Special Events Coordinator

University of California - Los Angeles (UCLA); Los Angeles (CA); On-site; USD 52,000 - 76,000; Part time

Job summary

UCLA's Ralph J. Bunche Center for African American Studies seeks a Special Events Coordinator to plan and execute high-profile events, meetings, and related activities.

You will manage logistics, registrations, vendors, budgets, travel, catering, audiovisual support, and onsite operations. responsibilities include coordinating with campus units, community partners, and speakers while ensuring timely purchasing and administrative support.

Qualifications

• Must organize materials systematically and analyze information to define objectives.
• Strong project management with timelines, vendor coordination, and budget oversight.
• Excellent verbal communication to interact diplomatically with others.
• Detail-oriented with ability to prioritize and work independently.
• Experience managing high-touch events with dignitaries and VIPs.
• Ability to handle simultaneous events and shifting priorities professionally.
• Flexible to take on new assignments on short notice.
• Proficient with network PCs, Google and other digital platforms.
• On-site leadership and problem-solving under pressure.
• Familiarity with security coordination and guest logistics.
• Discretion handling confidential material.
• Knowledge of social media and UC apps (Office/Google).

Responsibilities

• Plan, coordinate, and execute Bunche Center events and meetings, including logistics, registration, vendor coordination, budgets, travel, catering, audiovisual support, and onsite production.
• Coordinate with campus units, community partners, government offices, speakers, vendors, and stakeholders to ensure successful delivery.
• Provide purchasing, travel, and administrative support for Center events and operations.

Skills

Project management

Vendor coordination

Budget oversight

Verbal communication

Detail orientation

VIP/event experience

Multitasking

Digital platforms (Google)

On-site leadership

Security coordination

Confidential handling

Social media knowledge

UC apps familiarity

Education

Bachelor's degree

Tools

Bruinbuy Plus

Travel Express/Conquer

Microsoft Office

Google Suite

Job description

Special Instructions to Applicants

This is a limited appointment, not to exceed 1,000 hours on pay status within a 12-consecutive-month period. Employment beyond the 1,000-hour limit is not guaranteed.

Department Summary

The Ralph J. Bunche Center for African American Studies at UCLA was established as an Organized Research Unit(ORU) with the mission to develop and strengthen African American Studies at UCLA. The Center supportsresearch that (1) expands the knowledge of the history, lifestyles, and sociocultural systems of people of Africandescent and (2) investigates problems that have bearing on the psychological, social, and economic well-being ofpersons of African descent. Research sponsored and conducted by the Bunche Center is multidisciplinary inscope and spans the humanities, social sciences, fine arts, and several professional schools.

Position Summary

Under the supervision of the Management Services Officer, the Special Events Coordinator plans, coordinates, and executes Bunche Center events and meetings, including event logistics, communications, registration, vendor coordination, budgets, travel, catering, audiovisual support, and onsite event production. The position coordinates with campus units, community partners, government offices, speakers, vendors, and other stakeholders to ensure successful event delivery. The position also provides purchasing, travel, and administrative support associated with Center events and operations.

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

• Skill in organizing material and information in a systematic way to optimize efficiency and minimize duplication of effort. Skill in analyzing information and situations to define the problem and/or objective, identify issues, and formulate logical conclusions (Required)
• Strong project management skills, including timelines, vendor coordination, and budget oversight (Required)
• Ability to establish and maintain cooperative working relationships with co-workers, administrators, faculty, vendors, and external sources. Excellent verbal communication skills to interact effectively and diplomatically with others (Required)
• Ability to complete work assignments accurately and with attention to detail. Demonstrated skill in organizing work, defining tasks, setting priorities, working independently and following through on all assignments with minimal direction and supervision (Required)
• Experience managing high-touch events with dignitaries and VIPs (including briefings, run-of-show, and protocol) (Required)
• Ability to manage simultaneous events and shifting priorities with professionalism and discretion (Required)
• Flexibility in accepting new or special assignments and/or projects on short notice to enable the Center to cover essential functions and/or meet urgent deadlines (Required)
• Demonstrated knowledge and experience with network PC's, Google and other digital platforms (Required)
• On-site leadership and problem-solving under pressure (Required)
• Familiarity with security coordination and high-level guest logistics where appropriate. (Required)
• Ability to handle confidential material with discretion (Required)
• Demonstrated knowledge of social media networks, including but not limited to Facebook and Instagram. Knowledge of the Microsoft Office suite, Google Suite and UC developed applications. Experience with processing special requests in Bruinbuy Plus and Travel Express/Conquer (Preferred)

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

Monday-Friday, 8:0 am-5:00 pm, with evening/weekend flexibility as needed

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_4618)