Event Manager

EVENTS SPEC 2 (006291)

UCPath Position ID: 40131397

Position Description History/Status

For Reference ONLY - PeopleAdmin JA Number:

1111696

Approved Date:

4/21/2026 10:44:14 AM

Date Last Edited:

4/21/2026 10:44:07 AM

Last Action Effective Date:

7/19/2021

Organization Details

Business Unit (Location):

LACMP

Organization Code:

5000O

Organization:

ADMINISTRATIVE VICE CHANCELLOR

Division Code:

5901D

Division:

ADMINISTRATION

Department:

319000 - UCLA EVENTS OFFICE

Position Details

UCPath Position Number:

40131397

Position Description ID

165953

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:

40058275

Reports to Payroll Title:

EVENTS SUPV 2

UCPath Department Head Position Number:

40058218

Department Head Payroll Title:

EVENTS MGR 1

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.

POSITION SUMMARY

Responsible for public and private events, student film shoots and other related duties assigned by the Senior Event Manager, Assistant Director and/or the Director of the UCLA Events Office.    Responsible for customer service, budget and contract development, planning, execution, billing and audit processes for internal and external events, film permits, and equipment rental orders.  Provide on-site coordination and supervision of all aspects of event production when required. Supervise student support staff and temporary event staff, as required.

Customer Service

1. Routinely interact with event customers to determine highest priorities. Tailor products and services to meet needs of the customer. (E)  2. Conduct formal Customer Satisfaction Surveys. (E)  3. Provide University representation to external clients and organizations (E)  4. Network effectively with a wide array of campus service providers, student staff, and off campus vendors to ensure that venues, programs and services are provided in a competent and efficient manner. (E)  5. Arrange for customer site visits and coordinate campus services and venue staff as needed. (E)  6. Check availability and reserve indoor and outdoor venues as necessary on behalf of customer. (E)  7. Provide prompt and accurate information to callers, email requestors, or in person drop in customers about UCLA Events Office rental services, film permitting services, and event coordination services. (E)

25%

Event Management

1. Work with internal and external event producers (including University students) to organize and manage various on-campus events and event equipment rental services. (E)  2. Create event estimates and budgets.  Ensure event customer compliance with contract and budgetary requirements. (E)  3. Ensure event compliance with University policies, including Insurance and Risk Management guidelines and film permit policies. (E)  4. Coordinate and supervise on and off campus vendors and service providers. (E)  5. Perform duties associated with the Events Office equipment rental service. This includes new order and estimate processing, as well as coordination of student crew handling delivery and pick-up of equipment using a stake-bed truck. (E)  6. Ensure the Senior Manager, Events & Transportation and/or the Events Office Director are informed and updated on a regular basis with all aspects of assigned event production, equipment rental orders, and film permit processing. (E)

50%

Administration

1. Participate in the establishment and implementation of operational procedures, including student, internal and external film permitting procedures. (E)  2. Responsible for developing contract documents, cost estimates, venue information, and film permits. (E)  3. Responsible for ensuring products and services from campus departments and off campus vendors are secured and accurately documented. (E)  4. Ensure that the use of University venues (by external, internal and student event coordinators) and filming (by external, internal and student film productions) meets all University and departmental criteria and policies. (E)  5. Responsible for ensuring that documentation, including log sheets, financial reviews, production schedules, cost summaries and event budgets are created and updated on a regular basis. (E)  6. Ensure that client payment, ground plans, insurance certificates and permits are received on time per contract. (E)

15%

Other Duties and Tasks

1. Provide assistance to office in receiving telephone calls and other inquiries. (E)  2. Assist with development of departmental strategic plans, customer surveys, action plans and performance metrics. (E)  3. Participate in ongoing training programs to advance job skills and career development. (E)  4. Special projects as deemed necessary. (E)

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

Demonstrated skill in using Microsoft Word, Access, Excel, PowerPoint and Outlook software and a PC compatible computer.

Required

Experience supervising installation and strike of event equipment and structures, including (but not limited to) tables, chairs, tenting, staging and audio visual equipment.

Required

Valid California Driver's License.

Preferred

Excellent communication skills, usage of language and appropriate vocabulary to obtain and convey information professionally with diplomacy and clarity.

Required

Demonstrated ability to be extremely organized and detail oriented with effective follow-up skills.

Required

Demonstrated working knowledge of events and event management principles, including (but not limited to) first hand experience creating event estimates and/or budgets, experience working with event equipment vendors and service providers, and on-site even.

Required

Demonstrated ability to prioritize assignments and complete them under the pressure of deadlines and competing workloads.

Required

Interpersonal skills to provide prompt and courteous service to University students, University staff, and external event customers.

Required

Ability to work a flexible schedule, including early mornings, late evenings and weekends, and to be available to work on short notice if required.

Required

Writing skills sufficient to prepare clear and grammatically correct materials, including production reports, log sheets and event briefing statements.

Required

Familiarity with UCLA facilities, including classrooms, outdoor spaces and other venues available for event programming.

Preferred

Experience working on a college or university campus.

Preferred

Detailed knowledge of University policies and procedures regarding the use of  campus facilities for non-academic use.

Preferred

Experience with professional film or television productions.

Preferred

Experience in working with students and student organizations and related issues as they pertain to events.

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

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

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.