Alumni Relations & Events Coordinator

BLANK AST 3 (004722)

UCPath Position ID: 41052640

Position Description History/Status

For Reference ONLY - PeopleAdmin JA Number:

1140445

Approved Date:

2/6/2026 4:06:22 PM

Date Last Edited:

2/6/2026 4:06:20 PM

Last Action Effective Date:

8/22/2023

Organization Details

Business Unit (Location):

LACMP

Organization Code:

1140O

Organization:

SCHOOL OF LAW

Division Code:

1141D

Division:

LAW DIV

Department:

025000 - LAW

Position Details

UCPath Position Number:

41052640

Position Description ID

167854

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:

40261270

Reports to Payroll Title:

EXTERNAL REL SUPV 2

UCPath Department Head Position Number:

40040696

Department Head Payroll Title:

DEAN

GENERAL SUPERVISION - Indicates that the incumbent develops procedures for performance of variety of duties; or performs complex duties within established policy guidelines.

POSITION SUMMARY

Under the guidance of the Senior Director External Affairs, Events and Programming, the Alumni Relations and Events Coordinator (Coordinator") will assist with the planning and execution of law school alumni events, projects, and programs.  The Coordinator will provide administrative support to the Alumni Relations team by assisting in achieving the School's mission to expand alumni outreach and create closer ties between alumni, donors volunteers, and the Law School. Responsibilities include coordinating with vendors (for catering, rentals, flowers, etc.), the creation and distribution of event invitations, nametags, and other materials; assisting with event set up, breakdown and pre- and post- event follow up with attendees.   This position will work closely with the entire alumni relations team on high-quality alumni programs and events, both virtual and in-person. This role will also be responsible for delivering consistent communication to the alumni community and advancing the online presence of the UCLA Law Alumni Relations program.   This is a vital role in supporting the engagements and data capture metrics of the External Affairs Team working closely with our development colleagues to achieve shared goals. The Coordinator will collaborate with the Director of Annual Giving on data collection, reporting, and marketing as needed.Additional duties include: Answer incoming calls, respond to email inquiries, process expense reimbursements, make facilities requests for events (trash removal, security, etc.), process parking for event attendees, and other duties as assigned."

Alumni Relations Administrative Support

1. Craft messaging, newsletters, and invites via Salesforce Marketing Clouds for alumni and donor constituents. 2.              Maintain and update alumni records in CRM database and develop constituent engagement and giving reports for the alumni relations and annual giving team. Create and maintain ad hoc reports as well as standard reports for Alumni Relations and Events via excel and CRM database.  3.              Respond to and resolve alumni inquiries and requests via email and phone calls.  4.              Provide supplemental administrative support as needed to the Director of Annual Giving including coordinating process of appeal production such as graphics, email, and marketing effort creation. 5.              Track, identify, and update team on alumni trends as they relate to event attendance.

40%

Office Administration

1. Provide general office support on an as-needed basis including general clerical functions.  2. Respond to and resolve alumni inquiries and requests. Provide addresses as requested, lists when allowable, and gift and pledge information as requested.  3.              Order and maintain office stationery and event supplies.  4.              Assist in processing gifts to the Law School.  5.              Manage donor files through CRM.

20%

Events Support & Assistance

1. Provide assistance with the coordination of vendors (caterers, musicians, florists, photographers, etc.) and responsible for seeing all PO's are generated and invoices are processed for payment.  2.              Responsible for updating MyLaw calendar website for all event information. 3.              Assist with the planning and executing of events including the coordination of speakers, travel arrangements (when needed), registration collection and table management, putting together agendas, and providing assistance with determining deadlines and budgets or any other related event needs per specific event. 4.              Assist in identifying potential venues and other needed facilities for events and programs. Obtain cost quotes and identify potential cost conflicts for Alumni Relations team.  5.              Assist in the coordination and execution of event-appropriate catering service with approved vendors. Supervise the setup and presentation of services for quality and professional presentation. 6.              Troubleshoot day-of-event activities, including catering, decorative, photography, presentations, awards, parking, and signage. 7.              Assist in design, content, and production of all electronic and printed materials for programs and events.   8.              Assist at events by supervising information/registration tables; assist with pre and post event duties including follow-up correspondence and expense reports. 9.              Provide MCLE support at in person and virtual events.  10.              Other duties as assigned.

40%

•

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

High School Diploma

or equivalent combination of education and experience

Required

Equivalent experience

Required

1. Ability think critically to analyze situations, define problems and objectives, identify relevant factors, formulate logical solutions, and recognize alternatives expeditiously.

Required

2. Ability to interpret all policies governing alumni relations and development.

Required

3. Experience with project management and ability to oversee multiple projects simultaneously.

Required

4. Knowledge of and facility with donor databases.

Required

5.  Possess basic knowledge of alumni relations and development programs, as well as a desire to pursue a career in that field.

Preferred

6.  Working knowledge of the operations of a development and alumni relations office in an institution of higher education sufficient to accomplish departmental goals.

Preferred

7. Demonstrated ability to organize and implement the logistical requirements of events and programs.

Required

8. Excellent interpersonal skills, demonstrated ability to work with the public and with volunteers. Skill in interacting diplomatically and discretely with the public and high net worth individuals in a public contact setting.

Required

9. Excellent written communication skills; knowledge of proper punctuation, spelling, sentence construction, paragraph construction, and correct grammar for business correspondence, and to respond to donor inquiries. High level of attention to detail.

Required

10. Ability to speak on the telephone and in person using appropriate vocabulary and grammar to obtain information, explain policies and procedures, and assist visitors.

Required

11. Skill in working as part of a team, collaborating with colleagues and using initiative to anticipate needs in areas of  esponsibility.

Required

12. Skill in organizing material, information, and people in a systematic way so as to optimize efficiency and minimize duplication of effort.

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.

Ability to establish and maintain cooperative working relationships with other University offices and the public.

Required

Ability to work with frequent interruptions, distractions, and changing priorities and deadlines.

Required

Skill in working independently and following through on assignments with accuracy and minimal direction.

Required

Ability to work occasional evenings and weekends.

Required

LOCATION AND PHYSICAL, ENVIRONMENTAL, MENTAL (PEM) REQUIREMENTS

Environment and Work Location Information

Environment Type:

Non-Clinical Setting

Location Setting:

Campus

Location:

385 Charles E. Young Dr. East, Los Angeles, CA 90095

Standing/Walking

X

Sitting

X

X

Bending/Stooping

X

Squatting/Kneeling

X

Climbing

X

Lifting/Carrying/Push/Pull 0-25 lbs

X

X

Lifting/Carrying/Push/Pull 26-50 lbs

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.