Director, Events - Health Sciences Development

EVENTS MGR 1 (000468)

UCPath Position ID: 40058919

Position Description History/Status

Approved Date:

7/31/2025 6:01:15 PM

Date Last Edited:

7/31/2025 6:01:11 PM

Last Action Effective Date:

Organization Details

Business Unit (Location):

LACMP

Organization Code:

6300O

Organization:

EXTERNAL AFFAIRS

Division Code:

6310D

Division:

EXTERNAL AFFAIRS DIV

Department:

404500 - DEVELOPMENT

Position Details

UCPath Position Number:

40058919

Position Description ID

242887

UC Payroll Title:

EVENTS MGR 1 (000468)

Personnel Program

Management and Senior Professional (MSP)

Salary Grade:

Grade 24

Job Code FLSA:

Exempt

Union Code (Collective Bargaining Unit):

99: Non-Represented (PPSM)

Employee Relations Code:

A: Manager - Not Confidential

Employee Class (Appt Type):

2 - Staff: Career

Full-Time Equivalent (FTE)

1

SUPERVISION

UCPath Reports to Position Number:

40054269

Reports to Payroll Title:

Admin Mgr 2

UCPath Department Head Position Number:

40047249

Department Head Payroll Title:

FR Mgr 4

GENERAL DIRECTION - Indicates that the incumbent receives guidance in terms of broad goals and overall objectives and is responsible for establishing the methods to attain them. Generally the incumbent is in charge of an area of work, and typically formulates policy for this area but does not necessarily have final authority for approving policy.

006293

Events Specialist 4

2.0

007583

Bus Systems Analyst 2

1.0

004722

AA III

1.0

006292

Events Specialist 3

2.0

006291

Events Specialist 2

2.0

POSITION SUMMARY

If leading a strong team driven by high standards and the execution of stellar events, energizes and inspires you, we encourage you to join UCLA's Health Sciences Development team as our Director of Events.  You will be responsible for conceptualizing, managing and executing high quality, high-level, significant development events and functions that take into consideration goals, themes, and audiences to promote HSD's top priorities and fundraising objectives. Events are a critical element to our philanthropic accomplishments and an opportunity for you to make a significant impact in our work. UCLA Health is among the most comprehensive and advanced health care systems in the world. Together, UCLA Health and the David Geffen School of Medicine at UCLA strive every day to be a model that redefines the standard of excellence in health care. This is a remarkable opportunity to bring your creativity, strong leadership and management skills and be part of a work culture that fosters a strong sense of team spirit and community.

As our Director of Events, you will manage the organization, staffing, production, data analysis, and financial oversight of all HSD fundraising, donor, and special events as well as significant events for the David Geffen School of Medicine (DGSoM). You will lead, guide and provide on-going direction to the events teams for all aspects of HSD related activities and events.  You will also identify and facilitate discussions and decisions about issues affecting events and ensure that high standards and health sciences priorities are reflected in the planning, marketing and presentation of our events. As the Director, you will interact with diverse and distinguished guests, including high-level donors, faculty, staff, and students of the UCLA Health Sciences Campus. In addition, you will contribute to HSD goal setting, operational plans and procedures. As a member of HSD, you will be part a dynamic team that offers long-term opportunities for professional development as part of a robust External Affairs enterprise serving UCLA.

Strategic Planning, Oversight and Event Management

1. Lead, direct and provide professional expertise to plan/execute high-quality development events; identify/facilitate discussions/decisions affecting event strategy/execution, particularly related to high profile events. 

2. Manage events/stewardship to include planning timelines, event design, managing vendors, budget, day-of logistics and schedules, collaborate on all associated materials, lists, program content/format; manage staff/volunteers. 

3. In concert with program area, oversee event program development; facilitate coordination/briefing of speakers/presenters, develop agendas, determine order of speakers and prepare written briefings.

4. Regularly work with external event planners, vendors, donors, committee/board members, and volunteers to deliver successful events.

50%

5. Lead collaborative efforts with HSD/DGSoM leadership, directors, and other campus entities to create annual events calendar to maximize impact/benefit critical areas of donor stewardship/recognition.

6. Serve as a central resource for HSD, senior faculty and leadership for university events protocol; maintain excellent relationships with events colleagues campus-wide to share institutional knowledge.

7. Develop/maintain highly professional best practices, and standardized procedures for events production.

8. Lead and direct event production details, with emphasis on high standards for customer relations, attention to detail, protocol, and etiquette; ensure appropriate tone, schedules, and appearance of all event-related invitations, programs and correspondence.

0%

9. Partner with HSD Communications, UCLA Health Marketing & Communications, Stewardship, Grateful Patient & Annual Giving teams as needed to ensure consistent communications/seamless constituent engagement.

10. Ensure implementation of events objectives in compliance with university policies/procedures; remain up-to-date on industry trends and advances in special events, particularly among peer institutions and others in local non-profit sector; conduct benchmarking if needed.

11. Prepare pre- and post-event analysis; assess opportunities and make recommendations for improving service to internal/external constituencies; implement improvements as appropriate.

0%

Staff Supervision and Program Management

1. Oversee department and staff; recruit, hire, motivate, mentor and retain staff.

2. Provide staff with ongoing feedback, training and coaching to ensure clear communication of performance expectations and fulfillment of assigned requirements.

3.  Evaluate staff and ensure performance is appraised/objectively measured on a regular basis; request increases and award recommendations as appropriate.

4. Plan strategies to effectively manage unit operations; organize and manage programmatic efforts for DGSoM development events.

5. Provide advice and counsel to staff on event related projects and procedures; interpret UCLA event-related policies.

25%

6. As part of HSD management team, contribute to goal setting, operational plans and procedures; develop unit procedures and guidelines; ensure compliance and efficiency of operations.

7. Maintain strong working relationships with central EA events unit, Chancellor’s office, and other key units as needed.

0%

Event Data Management and Analysis

1. In partnership with application development team, oversee analysis of data across event management platform(s) in CRM, Salesforce and/or other industry event standard software and/or systems.

2. In partnership with key staff, develop and ensure utilization of standardized systems/technology to automate elements of event planning, tracking and production whenever possible.

3. Present strategic recommendations to Assistant VC and other senior leaders based on analysis of events data; present recommendations to development teams on use of events data for pipeline development.

4. Develop/maintain collaborative relationships with campus/community resources, counterparts, and external entities to expand data management capabilities and efficiencies.

15%

Procurement and Budget Management

1. Collaboratively, develop/administer annual events budgets for all program areas; ensure prudent budget management; develop/provide budgetary analysis/reports.

2. Prepare, manage, monitor all aspects of event budgets; anticipate production/promotional needs cost; ensure preparation of detailed event financial data for fiscal control purposes.

3. Work directly with vendors, operations team, finance & business services to manage high-value contracts, RFPs/other high-level procurement needs.

4. Ensure accuracy/integrity of unit records/compliance with UCLA accounting, cashiering, audit, and fiscal controls for events expenses/income.

5. Establish internal controls; define separation of duties, appropriate authorization/approval mechanisms, review and reconciliation of records.

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

A minimum of seven years of experience in the planning, production and execution of small/large, informal/formal and high-profile events

for diverse and distinguished guests; ability to provide high standard of customer service and resolution.

Required

Experience and skill in developing event concepts; ability to convey creative ideas and analyze, evaluate and negotiate all elements of effective and impactful events.

Required

Experience with and knowledge of event protocols and procedures preferably in a university or non-profit setting.

Required

Demonstrated management and administrative experience to include staff supervision;

budget management and cost controls; establishment of, and adherence to, timelines; ability to work independently in a complex environment with minimal supervision.

Required

Experience with and understanding of issues involved in a team-oriented environment made up of diverse individuals with a variety of interests and strengths.

Required

Demonstrated time/project management and organizational skills, with the ability to manage multiple and complex projects/events within firm schedules, set priorities and effectively carry out event goals in a manner that enhances the image of the university.

Required

Skill at negotiating and exchanging ideas and information to formulate and implement procedures, programs and goals for complex, multifaceted events as well as department operations.

Required

Excellent oral communication skills with the ability to speak effectively and persuasively to individuals and groups. Ability to address complex issues utilizing a clear, thoughtful manner, and to come to resolution quickly without compromising the event of relationships with people involved.

Required

Demonstrated integrity, dependability, sound judgment, resourcefulness and strong interpersonal skills to build and maintain cooperative, positive and effective relationships with multiple and diverse constituency groups.

Required

Outstanding written communication skills with ability to create proposals, strategic plans, project plans, copy for publications, web site content and other department related materials.

Required

Working knowledge of social, business and event protocols to include knowledge of international and cultural protocol practices and policies.

Required

Ability to supervise, monitor and motivate direct reports, volunteers and other staff to fulfill event goals and objectives.

Required

Proficiency in Microsoft Office suite as well as familiarity with other software systems, technologies and applications; willingness to learn new technologies in a prompt, efficient manner.

Required

Knowledge of university budgetary procedures is preferred as is knowledge of event related university policies, procedures, campus venues, services and departments.

Preferred

Knowledge of rules and regulations of the police department, fire department, U.S. Postal Service and Alcoholic Beverage Control department in relation to event planning.

Preferred

SPECIAL REQUIREMENTS AND/OR CONDITIONS OF EMPLOYMENT

Background Check: Continued employment is contingent upon the completion of a satisfactory background investigation.

Ability to travel to off-site vendors and to work/attend events during regular business hours, evenings and/or weekends as needed in a timely and efficient manner, often with little advance notice.

Required

Ability to lift and/or move boxes and equipment up to 35 lbs.

Required

LOCATION AND PHYSICAL, ENVIRONMENTAL, MENTAL (PEM) REQUIREMENTS

Environment and Work Location Information

Environment Type:

Non-Clinical Setting

Location Setting:

Non-University Setting(s)

Location:

Wilshire Glendon offices

Standing/Walking

X

Sitting

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

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.