An Arboretum volunteer and two staff members smile, sitting at a table at an Arboretum Plant Sale

Apply by June 28, 2023: Membership, Events, and Visitor Services Specialist

Help foster and enrich relationships between community members and the UC Davis Arboretum and Public Garden. Apply to be a membership, events and visitor services specialist, where every career employee receives extremely competitive health and retirement benefits including:

  • Three weeks vacation at start, holidays and paid sick leave
  • One of our state's best pension benefits and a retirement savings program
  • An impressive selection of medical, dental, vision and life insurance
  • Plus, much more...

LEARN MORE and APPLY by June 28, 2023

WHY JOIN the UC Davis Arboretum and Public Garden?

EXPLORE UC Davis' Competitive HEALTH and RETIREMENT Benefits

Full Position Description

Job summary

Under general supervision of the Assistant Director, work closely with professional staff, volunteers and students to steward members and donors, welcome visitors, and provide critical departmental support for a wide range of outreach activities and events. As a main point of contact for many Arboretum and Public Garden visitors and members, this person plays a key role in creating a positive, engaging and respectful environment and supporting our purpose of “inspiring human potential to help people and environments thrive.”

Essential Responsibilities

40% - Membership program administrative specialist
  • Working closely with the Resource Development Manager, provide high level administrative support for all aspects of the Friends of the UC Davis Arboretum and Public Garden membership program which engages over 1,800 members annually. Regular membership activities are on-going year-round: maintain member records in membership database; process new and renewing memberships; generate and mail membership cards and thank you letters; work with volunteers to produce periodic large-volume renewal mailings; print membership lists and reports; produce digital renewal reminders; prepare membership payment deposits for Friends Board Treasurer and reconcile associated credit card transactions.
  • Coordinate membership table at seasonal plant sale events, including training student staff and volunteers to assist with member services and sales.
  • Collaborate with other professional staff and volunteers to develop and implement activities to grow the Friends membership program through periodic membership events, membership drives, etc.
35% - Event hospitality and visitor services coordinator
  • On a daily basis, oversee visitor services at the Arboretum Headquarters and other main engagement hubs of the Arboretum. Greet and provide information to walk-in visitors during open hours, answer main Arboretum and Public Garden phone line and respond to general messages and emails from the public. Open and close the office daily.
  • As needed, coordinate hospitality for a range of small and large public, volunteer, staff and donor events at various venues within the Arboretum or other campus locations. Events range in size from small group meetings with donors to large scale plant sale events. Hospitality may include arranging catering; shopping for food and supplies; coordinating event space reservations, set up, clean up and logistics. Participate in staff teams to plan events. Complete entertainment reports for events. Where possible, engage and oversee community volunteers to directly help with hospitality and visitor services activities.
25% - Administrative support, special projects, and facilities
  • Provide overall departmental support to Arboretum and Public Garden staff. Provide administrative support to all staff, such as preparing purchase orders and placing orders; create expense reports; reconciling travel/entertainment reimbursements; filing; key distribution; organization of office supplies and coordination of office equipment maintenance. Oversee Arboretum and Public Garden online scheduling calendars.
  • Assist with the development and management of office volunteer program by supervising office volunteers, organizing volunteer training and scheduling, overseeing volunteer projects. Support the community volunteer and student internship programs of the Arboretum and Public Garden by assisting with preparation of training materials, reserving daily parking for volunteers, and managing database records for volunteers and interns.
  • Maintain public spaces in the Arboretum Headquarters to be ready for visits from donors, administrators and the public at all times. Prepare and submit work orders as needed for the Arboretum Headquarters and for restrooms and other facilities located within the Arboretum proper.
  • Work on other special high-priority administrative, event, facilities, research or data managements projects as requested by staff to support the Arboretum and Public Garden’s mission and major initiatives.

Physical/Mental Demands

  • Mental Demands: Constant analytical and problem solving, detailed work, multiple concurrent tasks and frequent verbal and written communication
  • Lifting Requirements: Up to 25 pounds, occasionally
  • Additional Physical Demands: Ability to sit and use a computer for prolonged periods of time during the day.

Work Environment

  • Work flexible hours including varied lunch hours and occasional weekends and extended days (especially around plant sales) to meet business demands.

Smoke and tobacco free work environment: The University of California prohibits smoking and tobacco use at all University owned or leased properties, or facilities operated by UC staff or faculty. Smoking and tobacco use are strictly prohibited in indoor and outdoor spaces, parking lots, residential space and University vehicles.

Minimum Qualifications

Minimum Education/Experience                              

  • Experience with computers, including database, word and email and calendaring/scheduling software. Ability to learn UC Davis computer-based systems quickly and use them efficiently and effectively to support departmental goals.
  • Experience with supporting event planning, coordination and implementation.

Minimum Knowledge, Skills, and Abilities (KSA) 

  • Provide professional, friendly, efficient, and effective reception for visitors and volunteers. Excellent interpersonal skills and ability to remain calm and professional when interacting with all Arboretum and Public Garden affiliates, including volunteers, members, stakeholders, student interns and public visitors.
  • Grammar, editing, and proofreading skills to compose and prepare digital and printed membership renewal notices and thank you letters.
  • Customer service and communication skills to provide courteous and prompt service in person, via email and on the telephone to a diverse student, staff and general public population.
  • Excellent organizational skills to establish priorities and handle multiple tasks and deadlines in a busy environment.
  • Ability to work independently with minimal supervision to follow through on assignments and complex projects and events. Ability to be a strong team member.

Preferred Qualifications

Preferred Education/Experience              

  • Experience using Microsoft Office, Slack and maintaining database programs such as Filemaker or DonorPerfect.
  • Experience coordinating the purchasing of supplies and food for a wide variety of projects, programs, meetings and events and creating expense reports.
  • Experience working with membership and donor stewardship programs and supporting member/donor stewardship activities and events.
  • Experience working with volunteers. Ability to organize projects into tasks that volunteers and students can successfully undertake and to oversee volunteers working on projects.

Special Requirements

  • Background Check: This position is a critical position and subject to a background check. Employment is contingent upon successful completion of background investigation including criminal history and identity checks.
  • COVID-19 Vaccine: The University of California has implemented a SARS-CoV-2 (COVID-19) Vaccination Policy covering all employees. To be compliant with the policy, employees must provide proof of vaccination or submit a declination statement. Read more about the policy.

LEARN MORE and APPLY by June 28, 2023

WHY JOIN with the UC Davis Arboretum and Public Garden?

EXPLORE UC Davis' Competitive HEALTH and RETIREMENT Benefits

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