Group Travel Coordinator (5415C), ASUC Student Union, #89896

At the University of California, Berkeley, we are dedicated to fostering a community where everyone feels welcome and can thrive. Our culture of openness, freedom, and belonging makes it a special place for students, faculty, and staff, who are among the most talented and accomplished anywhere, including Nobel laureates, Pulitzer Prize winners, and MacArthur Fellows. Since our founding in 1868, we have been an engine for innovation - driving intellectual, economic, and social progress that benefits California, the U.S., and beyond. Together, we change the world.

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Departmental Overview

The ASUC Student Union is the campus "living room," offering everything from co-curricular opportunities to fun, creative activities and services. It serves all students and seeks to create an inclusive campus community, thereby enhancing the student experience at UC Berkeley. To this end, we provide quality services and programs that foster experiential learning opportunities and ensure a sustainable organization. We derive income from student fees, retail operations, vending, food service, and a variety of self-operated units such as the Berkeley Art Studio, Creative Lab, and Events Services. The Student Union is a department within the Division of Student Affairs and reports to the Dean of Students.

Position Summary

In this position the Group Travel Coordinator assists in planning, organizing, and implementing events and functions, which may include but not limited to symposiums, conferences, program events, banquets, department meeting/trainings, group related travel arrangements. The Group Travel Coordinator may independently manage small and medium events. The Group Travel Coordinator is responsible for day-to-day Events team operations including but not limited to responding to client and vendor inquiries. The Group Travel Coordinator scouts potential locations and/or vendors for future events, assists co-event planners during complex high profile events, provides post-event services, including completing the Budget and Actuals form, meeting with clients and collecting feedback.

Application Review Date

The First Review Date for this job is: 11/26/2026. For full consideration, please apply on or before the first review date.

Responsibilities

Event and Group Travel Coordination - 50%

• Plans organizes, manages, handles negotiations, and implements complex and/or high-visibility events and group travel arrangements. Consults with clients to determine and analyze event requirements on all details regarding conferences, catering, events, and group travel arrangements. Identifies program requirements and budget parameters for each group. Interprets operational standards. Conducts comprehensive event planning for complex events, including but not limited to conception, design, development, coordination, implementation, and post-event evaluation. Ensures smooth-running, effective events, including successfully recognizing and resolving potential and real problems in a timely manner using tact, sensitivity, discretion, and political acumen. Plans and manages all aspects of travel arrangements for both individuals and large groups, including booking flights, lodging accommodations, transportation, activities, and managing communication with leaders, all while ensuring a smooth and enjoyable experience for everyone involved. Demonstrates good judgment in making decisions and managing events. Conducts research on the history of each group. Develops housing and dining service projections for each group and prepares appropriate documentation utilizing event planning and booking software. Prepares detailed specifications for housing, dining, catering, and meeting arrangements for each assigned group. Evaluates completed programs and compiled summary reports for business booked. Prepares, reviews, and approves final group billings. Provide concierge-style quality customer service to all clients that submit a space reservation or event request. Respond to a high volume of client requests and inquiries. Requests and inquiries come in the form of email, online web requests, phone, and in-person. Enter reservations into our Event Management System to ensure that clients requests are thoroughly and accurately reflected in the comments of reservations. Serve as Campus Major Events & Entertainment policy expert. Communicate policies and procedures to clients, sending all required forms and permits. Ensure policies and requirements are met by clients and that reservations reflect appropriate charges and comply with all policies. Independently and proactively identify and resolve potential scheduling issues and problems by working with campus partners, performing research, and vendor/client follow-up. Provides and directs departmental and University managers with program requirements. Oversees the implementation of each program and event. Exercises decision-making with on-site problems.

Policy and Rate Review - 15%

• Reviews operational and campus policies and procedures and makes recommendations to the Director. Proposes catering, room and board rates, and service package rates by analyzing economic trends and comparable facilities.

Mentoring - 10%

• Mentors and oversees the work of student staff.

Vendor and Location Scouting - 10%

• Scouts potential locations and/or vendors for future events.

Room and Housing Preparation - 10%

• Prepares room assignments, diagrams, and housing lists for groups as needed.

Long-Range Planning - 5%

• Contributes to and participates in long-range unit planning.

Required Qualifications

• Strong organizational and project management skills, working with cross-functional teams.
• Strong computer skills: Microsoft Word, Excel, and Google Apps.
• Interest in learning Event Management Systems software, Google Apps, Visio and Social Tables.
• Excellent written and verbal communication.
• Proven expertise in project management and willingness to learn new processes
• Skilled in multi-tasking, problem resolution, prioritizing, and meeting deadlines.
• Self-starter who takes initiative is highly reliable and is punctual.
• Works both independently and as part of a team in an often hectic environment

Preferred Qualifications

• Polished and professional when dealing with all clients and colleagues.

Education / Training

• Bachelor's degree in related area and / or equivalent experience / training.

Salary & Benefits

For information on the comprehensive benefits package offered by the University, please visit the University of California's Compensation & Benefits website.

Under California law, the University of California, Berkeley is required to provide a reasonable estimate of the compensation range for this role and should not offer a salary outside of the range posted in this job announcement. This range takes into account the wide range of factors that are considered in making compensation decisions, including but not limited to experience, skills, knowledge, abilities, education, licensure and certifications, analysis of internal equity, and other business and organizational needs. It is not typical for an individual to be offered a salary at or near the top of the range for a position. Salary offers are determined based on final candidate qualifications and experience.

The budgeted annual salary range that the University reasonably expects to pay for this position is $88,230.00 - $99,000.00

• This is an exempt, monthly-paid position.
• This is a full-time (40 hours/week) career position eligible for UC benefits.

How to Apply

To apply, please submit your resume and cover letter.

Other Information

• This is not a visa opportunity. This position does not include sponsorship of a new consular H-1B visa petition that would require payment of the $100,000 supplemental fee.
• This position is governed by the terms and conditions in the agreement for the Clerical & Allied Services Unit (CX) between the University of California and Teamsters Local 2010. The current bargaining agreement manual can be found at: http://ucnet.universityofcalifornia.edu/labor/bargaining-units/cx/index.html

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.

Mandated Reporter

This position has been identified as a Mandated Reporter required to report the observed or suspected abuse or neglect of children, dependent adults, or elders to designated law enforcement or social service agencies. We reserve the right to make employment contingent upon completion of signed statements acknowledging the responsibilities of a Mandated Reporter.

Misconduct

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 allegations 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

Equal Employment Opportunity

The University of California is an Equal Opportunity Employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, age, protected veteran status, or other protected status under state or federal law.