Catering & Conference Services Coordinator

BLANK AST 3 (004722)

UCPath Position ID: 40105892

Position Description History/Status

For Reference ONLY - PeopleAdmin JA Number:

1112876

Approved Date:

3/2/2026 10:50:22 AM

Date Last Edited:

3/2/2026 10:50:16 AM

Last Action Effective Date:

3/1/2016

Organization Details

Business Unit (Location):

LACMP

Organization Code:

5000O

Organization:

ADMINISTRATIVE VICE CHANCELLOR

Division Code:

5901D

Division:

ADMINISTRATION

Department:

319200 - LUSKIN CONFERENCE CENTER

Position Details

UCPath Position Number:

40105892

Position Description ID

166018

UC Payroll Title:

BLANK AST 3 (004722)

Personnel Program

Professional and Support Staff (PSS)

Salary Grade:

STEPS

Job Code FLSA:

Non-Exempt

Union Code (Collective Bargaining Unit):

CX: Clerical & Allied Services

Employee Relations Code:

E: All Others - Not Confidential

Employee Class (Appt Type):

2 - Staff: Career

Full-Time Equivalent (FTE)

1

SUPERVISION

UCPath Reports to Position Number:

41041783

Reports to Payroll Title:

EVENTS SPEC 4

UCPath Department Head Position Number:

40057282

Department Head Payroll Title:

SALES SUPV 2

SUPERVISION - Indicates that the incumbent performs a variety of routine duties within established policies and procedures or by referral to the supervisor’s guidelines.

POSITION SUMMARY

The Catering & Conference Services Coordinator provides administrative support to the sales and events team. The position is responsible for managing and maintaining the hospitality sales system database account management and executing and coordinating all data and reports. The incumbent must be a strong communicator with the ability to bring desired results and focus on the meeting planner by anticipating, understanding and acting on their specialized needs.

The Luskin Conference Center (LCC) is a 300,000-square-foot, 7-story property on the UCLA campus. The LCC is comprised of 254 guest rooms, approximately 25,000 square feet of meeting space, a 160-seat restaurant, a fitness center, and a business center. The LCC is an academic meeting and conference destination supporting UCLA's education and research mission.

The Luskin Conference Center is a no-tipping environment.

Administrative and Office Coordination

 • Compose and edit correspondence for the Director of Catering & Conference Services' signature

 • Accept deliveries on behalf of office staff and guests, and sign for items received

 • Coordinate and liaise with the catering production team to distribute event orders

 • Answer busy multi-line phone and manage incoming information, client inquiries, concerns, and feedback on a case-by-case basis

 • Determine appropriate referrals or responses for routine calls or emails

 • Assist department management with scheduling meetings, training, and appointments

 • Exercise clear communication skills, including active listening and verbal communication, with clientele, team members, and vendors that ensures a balance in speed of service with respect and hospitality

 • Prepare, monitor, and update operational procedure manuals or processes for senior management review and distribution

 • Utilize a myriad of computer programs at an expert level to prepare statistical documents, reports, and correspondence

 • Order and maintain office equipment and supplies

 • Maintain effective, professional, and cooperative working relationships with colleagues, managers, administrators, vendors, and a diverse public on an ongoing basis

 • Utilize body language such as eye contact, facial expressions, gestures, and posture that reflect an outgoing, friendly, attentive, responsive, and professional demeanor

 • Prioritize projects to ensure completion by established deadlines and perform other duties as assigned

 • Provide project and administrative support to the sales and events team

40%

Data Coordination

 • Manage database on an ongoing basis to meet the business requirements of the property

 • Monitor tax error reports and update accordingly

 • Generate and monitor daily booking transaction reports

 • Ensure accurate updating of group room night pickups and transient reservations

 • Execute established procedures for tracking and monitoring tentative business, reporting lost, cancelled and turndown business

 • Promote and maintain database quality in all areas of the hospitality sales system

 • Maintain and update plan values in the hospitality sales system

 • Prepare and distribute daily, weekly, monthly and quarterly sales and marketing reports

 • Perform research for projects as directed

 • Work with Director of Catering & Conference Services on collection and reporting of sales performance metrics

 • Foster ongoing communication and good relationships with key vendor technicians and in-house IT staff to ensure the most efficient and effective database support

 • Assist Director of Catering & Conference Services with small group BEOs and resumes

 • Update all menu items in hospitality sales system

35%

Conference Customer Service

 • Maintain current information and materials regarding LCC facilities and services, local restaurants and attractions

 • Maintain a current reference book related to conventions, meetings and special events held in the conference center and the city, and follow up on related guest inquiries

 • Provide faxing, scanning and other clerical services to guests, including typing assignments

 • Address each guest comment, complaint, or inquiry according to procedure, escalating to senior leadership when necessary

 • Send custom itineraries to guests booking activities

 • Coordinate requests for special arrangements

 • Coordinate and distribute parking information and procedures to guests

 • Deliver messages, mail, packages, etc. to guests and conference rooms

 • Provide directions to hotel facilities or events

 • Provide building access information to guests

 • Assist with monitoring early event check-in and notifying guests when event room is ready as needed

25%

•

Performs other duties as assigned.

•

Complies with all policies and standards.

•

Complies with the University of California, Los Angeles (UCLA) Principles of Community.

•

This position description is not intended to be a complete list of all responsibilities, duties or skills required for the job and is subject to review and change at any time, with or without notice, in accordance with the needs of the organization.

QUALIFICATIONS

2+ years

Experience working as an administrative assistant or similar position

Required

And

2+ years

Experience working in a hotel or conference environment

Preferred

Proficient skill using standard business software (e.g. Microsoft Office Suite) and hospitality sales software (e.g. Delphi)

Required

Ability to collaborate with colleagues and work cooperatively as part of a team

Required

Ability to engage with diverse populations in a respectful and culturally responsive manner

Required

Ability to diagnose and troubleshoot problems, recommending or implementing solutions and following through to completion

Required

Ability to prioritize assignments and make appropriate adjustments despite changes in workload and competing deadlines

Required

Ability to work efficiently under conditions of a fluctuating work load with frequent interruptions and distractions

Required

Skill in performing basic bookkeeping transactions

Required

Skill in writing grammatically correct business English, such as reports, memos, and other routine correspondence

Required

Skill in operating a 10-key calculator by touch

Required

Skill in analyzing operating procedures and recommending necessary changes consistent with accepted practices and policies

Required

Ability to encourage and motivate individuals to work together to achieve department's goals and objectives

Required

Ability to maintain confidentiality in the work environment and use discretion when interacting with others

Required

SPECIAL REQUIREMENTS AND/OR CONDITIONS OF 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.

Age Requirement: Candidate(s) must be 18 years or older to be eligible to be hired.

Evenings, weekends, holidays, and overtime based on departmental needs

Required

LOCATION AND PHYSICAL, ENVIRONMENTAL, MENTAL (PEM) REQUIREMENTS

Environment and Work Location Information

Environment Type:

Non-Clinical Setting

Location Setting:

Campus

Location:

Luskin Conference Center

•

General office equipment

•

Two-way radios

Standing/Walking

X

X

Sitting

X

X

Bending/Stooping

X

X

Squatting/Kneeling

X

Climbing

X

X

Lifting/Carrying/Push/Pull 0-25 lbs

X

X

Lifting/Carrying/Push/Pull 26-50 lbs

X

X

Lifting/Carrying/Push/Pull over 50 lbs

X

Physical requirements other

X

Chemicals, dust, gases, or fumes

X

Loud noise levels

X

Marked changes in humidity or temperature

X

Microwave/Radiation

X

Operating motor vehicles and/or equipment

X

Exposures other

X

Sustained attention and concentration

X

X

Complex problem solving/reasoning

X

X

Ability to organize & prioritize

X

X

Communication skills

X

X

Numerical skills

X

X

Mental demands other

X

X

Classification 3:  Position in which exposure to blood, body fluids or tissues is not part of the position description. The normal routine task involves no exposure to blood, body fluids or tissues and the employee can decline to perform tasks which involve a perceived risk without retribution.