Events and Operations Coordinator

EVENTS CRD 2 (006305)

UCPath Position ID: TBD_1000531

Position Description History/Status

Approved Date:

10/22/2026 2:01:01 PM

Date Last Edited:

10/22/2026 2:00:53 PM

Last Action Effective Date:

Organization Details

Business Unit (Location):

LACMP

Organization Code:

1210O

Organization:

SCHOOL OF ARTS AND ARCHITECTURE        

Division Code:

1212D

Division:

ARTS & ARCHITECTURE DIV                

Department:

040000 - DEAN, SCHOOL OF THE ARTS

Position Details

UCPath Position Number:

TBD_1000531

Position Description ID

265391

UC Payroll Title:

EVENTS CRD 2 (006305)

Personnel Program

Professional and Support Staff (PSS)

Salary Grade:

BYA

Job Code FLSA:

Non-Exempt

Union Code (Collective Bargaining Unit):

99: Non-Represented (PPSM)

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:

40065084

Reports to Payroll Title:

FAC PROJECT MGT SPEC 4

UCPath Department Head Position Number:

40187786

Department Head Payroll Title:

ADMIN MGR 2

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

POSITION SUMMARY

The Events and Operations Coordinator provides events and operation support for the Dean's Office, School of the Arts and Architecture (SOAA), In addition the position provides critical administrative support to ensure smooth and efficient office operations and of planned events. Duties include support of the Director of Operations with special projects and events, maintenance of office equipment and supplies, parking services coordination, and the streamlining and implementation of general office procedures.

As the premiere public arts school in the nation, the UCLA School of the Arts and Architecture (UCLA Arts) plays a vital role in the cultural and artistic life of the campus and the broader community. Guiding our mission is the belief that the arts are not only an essential part of the cognitive, critical, inquisitive life of a public research university, but the practice and presence of the arts are a cornerstone of the creative, innovative thinking and collaborative approaches that the 21st century demands. One of 12 prestigious professional schools at the University, the School of the Arts and Architecture offers leading programs in four degree-granting departments: Architecture and Urban Design, Art, Design | Media Arts, and World Arts and Cultures/Dance. Our commitment to innovative education, pioneering research, dynamic public service, and community engagement is fueled by our unwavering belief in the fundamental value of creativity and the artist’s unique ability to change the world and shape the future.

Events Coordination

1. Assist Operations Director with annual School Commencement ceremony, including planning, purchasing, preparation, logistical support and implementation at the ceremony. Provide independent critical back up of Commencement planning in absence of Operations Director. 

2. Assist Operations Director with multiple community gathering events; including administrative-support responsibilities like procuring supplies, working with vendors, ordering catering, and processing financial transactions and executing events within budget

3.Coordinate student art installations and students film shoots. Assist students with formatting their design concepts to adhere to all community guidelines and campus safety protocols, assist with location walks, space allocation, and coordination with soaa departments & other campus entities (UCLA Events, Facilities, etc.)

4.Provide advice about the most efficient and sustainable materials and methods for fabricating the artwork. Critique and consult with students to help them resolve problems with their design and execution. 

5. Submit Facilities Service Requests (FSRs) to request additional janitorial, custodial, grounds or other facility management service in coordinator of events and exhibitions.

6. Coordinate and liaise with Campus Events Department and their staff in coordination of the School of the Arts and Architecture events and using of campus space. Submit EOL when necessary. 

7. Working closely with the Dean’s Leadership teams, the school’s departments with the planning a series of exhibitions and installations that celebrate the school of the arts and architecture community and convey institutional priorities and ambitions 

8. Supporting key the school’s programming and events, with thorough understanding of the academic calendar (First days of instruction, mid-terms, etc.) by ordering supplies, catering, working with vendors and arranging parking

9.Establish, administer, and enforce cleanup routines after events and installations, and exhibitions and de-installations. 

10. Ensure students, staff and faculty are aware of their safety responsibilities; disseminate information; in coordination with the Director of Operations, act as a liaison between EH&S, The Fire Marshall, campus all safety personnel and the school. 

11. Place orders for materials, supplies or equipment needed, working within allocated budgetary resources.

50%

Operations Support

1. Under supervision of Operations Director, assist with planning and set-up of dean's office meetings and conferences including parking, catering, audio-visual support, materials and agenda preparation, report and minutes distribution as required. 

2. Assist Operations Director with issues pertaining to utilization of space and grounds in and around Broad Art Plaza, including furniture (acquisition and disbursal), building safety and functionality. 

3. Assist Director with planning and implementation of building emergency plans and assist in the coordination or safety and first aid trainings. 

4. Submit Facilities Service Request (FSRs) in support of building, grounds maintenance of Broad Arts (trash removal, elevator is out of services, floor cleaning, graffiti removal, etc.

5. Troubleshoot equipment problems for office copiers and fax machines, including minor and major malfunctioning problems. Communicate with vendors as required to rectify problems. Report copier meter readings on monthly basis. 

6. Provide administrative support for special projects or programs assigned by supervisor including evaluation, determination and delivery of services and materials. 

7. Process courtesy parking requests through university on-line system.

8. Track, maintain inventory and order office/kitchen/hospitality supplies using university procurement systems. 

9. Track, maintain inventory and order dean's office stationery--letterhead, envelopes, business cards, mailing labels, stickers, etc. and/or other office supplies or equipment utilizing university procurement processes or, when applicable, University P-Card. 

10. Interact with university community, administrators, faculty and staff in conduct of duties and responsibilities. 

11. Oversee hiring, training and supervision of 4 to 5 work study students each year who provide front office coverage and support.

40%

Administrative Support

1. Acts as liaison for the Dean's Office, interacting with various units of the University; e.g., faculty, students, staff, campus administrative offices, development officers, donors, and the general public. 

2. Analyze information, both orally and in writing, to determine appropriate action or referral. Prioritize a wide range of issues, identifying and advising which are significant or urgent. 

3. Formulate and compose memorandum, proposals and correspondence on a variety of topics related to numerous organizational matters, ranging from routine to confidential.

4. Analyze questions, requests, or other issues, often of a sensitive and confidential nature, and refer issues and questions to appropriate individuals as necessary, while assuring that confidentiality is maintained. 

5. Develop, cultivate and maintain collaborative working relations with school staff and departmental personnel. Communicate effectively with other University offices in order to obtain or convey information relevant to policy or other institutional issues.

6. Establish and manage a filing system for hard copy materials and a filing system for documents stored on the computer. 

7. Provides day-to-day backup for other administrative staff in the Dean's Office, including assistance with visitors, processing Purchase Orders, conference room set-ups and delivery of materials.

10%

•

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

Bachelor's Degree

in related area and / or equivalent combination of education and

experience / training

Preferred

Ability to manage multiple projects and maintain/master scheduling for various concurrently

running programs. Employ mechanisms to monitors project progress and provides regular status

reports and updates

Required

Skill in coordinating complex tasks and information flows and ability to perform with frequent

interruptions and/or distractions Ability to work independently and follow through on assignments

with minimal supervision.

Required

Skill in writing concise, logical and grammatically correct analytical reports and correspondence.

Ability to communicate effectively with people of diverse cultural, ethnic, socio-economic, and

professional backgrounds.

Required

Ability to manage and coordinate complex meeting schedules with a high level of accuracy and informational detail. Skill in organizing work, defining tasks, setting priorities, working independently and following through on all assignments with minimal direction.

Required

Excellent verbal and written communications skills to collect and transmit information with accuracy

and diplomacy; ability to speak on a one-to-one basis using appropriate vocabulary and grammar.

Required

Interpersonal skills sufficient to establish and maintain cooperative working relationships with all

levels of faculty, staff, students, and donors. Ability to maintain equanimity in face of indifference,

resistance or hostility.

Required

General knowledge of university procedures for requesting facility maintenance and repair services

from appropriate campus departments. Working knowledge of job-related university policies and

procedures.

Required

Working knowledge of all building and art crafting materials, art and building supplies, and wood

working tools. Ability to lift 50+ pounds, repeatedly and often as required.

Preferred

Ability to prioritize and adjust heavy workload, manage a variety of tasks, and meet various

deadlines with changing priorities, frequent interruptions, and conflicting deadlines.

Required

Skill in acting on own initiative and functioning with frequent interruptions and conflicting deadlines.

Skill in handling extremely confidential materials and sensitive issues with utmost discretion, tact

and diplomacy.

Required

Demonstrated skill in use of PC-based communication and application programs, including Microsoft Outlook, Access, Word and Excel, as well as demonstrated ability to navigate the internet for research and information.

Required

Knowledge of and ability to use university online systems including UCLA Procurement Systems, Travel and Entertainment Systems, Events on Line Portal, Facilities Maintenance Systems and Bruin E-Permit.

Preferred

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.

CANRA: The position is designated as a mandatory reporter under CANRA. The employee must sign the "Statement Acknowledging Requirement to Report Child Abuse".

LOCATION AND PHYSICAL, ENVIRONMENTAL, MENTAL (PEM) REQUIREMENTS

Environment and Work Location Information

Environment Type:

Non-Clinical Setting

Location Setting:

Campus

Location:

BROAD ART CENTER

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.