Events Coordinator 3

EVENTS CRD 3 (006304)

UCPath Position ID: 41275896

Position Description History/Status

Approved Date:

10/15/2026 3:50:30 PM

Date Last Edited:

10/15/2026 3:50:19 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:

003300 - ARCHITECTURE & URBAN DESIGN DEPARTMENT

Position Details

UCPath Position Number:

41275896

Position Description ID

265612

UC Payroll Title:

EVENTS CRD 3 (006304)

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):

1 - Staff: Contract

Full-Time Equivalent (FTE)

0.5

SUPERVISION

UCPath Reports to Position Number:

40062360

Reports to Payroll Title:

Admin MGR 1

UCPath Department Head Position Number:

40059024

Department Head Payroll Title:

Department Chair

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 general supervision of the Director of Summer Programs, the Events Coordinator 3 coordinates complex event logistics and serves as the operational lead for lectures, webinars, field trips, studio reviews, onboarding sessions, and special presentations associated with TeenArch (in person), TeenArch Remote, and JumpStart (in person). The position coordinates recurring activities across multiple weeks, locations, and delivery formats.

The position regularly handles varied and complex assignments, applies specialized event knowledge and judgment, and adapts established procedures to meet event needs. The coordinator assigns tasks to designated event support staff and volunteers, monitors their work, resolves difficult or sensitive participant concerns, and coordinates venue, technology, and vendor support. The position implements accessibility protocols established by event managers and the appropriate campus offices.

The coordinator also provides summer-program administrative support, outreach, application and enrollment coordination, and expense tracking. The position maintains confidential student information, coordinates with faculty and campus and external partners, and recommends practical improvements to recurring event operations. Operational records and resource information support the Director's planning decisions.

UCLA Architecture and Urban Design is a champion of ideas and their articulate expression. Our exceptional faculty teach students to engage the world around them, to see ideas as opportunities for reflection and imagination, and to leverage design and writing as productive forms of response. These ideas are grounded in a critical engagement with the history and theory of architecture and the future contingencies of contemporary culture. Through rigorous inquiry, we interrogate contemporary urban issues and propose possible futures with equal measures of expertise, optimism, and vision.

Event Operations, Logistics & Production

• Coordinate complex logistical preparations and on-site delivery of lecture series, webinars, field trips, studio reviews, onboarding sessions, and special presentations.

• Coordinate room reservations, venue setup, technology and audiovisual support, printing, signage, catering, event materials, and vendors; adapt established procedures to meet specialized event needs.

• Serve as the operational lead for designated events. Assign specific tasks to event support staff and volunteers, provide orientation and work direction, and monitor task completion and service quality. Address operational concerns and refer staffing or performance concerns requiring further action to the Director.

• Provide lead customer service support to participants, families, speakers, and guests. Resolve difficult or sensitive event-related concerns within established procedures and refer issues requiring policy decisions to the Director.

• Coordinate with AUD Outreach, IT, facilities, vendors, and external partners to support event delivery, livestreams, remote participation, and hybrid formats. Coordinate assistance with campus safety personnel when appropriate.

• Implement accessibility protocols established by event managers and the appropriate campus offices; coordinate arrangements for accessible event participation and refer requests requiring further guidance to the responsible office.

• Develop and update event posters, schedules, signage, and informational packets with attention to accuracy and established branding standards.

• Document event workflows and operational challenges; recommend improvements to procedures, scheduling, participant service, and readiness for recurring events.

35%

Event Scheduling & Summer Program Administrative Support

• Coordinate daily operational schedules, syllabi, staffing workflows, and documentation across the three summer programs. Organize materials and identify scheduling, staffing, or resource conflicts affecting program and event delivery.

• Coordinate registration setup, housing communications, and onboarding processes for Program Managers and teaching staff to support summer-program delivery and event staffing.

• Review contract documentation for completeness and coordinate its routing to the appropriate campus staff for review and approval.

• Maintain organized shared documentation in Google Drive and ensure consistency and accuracy across schedules, operational records, and program materials.

• Apply specialized knowledge and judgment to resolve operational challenges and recommend procedural improvements; refer matters requiring program or policy decisions to the Director.

• Review recurring workflows, document logistical challenges and resource needs, and provide operational information to support the Director’s planning decisions.

25%

Event Communications & Outreach Support

• Provide timely information on events and summer-program participation to parents, LAUSD partners, prospective students, vendors, and campus departments; coordinate responses to high-volume inquiries.

• Prepare outreach emails, event announcements, schedules, and informational materials. Update event and program website content and coordinate promotional materials within established communication plans.

• Assist with social media content curation and established marketing schedules for summer-program events and activities.

• Coordinate with external partners, including LAUSD, on scholarship documentation, onboarding communications, and established program promotion activities.

• Track outreach responses and participant inquiries; recommend practical improvements to event communications, materials, and information delivery.

20%

Application, Enrollment & Participant Coordination

• Review and sort program applications for completeness under established procedures; communicate requirements, missing documentation, and deadlines to applicants.

• Coordinate LAUSD onboarding, scholarship documentation, and application outreach under established program procedures.

• Maintain confidential enrollment records; coordinate studio-review schedules and maintain related participation records.

• Maintain historical application, enrollment, and participation data; summarize participation patterns to support scheduling and operational planning

10%

Event Purchasing & Expense Tracking

• Track summer-program and event expenses, update budget spreadsheets, and maintain financial records and summaries from planning meetings.

• Collect vendor quotations, process invoices through established approval procedures, and coordinate timely delivery of supplies and event materials.

• Use Excel formulas and pivot tables to maintain accurate financial and operational records.

• Prepare historical expense summaries and resource estimates to support the Director’s planning for recurring events and summer-program activities.

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

High School Diploma

or equivalent certification, experience, or training

Required

Bachelor's Degree

in Architecture, Education, Events Management, or a related field.

Preferred

Two or more years

Experience coordinating complex event operations and related program logistics in a university or similar setting.

Required

Two or more years

Experience providing work direction to event support staff or volunteers, coordinating venue operations, and resolving participant or guest concerns.

Required

Two or more years

Experience supporting multi-week summer programs or events delivered in person, remotely, or in hybrid formats.

Preferred

Specialized knowledge of event logistics and the ability to coordinate lectures, webinars, field trips, studio reviews, and onboarding activities.

Required

Leadership skills to direct, mentor, and motivate event support staff and volunteers, assign tasks, and monitor work performance during events.

Required

Strong organizational skills for managing schedules, documentation, competing priorities, and recurring event activities while maintaining accurate records and handling confidential student information appropriately.

Required

Strong interpersonal, written, and verbal communication skills for working with students, families, staff, faculty, speakers, vendors, and campus and external partners.

Required

Ability to exercise sound judgment, adapt established procedures to specialized event needs, and resolve difficult or sensitive participant concerns.

Required

Ability to coordinate venue setup, audiovisual and technology support, event resources, and vendor relationships across multiple teams, including collecting quotations and processing invoices through established procedures.

Required

Ability to implement established event accessibility and safety protocols and coordinate with the appropriate campus offices.

Required

Ability to coordinate outreach, manage correspondence, and collaborate across departments.

Required

Ability to evaluate event workflows and operational trends and recommend practical improvements to procedures, scheduling, and resource coordination.

Required

Experience with marketing support, website content updates, and promotional materials.

Preferred

Budget tracking and financial documentation skills.

Preferred

Proficiency with Google Drive and Microsoft Office, including the ability to use Excel formulas and pivot tables.

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".

Clery Act: The position is a designated CSA (Campus Security Authority) under Clery Act requirements.

LOCATION AND PHYSICAL, ENVIRONMENTAL, MENTAL (PEM) REQUIREMENTS

Environment and Work Location Information

Environment Type:

Non-Clinical Setting

Location Setting:

Campus

Location:

Perloff Hall

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.