Events Coordinator

University of California - Los Angeles (UCLA); Los Angeles (CA); On-site; USD 60,000 - 78,000; Full time

Job summary

The UCLA Labor Center, housed within the Institute for Research on Labor and Employment (IRLE), seeks an Events Coordinator to manage the complete event lifecycle at the James Lawson Jr. Worker Justice Center.

You will coordinate reservations, logistics, and post-event follow-up for 11–15 weekly events involving 3–75 attendees, liaising with staff, partners, and community members. Standard hours are 8:00 a.m.–5:00 p.m., Monday–Friday, with on-site coverage for some evenings and weekends monthly.

Qualifications

• Demonstrated ability to organize and manage multiple events, coordinate logistics, and timelines; prioritize competing demands and manage projects from conception to competition with attention to detail.
• Excellent verbal and written communication skills; interact professionally and diplomatically with diverse stakeholders.
• Ability to anticipate issues, troubleshoot quickly, and adapt to changing circumstances.
• Experience planning, coordinating, and executing events of varying sizes (conferences, meetings, receptions, fundraisers).
• Proficiency with invoicing, contract management, and vendor coordination; strong organization and record-keeping.

Responsibilities

• Manage complete event lifecycle from reservation intake to post-event follow-up.
• Coordinate venue, catering, AV/tech, and guest management.
• Collaborate with staff, students, external partners, and community members.
• Maintain scheduling, communications, and documentation; ensure reliability and timely execution.

Skills

Event planning

Logistics coordination

Communication

Problem solving

Vendor coordination

Microsoft Office

Google Suite

Invoicing

Contract management

Guest service

Education

Bachelor's Degree in related area

CA Driver's License

Tools

Microsoft Office

Google Suite

Job description

Department Summary

The UCLA Labor Center is housed within the Institute for Research on Labor and Employment (IRLE), a multidisciplinary research center dedicated to advancing labor research and education for workplace justice. Through the work of its units, the Institute forms wide-ranging research agendas that carry UCLA into the Los Angeles community and beyond.

Established in 1964, the UCLA Labor Center advances research, education, and service guided by our core values: economic equity, racial and immigrant justice, and worker power and solidarity. We are headquartered off campus at the James Lawson Jr. Worker Justice Center located in Westlake at 675 S. Park View St., 90057. Our facility offers conference space to campus departments, faculty, students, community members, local organizations, and unions aligned with the Labor Center's vision of transforming jobs into quality jobs.

Position Summary

Under the supervision of the Operations Director, the Events Coordinator serves as the primary point of contact for all events at the James Lawson Jr. Worker Justice Center (JLWJC) and is the public face of the Labor Center during events. This position manages the complete event lifecycle, from initial reservation intake through post-event inspection and follow-up, ensuring seamless coordination across 11-15 weekly events ranging from small 3-person meetings to community gatherings of 75+ attendees. The role works closely with staff, students, external partners, and community members to deliver consistent, reliable support. The Events Coordinator works a flexible, adjusted schedule built around the events calendar. Standard hours are Monday-Friday from 8AM to 5PM, supporting daytime events and handling administrative responsibilities. Beyond standard hours, the coordinator is expected to provide on-site coverage for approximately 4 evening events and 5-7 weekend events per month, with the weekly schedule adjusted accordingly. Additional overtime hours may be available depending on operational needs. The ideal candidate demonstrates a genuine commitment to community service and the Labor Center's values, brings exceptional customer service skills, and is warm, professional, and responsive in all interactions. Strong organizational and collaborative skills are essential as the coordinator manages multiple events interfacing with several stakeholders. The role requires reliability, effective communication, and schedule flexibility, particularly regarding evening and weekend availability. The incumbent should be comfortable troubleshooting and problem solving independently during live events, working with scheduling systems, email, and basic office tools, and being on their feet and moving through the facility throughout the day. We value community, reliability, and a service mindset over a long resume. The Operations Director will support the incumbent with training, mentorship, and the tools needed to succeed.

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 ability to organize and manage multiple events, coordinate logistics, and timelines; prioritize competing demands and manage projects from conception to competition with attention to detail. (Required)
• Excellent verbal and written communication skills. Strong ability to interact professionally and diplomatically with diverse stakeholders including staff, vendors, guests, and external partners. Proven ability to build and maintain positive working relationships. (Required)
• Ability to anticipate potential issues, troubleshoot problems quickly and effectively, make sound decisions under pressure, and adapt to changing circumstances with flexibility and professionalism. (Required)
• Proven experience planning, coordinating, and executing events of varying sizes and types (conferences, meetings, receptions, fundraisers, etc.). Knowledge of event logistics including venue selection ,catering, AV/technical requirements, and guests management. (Required)
• Proficiency with Microsoft Office suite, Google Suite, and other university applications. Experience with invoicing, contract management, and vendor coordination. Strong organization and record-keeping skills. (Required)
• Ability to handle guest inquiries and concerns professionally and courteously. Demonstrated skill in resolving conflicts and managing difficult situations diplomatically. (Required)
• Ability to work flexible hours including evenings and weekends as event schedules require. Reliable transportation and willingness to travel as needed. (Required)
• Strong work ethic and ability to meet competing deadlines. (Required)
• Ability to coordinate with staff, campus departments, and external partners to ensure successful event execution. (Required)
• Familiarity with labor, community organizing, or social justice spaces. (Preferred)
• Fluent bilingual English/Spanish skills, including oral interpretation and written translation. (Preferred)

Education, Licenses, Certifications & Personal Affiliations

• Bachelor's Degree In related area and / or equivalent experience / training (Required)
• Must possess, upon hire, and maintain a valid CA noncommercial Class C License in accordance with the California (CA) Department of Motor Vehicles. (Required)

Special Conditions for Employment

• Background Check: Continued employment is contingent upon the completion of a satisfactory background investigation.
• Age Requirement: Candidate(s) must be 18 years or older to be eligible to be hired.

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(TBD_1000548)