Event Coordinator (Limited Appointment)

Associated Students UCLA; Los Angeles (CA); On-site; USD 34,440 - 37,195; Part time

Benefits offered by this job

Flexible hours

Diverse work environment

Opportunities for professional development

Job summary

Associated Students UCLA is hiring an Event Coordinator for event management within their venue spaces. This role involves leading logistics planning and execution, working closely with both clients and vendors to ensure quality events.

Ideal candidates should have 3+ years of relevant experience, superb project management abilities, and proficiency in Microsoft Office and event layout software. The position requires in-person presence and offers a dynamic work environment.

Qualifications

• 3+ years of event coordination experience required.
• Exceptional project management skills, including budget and vendor management.
• Strong verbal and written communication skills.

Responsibilities

• Manage event logistics and project timelines smoothly.
• Ensure compliance with UCLA policies and procedures.
• Supervise part-time and student staff.

Skills

Project management

Event coordination

Interpersonal skills

Microsoft Office

Budget management

Education

BA/BS in a related field or equivalent experience

Tools

Adobe Products

EMS

Layout software

Job description

Event Coordinator (Limited Appointment)

Hourly Range: $25.00- $27.00

Department: Event Services

Summary of Key Responsibilities

Under the direction of the Interim Event Operations Manager, the Event Coordinator is responsible for event management, including logistics planning and day‑of execution/coordination for events and meetings held in the ASUCLA‑operated meeting and venue spaces. The incumbent primarily supports ASUCLA internal clients and Tier 1 Registered Campus Organizations reserving Bruin Plaza, ensuring a high‑quality event experience from planning through execution. As part of the ASUCLA Event Services team, the Event Coordinator performs a wide range of event‑specific project and administrative functions, maintaining detailed and organized event files, ensuring policies and procedures are followed and properly documented, coordinating with suppliers, and conducting post‑event evaluations. The Event Coordinator event staff, including hiring, training, scheduling, and providing leadership, direction, and ongoing support to ensure successful event execution.

Event Management & Execution

• Lead planning, coordination, and day‑of execution for assigned events
• Ensure all logistical requirements, timelines, and event plans are executed accurately
• Serve as the primary on‑site contact during event execution
• Maintain detailed and organized event files and documentation
• Conduct post‑event evaluations to assess performance and identify improvements
• Ensure proper paperwork and authorizations are completed for invoice reconciliation

Client & Event Coordination

• Work directly with clients to develop cost estimates, and is responsible for executing all logistical requirements, schedules, and timelines in alignment with approved event plans
• Ensure all logistical components align with client expectations and approved scope
• Maintain clear communication with clients, vendors, and internal teams throughout event execution

Event Design & External Coordination

• Create event layouts using the event diagramming platform to ensure accurate set‑up and execution
• Coordinate and schedule Bruin Plaza events in collaboration with campus partners and internal teams
• Submit requests for Fire Marshal approval as required, or provide guidance to student organizations on the approval process

Vendor & Operational Coordination

• Partner with internal departments and vendors to ensure all operational requirements are fulfilled
• Coordinate delivery and pickup schedules, set‑up/strike timelines, and resource coordination
• Maintain communication between vendors, crew, and support staff to ensure seamless execution

Inventory & Resource Management

• Provide operational support to the Interim Event Operations Manager, including coordination of logistics, resource allocation, and execution support as needed
• Coordinate inventory control and resource sourcing for events
• Coordinate ordering processes and ensure availability of required equipment and materials
• Optimize use of resources, equipment, and staffing to support cost‑effective event execution

Financial & Documentation Support

• Ensure all required paperwork and authorizations are completed for invoice reconciliation
• Verify event‑related documentation is complete and aligned with approved event plans

Team Leadership & Scheduling

• Provide ongoing training, instruction, and operational guidance to student event staff to support effective event execution
• Develop and manage staff schedules aligned with event needs

Policy Compliance & Risk Management

• Ensure all events are executed in compliance with ASUCLA, UCLA, and UC Regents policies
• Verify proper documentation and approvals are in place prior to event execution
• Monitor adherence to safety, operational, and risk management requirements

Process Improvement & Program Support

• Develop and monitor event procedures and systems to improve efficiency and consistency
• Assist in coordinating Association and Division‑wide programs and events
• Identify opportunities for operational improvements based on event outcomes

Administrative & Additional Responsibilities

• Represent the Department in meetings on behalf of Event Services leadership as needed
• Partner with internal departments and vendors to ensure all operational requirements are fulfilled
• Serve as backup support for operational needs as required

Qualifications

Requires 3+ years related experience in event coordination, operations or production. Experience must demonstrate exceptional project management skills, including budget and vendor management; ability to successfully manage production timelines and multiple onsite teams; strong interpersonal and relationship building skills; ability to work efficiently and independently in a fast‑paced, dynamic environment under tight deadlines; solid verbal and written communication skills; effective customer service skills with strong organizational and time management skills. Proficiency in Microsoft Office (Outlook, PowerPoint, Word, and Excel), and Adobe Products with the ability to learn additional required business systems as needed is a must. Familiarity with EMS and layout software is desired. Familiarity with the UCLA campus is preferred. Industry related BA/BS or the equivalent combination of education and experience is required.

Desired Characteristics

Self‑motivated, outgoing, positive attitude, personable and service‑minded; personal drive seeking to develop self and others; detailed and resourceful, and possesses excellent problem‑solving skills; exercise a high degree of initiative and professionalism; creative, out of the box thinker with an ability to pro‑actively anticipate obstacles and create solutions; resilient working in an environment where you wear 'multiple hats' and multitask; thrives in working effectively with team members and relishes a diverse work environment; detailed and resourceful; able to react quickly and with grace to deviations in plans.

Supervises

Directly and indirectly supervises part‑time/student staff.

Physical Requirements

Frequent walking, standing, sitting, reaching, gripping, bending, stooping, pushing, pulling; occasional lifting up to 50 lbs.

Background Verification

Fingerprinting Background Verification required.

Work Location

This position requires in‑person, on‑site presence within the ASUCLA operated spaces to support event activities. The office hours are Monday‑Friday 9am‑6pm, and on occasion include evenings and weekends.