices of event sales.

• Proficient with Microsoft office 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 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, including skill to determine the issues / problems that need to be brought to the attention of higher level staff and / or management.

• Working knowledge of the campus, its programs, policies, mission, goals, objectives, achievements and infrastructure.

• Working 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.

• 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.

• Job offer is contingent upon satisfactory clearance based on Background Check results.

• Must be able to work a flexible schedule, including evenings, early mornings, weekends and holidays, to meet event needs.

• Must have access to reliable transportation.