School and Center Event Coordinator
2 weeks ago
Under the supervision of the Director of Events, provide support in the planning and implementation of small to large scale events and programs, including Development events, External Relations events, Academic Events at UCLA Luskin, as well as events and programs for UCLA Agile Visual Analytics Lab (AVAL) and Luskin Institute on Inequality and Democracy (IID). Under the supervision of the Director of Events, provide support in the planning and implementation of small to large scale events and programs, including Development events, External Relations events, Academic Events at UCLA Luskin, as well as events and programs for UCLA Agile Visual Analytics Lab (AVAL) and Luskin Institute on Inequality and Democracy (IID). Self-starter with a keen eye for details and ability to independently problem solve. Organizes and implements select events and activities, educational programs, workshops, and conferences. Ability to manage event and program-related logistics as needed. Manages related university, community, and vendor relations. Develops timelines and adheres to budgets as determined by the Director of Events. Researches venues, vendors, potential programmatic partners, and speakers. Act as point of contact for select events and day of coordination as needed. Staffs events and supports programs as needed and provides support on event-related projects as designated by the Director of Events.**Salary & Compensation**
- UCLA provides a full pay range. Actual salary offers consider factors, including budget, prior experience, skills, knowledge, abilities, education, licensure and certifications, and other business considerations. Salary offers at the top of the range are not common. Visit UC Benefit package to discover benefits that start on day one, and UC Total Compensation Estimator to calculate the total compensation value with benefits.
**Qualifications**
- Demonstrated experience identifying relevant vendors and securing goods and services. Skill in managing procurement and payment through an established purchasing system. (required)
- Knowledge and experience with planning events in a university environment, dealing with on-campus entities and constituencies. Knowledge of university protocol. (preferred)
- Demonstrated experience designing visual materials that are informative and engaging (preferred)
- Demonstrated experience with software programs including Windows, Microsoft Office suite (e.g., Word, Excel, PowerPoint, Outlook), Google Workspace suite (e.g., Drive, Sheets, Docs, Slides, Calendar) (required)
- Demonstrated ability to plan, organize, and implement multifaceted projects, events, meetings and programs for diverse constituencies with complex logistics involving multiple tasks showing great attention to detail and the ability to work effectively with conflicting demands and changing priorities (required)
- Demonstrated ability to track, assess priorities, and coordinate workflows and track budgets across projects to complete tasks in a timely and accurate manner within a high-paced work environment including taking appropriate and immediate action as necessary (required)
- Skill in communicating effectively with management, academic and other staff on sensitive matters; ability to take direction from numerous partners. (required)
- Knowledge of all logístical support elements of special events and programs, including but not limited to catering, on site management, printed material design, production and mailing, registration, travel, parking, permits, processing reimbursements and honoraria. (required)
- Demonstrated ability to write and proofread clearly and effectively. Ability to identify, assess, and plan for risks that could impact a project’s schedule, budget, and/or quality. (required)
- Identifying relevant vendors and securing goods and services. Skill in managing procurement and payment through an established purchasing system and budget reconciliation. (required)
- Skill in on-site event management. Demonstrated skill in immediate problem solving at events. Ability to work evenings and weekends. (required)
- Demonstrated ability to communicate effectively, graciously and professionally with campus administration, faculty, staff, students, and various external and community-based contacts. (required)
- Ability to arrange for complex national and international travel and itineraries. Knowledge of UCLA administrative and travel policies (including Travel Express) (required)
- Spanish-language fluency (reading, writing, and speaking). Familiarity with UCLA departments, policies, procedures and academic mission. (preferred)
**Special Conditions for Employment**
- Background Check: Continued employment is contingent upon the completion of a satisfactory background investigation.
- Live Scan Background Check: A Live Scan background check must be completed prior to the start of employment.
**Schedule**
8:00 a.m. to 5:00 p.m.
- **Union/Policy Covered**
99-Policy Covered
- **Comple
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