Event Specialist

University of California, Los Angeles; Los Angeles (CA); On-site; USD 60,000 - 85,000; Full time

Job summary

University of California, Los Angeles (UCLA) is seeking an Events Specialist for the Center for 17th- & 18th-Century Studies and the Clark Library. The role focuses on planning, coordinating, and supervising all academic and cultural programming, including conferences, lectures, and public programs.

The position requires 3+ years of event planning experience and a bachelor's degree in a related field. Responsibilities cover budgeting, donor logistics, AV support, and supervising student staff

Qualifications

• Minimum of 3 years' experience in academic and public programs and event planning (Preferred)
• Thorough knowledge of academic and cultural program development, event design, organization, and production
• Excellent organizational skills to prioritize tasks and meet deadlines
• Strong decision-making and problem-solving abilities, with sound judgment
• Ability to communicate with faculty, staff, vendors, donors, and the public
• Experience working across campus locations and flexible hours including evenings/weekends
• Demonstrated ability to supervise student staff and manage complex logistics
• Knowledge of university travel policies and procurement processes preferred
• Strong written and verbal communication skills

Responsibilities

• Plan, coordinate, and supervise academic and cultural programming.
• Oversee logistics for conferences, workshops, lectures, concerts, and seminars.
• Manage correspondence with all invited guests and donors.
• Prepare and monitor budgets; coordinate financial activities and reimbursements.
• Hire, train, and supervise student assistants.
• Support in-person and livestreamed events and online programming.
• Occasional evenings and weekends as required.

Skills

Event planning

Budget management

Communication

Team supervision

Logistics coordination

Interpersonal skills

Education

Bachelor's degree in related area

Job description

Position Summary

Under the general direction of the Manager of Programs & Development, serve as the Events Specialist for the Center for 17th- & 18th-Century Studies and the William Andrews Clark Memorial Library. Duties involve planning, coordinating, and supervising all aspects of academic and cultural programming for the Center and the Clark Library. Oversee and manage logistics for conferences, workshops, lectures, concerts, public programs and graduate and undergraduate seminars focused on the holdings of the Clark Library and the interests of UCLA faculty and affiliated faculty. Manage correspondence with all invited guests. Prepare and monitor budgets and summary reports. Coordinate development activities and logistics for donor support events. Manage event site set-up and coordinate the audio-visual needs for in-person and livestreamed conferences and lectures as well as help to support online programming. Coordinate financial activities for programs, including processing purchases and travel and entertainment reimbursements. Hire, train and supervise student assistants. The incumbent works occasional evenings and weekends as required.

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

• Minimum of 3 years' experience in academic and public programs and event planning (Preferred)


• Thorough knowledge and understanding of the principles, concepts, and practices of academic and cultural program development, including event design, organization, and production. Ability to perform detailed work with a high degree of accuracy and attention to detail (Required)


• Excellent organizational skills sufficient to prioritize job functions in order to meet deadlines and to ensure smooth work flow and follow through. Proven ability to work on several tasks simultaneously with a high degree of accuracy and attention to detail, and to independently organize and prioritize work. Demonstrated ability to work independently and collaboratively and to follow through on assignments with minimal supervision (Required)


• Highly developed, decision-making and problem-solving skills, using sound judgment in situations requiring independent initiative and tact. Ability to identify problems, develop alternative approaches, offer solutions, and follow through on all details. (Required)


• Demonstrated ability to communicate and work effectively and cooperatively with faculty, internal and external staff, vendors, students, visiting scholars and fellows, donors, volunteers, and members of the public. Skill in working as part of a team and collaborating with colleagues at all levels (Required)


• Ability to work at two separate locations, one on campus and the other off campus. Ability to work within fluctuating hours that include evenings and weekends. (Required)


• Highly developed interpersonal communication skills to effectively communicate, graciously and professionally with diverse populations including faculty, administration, staff, students, visiting scholars and fellows, donors, volunteers and members of the public. (Required)


• Demonstrated organizational and project management skill in executing high profile events and coordinating complex logistics with internal and external participants, supervising a large number of complex projects, establishing priorities, creating and maintaining calendars and schedules, and working under pressure to meet deadlines. (Required)


• Demonstrated skill in event management and the ability to effectively coordinate in-person and online programs and activities with minimal supervision. Thorough knowledge of all logistical support elements included in academic and cultural event planning and production. (Required)


• Skill in interpreting complex administrative policies and procedures. Knowledge of University travel policies, including the procurement of visas for international visitors. (Preferred)


• Demonstrated ability to direct and supervise part-time student staff, including: organizing and prioritizing projects, information, and people to optimize efficiency and accomplish established objectives. (Required)


• Demonstrated working knowledge of University accounting and administrative policies and procedures, including procurement systems such a Bruin Buy Plus, Express, and Pcard. (Preferred)


• Excellent verbal and written communication skills; skill in writing clear, concise, and grammatically correct analytical correspondence and reports. (Required)

Education, Licenses, Certifications & Personal Affiliations

• Bachelor's Degree In related area and/or equivalent experience/training (Required)

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

CX-Clerical & Allied Services

Complete Position Description

https://universityofcalifornia.marketpayjobs.com/ShowJob.aspx?EntityID=38&JDName=Events%20Specialist%202%20CX%20(40981836)