Event Coordinator (Limited Appointment)

Associated Students, UCLA; Los Angeles (CA); On-site; USD 34,000 - 37,000; Full time

Job summary

Associated Students UCLA in Los Angeles is seeking an experienced Event Coordinator (Limited Appointment) to manage events and meetings in ASUCLA spaces. You will handle logistics planning, day-of execution, client coordination, and on-site leadership to ensure a high-quality event experience.

The role requires 3+ years experience in event coordination or production, strong project and vendor management, and proficiency in Microsoft Office and Adobe products.

Qualifications

• 3+ years related experience in event coordination, operations or production.
• Proficiency in Microsoft Office and Adobe Products with the ability to learn additional required business systems.
• Familiarity with EMS and layout software is desired.
• Industry BA/BS or equivalent combination of education and experience is required.

Responsibilities

• Lead event coordination, logistics, and on-site execution for assigned events.
• Develop cost estimates and manage timelines in collaboration with clients.
• Coordinate with vendors, staff, and internal teams to ensure smooth operations.
• Create event layouts and manage post-event follow-up.
• Ensure compliance with policies and manage risk during events.
• Support program development and process improvements in Event Services.
• Provide administrative support and back up for operations leadership.

Skills

Event coordination

Project management

Vendor management

Communication skills

Education

BA/BS or equivalent

Tools

Microsoft Office

Adobe Creative Suite

EMS/Layout software

Job description

Location: Los Angeles, CA

Job Id:716

# of Openings:1

Associated Students UCLA, as a responsive student-centered organization, provides innovative and excellent services, programs, products, and facilities for the entire UCLA community. ASUCLA was created when the campus first opened in 1919. Even in the very early years, ASUCLA meant student government, student publications, and student services such as a bookstore and cafeteria. Today, ASUCLA has evolved into a four-part organization. These four entities collectively make up the largest student association in the country. The four entities are:

• Undergraduate Students Association – elected representatives of the undergraduate student body.
• Graduate Students Association – elected representatives of the graduate student body.
• Student Media – this includes the Daily Bruin, UCLARadio.com, the Bruin Life Yearbook, and seven different magazines.
• Services & Enterprises – this division is designed to meet the everyday needs of students and the campus community. Major divisions are the Student Union, Event Services, UCLA Restaurants, UCLA Store, UCLA Photography, and Trademarks & Licensing.

Goals of Associated Students UCLA:
Products - To provide essential and convenient items that are easily accessible, of high quality, and low cost, including, but not limited to, academic support, food, trademark merchandise, and convenience products. In addition, to continue evaluating the utility and convenience of all products to make improvements that will best serve the UCLA community.
Facilities - To provide a welcoming environment that contains as much space as possible for the optimal functioning of general academic support, student governments, student organizations, and social gatherings. To have state-of-the-art venues for programming and efficient, aesthetic, and multi-functional commercial outlets.
Programs - To provide and support a diversified array of programming by prioritizing student-run, student-initiated, student-centered programming that reflects the needs of the campus community in order to enhance educational, cultural, and developmental social interaction.
Services - To provide an outstanding level of support to student government, student groups, and student programs through the state-of-the-art office and community spaces, and by providing adequate financial resources and personnel to ensure an active and vibrant campus life.

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 (EC) 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
• Ensures proper paperwork and authorizations are completed for invoice reconciliation.

Client & Event Coordination

• Works 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 setup 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
• Partner with internal departments and vendors to ensure all operational requirements are fulfilled
• Coordinate delivery and pickup schedules, setup/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
• Ensure all required paperwork and authorizations are completed for invoice reconciliation
• Verify event-related documentation is complete and aligned with approved event plans
• 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 Regental 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 (i.e. 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 multi task; 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

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.

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.