You are viewing a preview of this job. Log in or register to view more details about this job.

Graduate Division External Affairs Special Events and Alumni Relations Student Assistant (WORKSTUDY REQUIRED!)

UC Irvine - Graduate Division
Email

Graduate Division External Affairs Special Events and Alumni Relations Student Assistant (WORKSTUDY REQUIRED!)

Project Description

Project Site Intro (Graduate Division External Affairs Special Events and Alumni Relations Student Assistant): The Student Assistant(s), will work under the Director for Graduate Alumni Relations and Events. With the DREAM Project Fellow Special Events Fellow will form the special events team under Alumni Relations, on the External Affairs team in Graduate Division, in addition to working independently on various tasks related to alumni engagement. Graduate Division Alumni Relations is primarily responsible for engaging UCI’s graduate alumni, for a variety of purposes (these are alumni who have left UCI with an advanced degree). The External Affairs Team’s role is to engage a variety of constituents, including alumni and donors, for the purpose of supporting graduate education at UCI. The work that takes place under the events category is designed to facilitate critical ongoing work for External Affairs, as well as to plan and produce special yearly events designed to position various initiatives for success and fundraise. The events that fellows will be working on are primarily responsible for fundraising and/or stewardship and/or engagement.

Project Overview: Specifically, Student Assistant’s will work to support the 2025-26 efforts. An example of tasks may include (but is not limited to) working with on- or off-campus vendors to source and/or secure needed items or equipment or services for events, communicate with participants, prepare documents/forms/files as needed in preparation for both tasks related to the event, assess expenses and provide detailed breakdowns as needed to help ensure event budgets are maintained, work on event related assets or information in order to ensure all participant information and branding is correct, track RSVP data/attendee data and finalizing participant data sets for hand-off to the EA Data Assistant. All Special Events Assistant Fellows will be tasked to closely coordinate with the External Affairs Data Assistant Fellow to adequately process and/or secure event related data as needed both before and after their assigned events.  In addition, other tasks related to alumni engagement and prospective donor engagement may be assigned in support of other alumni relations projects. Expect that this position will function approximately 65% remotely and 35% in person/on campus. Some late nights will be required as events and event strike often ends in the evening. You will be required to manage your own transportation as needed. You will need a stable WiFi connection for zoom meetings, as well as to complete your work, and a laptop. 

Who Should Apply/Expectations: These roles are for students who are interested in stretching their existing skill set and putting themselves out there in new ways! Self-starters who are naturally eager to help, participate and be of assistance are very welcome and appreciated in these roles! Students in these positions MUST be interested in practicing and engaging in professional networking. In addition to the work of the project, all events do involve engaging with the External Affairs professional team, as well as a variety of c-suite level professionals and other alumni that our unit works with, and that our events host. Willingness to network, engage with event participants, and participate in conversation and discussion with participants in the course of the events is expected, and important to fulfill the role. Engagement in all professional meetings, when invited, will include full participation via zoom, or in person, and being prepared to take notes. Professional communication, both verbally and in writing will be practiced throughout this experience. Student Assistant’s can expect to meet and interact with the Vice Provost for Graduate Education as well as the Assistant Vice Provost. Given the nature of the role, and how work is completed, reliability and constant communication with supervisor is critical. 

Time/Availability: Much of the work related to this project will be completed remotely. (Estimated 65%). Those work hours can be set according to each Student Assistant availability/course schedule, to be assessed at the start of each quarter. We will also meet regularly as a team, to be set by availability, and as needed depending on the projects. Student Assistant(s) can plan on spending approximately 4-8 hours per week on the work of this project, depending on the task and time of year, and individual workstudy award limit. For the remaining (estimated) 35%, Student Assistant(s) can expect to receive times and dates of planned events, and can also plan on work that must take place on campus in preparation for, or following events. In addition, as the planning progresses some in person meetings, as well as venue walk-throughs, and advance preparation will be scheduled in person. These are all currently expected to take place on campus. Events are typically mid-week (expected Tuesday, Wednesday or Thursday) and in the evening (6pm – 8pm or 9pm). However, event load-in often begins several hours (to days, depending on the event) in advance of the event start time, and event strike takes place following the event (an hour to a couple of days, depending on the event). 

Professional Development Skills to be Gained: 

  • Project management
  • Event planning
  • Responsibility
  • Teamwork/Cross-functional teamwork
  • Budgeting
  • Professional communication (written and verbal)
  • Scheduling
  • Preparing for Media intensive tasks such as video shoots, interviews, and audio-visual related tasks both in and outside of live events
  • Task organization
  • Fundraising
  • Improved technical skills in a work environment with Microsoft tools, and Google suite.
  • Networking
  • Time management
  • Collaboration and coordination
  • Learning-on-the-fly
  • Adaptability
  • Prioritization
  • Planning 
  • Setting and meeting goals
  • Strategic thinking
  • Creativity
  • Critical thinking
  • Problem-solving
  • Stress management

Conditions of Employment: In compliance with University of California policy, all job applicants will be asked to respond to questions regarding prior employment-related misconduct. For full details, please visit the following page: https://career.uci.edu/faculty-staff/hiring-resources-conditions-of-employment/.