Athletic Event & Ticket System Data Manager

EVENTS SPEC 2 (006291)

UCPath Position ID: 40111544

Position Description History/Status

For Reference ONLY - PeopleAdmin JA Number:

1115265

Approved Date:

4/21/2026 11:16:12 AM

Date Last Edited:

4/21/2026 11:16:09 AM

Last Action Effective Date:

5/5/2022

Organization Details

Business Unit (Location):

LACMP

Organization Code:

5000O

Organization:

ADMINISTRATIVE VICE CHANCELLOR

Division Code:

5901D

Division:

ADMINISTRATION

Department:

386500 - CENTRAL TICKET OFFICE

Position Details

UCPath Position Number:

40111544

Position Description ID

166113

UC Payroll Title:

EVENTS SPEC 2 (006291)

Personnel Program

Professional and Support Staff (PSS)

Salary Grade:

Grade 19

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:

40037504

Reports to Payroll Title:

EVENTS SUPV 2

UCPath Department Head Position Number:

41091318

Department Head Payroll Title:

EVENTS 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

Under the direct supervision of the Assistant Director - Athletics, serve as "point" person for Central Ticket Office for Athletic events produced and operated by the Department of Intercollegiate Athletics. This position has overall responsibility for the day to day ticket sales and ticket distribution of assigned Olympic Sports event tickets. Responsible to obtain from Athletic Department client event management personnel all necessary information for the Central Ticket Office to successfully fulfill our responsibilities as they relate to ticketing these events. This role includes responsibilities related to marketing, sales, promotions, and ticket fulfillment. The position serves as one of two primary points of contact for data coordination within the ticketing system database. Duties include, but are not limited to, uploading and managing customer lists; generating targeted lists for phone and email solicitations; assigning leads to sales representatives; maintaining and updating customer–sales representative assignments; running a variety of reports; and supporting the transfer of ticketing system data to the UCLA Development CRM system.

Athletic Event Coordination

1. As assigned by the Assistant Director - Athletics, act as event coordinator for Athletic events produced and operated by the Department of Intercollegiate Athletics. This includes regular season as well as post season NCAA events. Serve as “point" person for Central Ticket Office collecting all necessary event information from Athletic Department client event management personnel. Disseminate this information to appropriate Ticket Office personnel upon receipt. Coordinate building of events on the ticketing system with the Operations Department, ordering (if necessary) tickets from outside vendors, managing inventory on a day-to-day basis.

(E) 2. As assigned by the Assistant Director - Athletics, manage the yearly renewal process for Athletic Events which could include Football, Basketball, Baseball & Gymnastics. This involves coordinating the marketing pieces included in the renewal mailing, the printing of the applications and the stuffing and mailing of the renewal packet. (E) 3. For assigned events, prepare for event sale by updating ticketing system with correct seating configurations, building manifests if necessary, ensuring seat classifications are accurate in order for the seats the client wants to sell are being sold at the price they want them sold. Request PLUs from Accounting. Update the Knowledge Base with the correct event information. Train the Customer Service area on the upcoming events so CTO's Customer Service team is properly prepared to answer questions and sell tickets. Release event for sale on correct date. (E) 4. For assigned events, responsible for all online ticket sales and ticket management set-up ensuring the sales site is working and tickets can be purchased before the site goes live to customers, troubleshooting any issues that arise. Responsible to provide ordering links (urls) to Athletics which will be included in emails and displayed on Athletics website allowing customers to access the site to purchase tickets. (E) 5. For assigned events, ensure all advertisements, emails, fliers, applications, schedules and anything else released to the public is reviewed and approved by the ticket office prior to its release. (E) 6. Attend meetings as appropriate with necessary client personnel regarding assigned events. (E) 7. For assigned events, on an ongoing basis, manage allocation of all tickets ensuring we are always selling available inventory. (E) 8. Ensure sales reports are accurate and provided as required. (E) 9. Ensure all necessary information for CTO to successfully sell and distribute tickets is disseminated to staff for proper event setup and ensure appropriate event information is provided to event ticket sellers. (E) 10. Balance out any consignment returns from clients, promoters, and groups. (E) 11. For assigned events, responsible for completion of billing summary of event costs and forwarding same to Fiscal area for actual billing. Where possible, meet the overall goal of billing the client within 10 business days from the completion of the event or season of events. (E) 12. Responsible for preparation of mailing lists from events and forwarding same to clients/promoters as requested. (E) 13. Assist the Assistant Director - Athletics in the event coordination relating to Football and Men's Basketball, including but not limited to ticket system and online ticket sales and management setup, renewals, building events, building manifests, managing inventory, troubleshooting any issues that arise, ensuring online ticket sales and management is working and tickets can be purchased before the site goes live to customers. (E)

50%

Ticket System Data Coordination

1. As assigned by Assistant Director - Athletics, responsible for creation of all email marketing lists for the Athletic Department per the timeline they establish each week insuring lists are created and uploaded to the current email marketing list management system by the deadline. This responsibility includes understanding the use of each list to ensure we are including the appropriate customers as part of that list. (E) 2. Responsible for providing monthly sales report detailing sales associated with each email campaign. (E) 3. Responsible for overseeing the Athletic Marketing data collection upload process to ensure the process works correctly. Coordinate with ticket system provider in the event the current reports need to be updated. (E) 4. Responsible for managing the bounced emails within the ticket system and ensuring bounced accounts are contacted to obtain proper email address. (E) 5. Responsible for overseeing the update of student records from the Registrar's office ensuring the students are updated with the correct Account Type, are loaded into the appropriate Account Groups and have ticket system login credentials assigned. This would include removing and changing information for students no longer in the list. While the list of records are transmitted daily, these updates do not need to occur daily. Each year, establish an appropriate schedule with the Assistant Director - Athletics to accomplish these updates when needed based on office demands and on sale dates. (E) 6. Responsible to oversee the update of Alumni records from the Alumni Association ensuring the students are updated with the correct Account Type, are loaded into the appropriate Account Groups and have ticket system login credentials assigned. (E)

7. Periodically run a report to monitor the number of accounts with an Account Credit. Review the report with the client reps to understand if this Account Credit should be refunded to the customer or applied to an event. (E) 8. Periodically and at the beginning of June, run a balance due report for all customers in the ticket system. Distribute to the client reps to resolve balance dues. (E) 9. Work with the Athletic Department Ticket Sales Director (TSD) to update the Account Representatives in the ticket system and assign the appropriate Account Reps to the correct customer accounts. (E) 10. Work with the TSD to identify and create customer segments, lists and campaigns within the ticket system for targeted emails, calls and other promotions based on a variety of criteria established by the TSD. (E) 11. Work with the TSD to assign tasks based on campaigns within the ticket system to the Department's sales team to call accounts identified to receive these calls. (E) 12. Work with the TSD to create and produce reports tracking the progress of these calls by sales representatives by campaign and overall sales number by campaign. (E) 13. Work with the TSD to create and produce reports tracking the overall sales numbers of each sales representative. (E) 14. Per an established timeline, output specific data to UCLA Development's CRM system. (E)

35%

Ticket Allocation - Non Olympic Sports

1. Under the direction of the Assistant Director - Athletics assist in the allocation of athletic season and single event tickets to customers. This includes tickets for major support group members and client department use. (M) 2. Assist in relations with disabled persons. (M) 3. Assist in the post-event reconciliation of all client department tickets. (M) 4. Assist in the allocation of tickets to away events, such as football and basketball. (M)

5%

Customer Relations

1. In coordination with the Assistant Director - Athletics, handle calls from donors to various support groups regarding ticket requests or ticket problems. (E) 2. Respond to customer complaints by handling problems appropriately. Assist in providing written response to customers who write to Ticket Office regarding ticket problems, after calling customer, if appropriate. (E) 3. Responsible for the issuance of ticket replacements and refunds and the waiving of any appropriate charges to customer depending upon circumstances. (E)

5%

Personnel, Supervision, Training, Scheduling and Evaluation

1. Assist the Office Supervisors in the management of the office casual personnel and in the creation and implementation of the Ticket Office training program. (M) 2. Participate in the training, evaluation and counseling of casual personnel. (M) 3. At events where a career staff member is not assigned, make periodic checks of the student staff ensuring adequate staff is on duty, and sufficient tickets and change are available. (E) 4. Act as event ticket supervisor at events as assigned, providing overall supervision for ticket sellers. (E) 5. Resolve customer problems, as needed. (E) 6. Perform supervisory duties on weekends and holidays as scheduled. (E)

5%

•

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

Preferred

1. Skill in setting priorities which accurately reflect the importance of job responsibilities.

Required

2. Ability to make decisions on immediate problems, within scope of authority, based upon proper knowledge of policies and procedures, including all pertinent NCAA rules and regulations.

Required

3. Skill in ticket management including working knowledge of: audit procedures and controls, operations aspects of processing orders, ticket assignment and allocation, complimentary tickets, and special team ticketing needs.

Required

4. Skill in ticket seating assignment, including the ability to prioritize seating improvement requests, categorize same, and the ability to make independent decisions regarding how best to solve seating improvement requests from a wide-ranging customer base.

Required

5. Demonstrated skill in developing methods of data collection, and ability to determine information needs and how best to accumulate and report this data.

Preferred

6. Demonstrated skill in personnel supervision and personnel administration.

Preferred

7. Ability to establish and maintain effective and cooperative working relationship with co-workers and the Central Ticket Office customers and clients, as well as other University Departments.

Required

8. Demonstrated skill in generating innovative ideas and exploring alternative approaches and solutions to problems.

Preferred

9. Display organizational skills as well as the ability to prioritize and complete assignments in a manner accurately reflecting the relative importance of job responsibilities without constant supervision.

Required

10. Ability to work under time constraints and with conflicting deadlines, frequent interruptions and distractions.

Required

11. Ability to communicate effectively regarding policies, procedures, and situations regarding ticket management to supervised personnel.

Required

 12. Skill in writing business correspondence, concise reports, and logical analytical studies and demonstrated working knowledge of computer software including Microsoft Office products.

Preferred

SPECIAL REQUIREMENTS AND/OR CONDITIONS OF EMPLOYMENT

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

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

LOCATION AND PHYSICAL, ENVIRONMENTAL, MENTAL (PEM) REQUIREMENTS

Environment and Work Location Information

Environment Type:

Non-Clinical Setting

Location Setting:

Campus

Location:

Standing/Walking

X

Sitting

X

X

Bending/Stooping

X

Squatting/Kneeling

X

Climbing

X

Lifting/Carrying/Push/Pull 0-25 lbs

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

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.