Events Manager - Health Sciences Development

EVENTS SPEC 2 (006291)

UCPath Position ID: 40274343

Position Description History/Status

Approved Date:

3/6/2026 8:09:48 PM

Date Last Edited:

3/6/2026 8:09:45 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:

40274343

Position Description ID

253106

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:

40967437

Reports to Payroll Title:

Events Spec 4

UCPath Department Head Position Number:

40054269

Department Head Payroll Title:

Admin Mgr 2

SUPERVISION - Indicates that the incumbent performs a variety of routine duties within established policies and procedures or by referral to the supervisor’s guidelines.

POSITION SUMMARY

Bring your love for planning, stellar organizational skills and desire to make an impact to UCLA's Health Sciences Development (HSD) team as an Events Manager.  Events bring together the staff, faculty, donor, alumni and alumni of UCLA Health Sciences. 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 great opportunity to be part of a creative team in a supportive environment that is committed to creating successful events that further the positive relationships and experiences of our donors and support meeting the goals of HSD's programs and initiatives.

As an Events Manager with UCLA's HSD team, you will plan and implement a wide range of small events and portions of larger events for donor engagement, cultivation, stewardship and fundraising events for assigned areas that will advance the development goals of HSD. Under the guidance of the Associate Director, Events you will be responsible for all aspects of small event planning, execution, and follow up including managing budgets and associated financial transactions. As an Events Manager, you will work with the Associate Director, and staff on aspects of larger and more complex events and will also maintain accurate and complete archive materials on all HSD events. In this role, you will develop and maintain cooperative working relationships and consult with development officers, academic leadership, and colleagues across campus, including faculty, as well as other internal constituents such as those in Facilities, Catering, A/V, UCLA Events and UCPD. You will work with other external constituents as needed. We encourage you to join our UCLA HSD events team in a role where will be provided the guidance, inspiration and resources to excel.

Special Events Planning and Management

1. Coordinate small scale and/or aspects of larger in-person and virtual events.

2. Collaboratively review/track the creation of invitations and event-related promotional materials.

3. Consult with team to identify event goals and execute event priorities in alignment with alumni and development needs.

4. Assist with event formats, guest lists, budgets and post-event analyses; manage registration process.

70%

5. Develop event timeline, determine and coordinate staffing needs, oversee volunteers, and manage project timelines.

6. Determine logistical requirements/limitations of selected venues; coordinate actions for technical needs, parking, catering, rentals, licenses and contracts.

7. Manage and run Zoom meetings and webinars for virtual and hybrid events.

8. Identify vendors; negotiate contracts with caterers, entertainment groups, rental companies, AV production companies, parking, transportation, hotels, printers, florists and others specific to event details; work freely with vendors to ensure event success.

0%

9. Collaborate to review guest lists, nametags, seating chart, post-event attendee lists, other reports.

10. Regularly work with event planners, vendors, and development staff to deliver successful events.

11. Day-of event: manage staff/volunteers/vendors; identify issues, produce solutions, ensure efficiency/smooth flow of events.

12. Post event: evaluate event success, coordinate briefings, track/analyze attendance and other statistics.

0%

13. Analyze post-event ROI by tying event info to larger data sets for past/like events.

14. Troubleshoot as logistical problems arise during the planning process and execution of events.

15. Provide secondary event support to the Associate Director of Events and HSD Events Team in addition to managing one’s own portfolio.

0%

Budget

1. Develop and monitor event budgets to ensure cost control.

2. Work with appropriate colleagues to create purchase orders and to ensure all invoices are paid.

3. Create a final budget post-event to be shared with the Director and the development officer/s responsible for the event budget.

4. Monitor and reconcile expenses on a monthly basis in order to assure validity of all charges incurred.

5. Analyze post-event ROI, including development event’s staff hours and the cost thereof, for selected major fundraising events.

15%

Administrative

1. Compose and proofread correspondence, proposals, procedures and reports using correct formats and grammar.

2. Maintain a comprehensive and organized event filing system.

3. Schedule meetings with staff and vendors as necessary.

4. Represent UCLA Development on committees and task forces, suggest solutions and propose action as assigned.

15%

•

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

Minimum of two years of client-facing professional event management roles of increasing responsibility to include demonstrated skill in on-site and virtual event management/production.

Required

Experience creating production schedules, timelines and logistical outlines; ability to negotiate and exchange ideas and information to formulate and implement procedures, programs and goals.

Required

Experience creating, managing, and tracking event budgets, including reconciling expenses, analyzing and projecting trends, and producing reports.

Preferred

Knowledge of all logistical support elements of special events and event production including experience working directly with vendors including catering, printed material design, rentals, complex audio/video set-up, mailing, parking, security and contracts.

Required

Ability to comprehend and organize materials and information, identify potentially more effective methods of operation and to explain procedures and reasoning in a concise, logical, thorough and practical manner to individuals and in a group setting.

Required

Strong critical thinking skills with ability to analyze complex programmatic problems and situations to quickly determine viable alternatives.

Required

Demonstrated ability to motivate, educate and direct support staff and volunteers.

Required

Strong interpersonal skills and ability to build cooperative, effective relationships with a wide variety of internal and external constituents; working knowledge of social, business and academic protocol.

Required

Outstanding writing and editing skills to effectively communicate to a variety of audiences; experience creating invitations, event proposals, reports, advertisements, brochures, and marketing materials using correct formats and proper grammar.

Required

Highly organized and detail oriented with ability to work independently and prioritize, manage and readjust workload to meet competing deadlines in a dynamic and ever-changing environment under minimal supervision.

Required

Proficiency in Microsoft suite of applications to include Word, Excel, Access, Outlook, and PowerPoint; able to learn new technologies in a prompt and efficient manner.

Required

Strong team building skills and experience working as a member of a team toward common goals and objectives with ability to respond to inquiries and concerns in a customer service environment.

Required

Knowledge of University budgetary procedures; working knowledge of the External Affairs Events Database and campus Bruin Buy system as well as knowledge of event-related University policies and procedures; and UCLA 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 events during regular business hours, evenings and weekends in an efficient manner; often with little advanced notice.

Required

LOCATION AND PHYSICAL, ENVIRONMENTAL, MENTAL (PEM) REQUIREMENTS

Environment and Work Location Information

Environment Type:

Non-Clinical Setting

Location Setting:

Other University Setting(s)

Location:

Wilshire Glenon 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.