Events & Engagement Specialist

EVENTS SPEC 2 (006291)

UCPath Position ID: 40930536

Position Description History/Status

For Reference ONLY - PeopleAdmin JA Number:

703714

Approved Date:

5/13/2024 6:10:54 PM

Date Last Edited:

9/28/2026 1:11:46 PM

Last Action Effective Date:

6/13/2022

Organization Details

Business Unit (Location):

LACMP

Organization Code:

8100O

Organization:

GRADUATE EDUCATION ORG                 

Division Code:

8110D

Division:

DIVISION OF GRADUATE EDUCATION DIV     

Department:

530000 - GRADUATE EDUCATION

Position Details

UCPath Position Number:

40930536

Position Description ID

168983

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:

40043651

Reports to Payroll Title:

ADMIN OFCR 3

UCPath Department Head Position Number:

40051263

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

Coordinate more than 100 Division of Graduate Education (DGE) events and staff engagement activities in collaboration with the Operations and External Relations team and individual DGE units. Assist with internal and external marketing and communications, including writing copy, editing and proofreading; light accounting duties; maintain accurate files and calendars; assess and streamline event operations; and prepare visual and graphic materials. Other duties include serving as back-up to the Operations Administrative Specialists, including greeting and assisting visitors and callers to the Dean's Suite.

The UCLA Division of Graduate Education (DGE) oversees policies for graduate programs, excluding Dentistry, Law, and Medicine, and is comprised of the following units:  Academic and Postdoctoral Services, Fellowships and Financial Services, Diversity, Inclusion and Admissions, and Graduate and Postdoctoral Support.  These units handle recruitment, admissions, financial support, policies and procedures, and student well-being primarily, while other units manage internal operational needs, such as IT, Events, Communications, Human Resources/Budget Administration, and provide Institutional Research to campus and UC constituents.  All units work together to support over 12,000 students across 130 academic programs and to promote successful progress in graduate education. This comprehensive approach ensures academic excellence, student diversity and prepares students to make significant contributions worldwide.

Signature Event Coordination

In concert with the OER team, coordinate and execute DGE signature events from conception to completion, including updating and managing event production tasks and timelines; making venue and event rental arrangements; soliciting catering proposals from campus and local off-campus vendors; working with selected vendors to negotiate contracts and finalize orders; and coordinating the arrival and setup of vendors and oversight of event staff.  When applicable, consult and coordinate with the UCLA Events Office and Office of Special Events and Protocols, including on issues pertaining to permits and licensing.  Act as the point of contact for any issues that may arise on the day of the event.

30%

Event Support

Provide planning and day-of support to DGE events and meetings.  Make venue and catering arrangements for workshops, events, and campus visits that are hosted by the individual DGE units.  Liaise directly with unit leads and provide regular updates.  Track and report activity for each event, ensuring alignment with project timelines, budgets, and UCLA policies and procedures.  Work with Budget and Personnel staff to obtain purchase orders and account information.  Recruit, train and oversee volunteers who assist with event execution, ensuring compliance with DGE event policies, procedures and protocols to ensure that our standards are consistently maintained.  Create post-event reports, surveys and assessments.  Make recommendations for improvement/adjustment based on results.

30%

Relationship and Workflow Management

Maintain a good working relationship with DGE staff, vendors, venues, and campus partners.  Monitor OER requests in the Graduate Education portal and ensure timely replies to inquiries and requests.  Develop and maintain DGE event calendars, timelines, and standard operating procedures.  Maintain timely and appropriate communication with faculty, campus departments, students, and vendors.  Plan and execute staff development gatherings and activities, including dean's suite gatherings, the annual summer staff retreat, all-staff meetings, holiday events, employee milestone celebrations, and staff enrichment and training activities.  Work with the OER team, Dean's Suite staff, and planning committees accordingly.

10%

Event promotion and marketing

Work with the Communication and Marketing Specialist on designing and updating event marketing materials and to prepare and send out invitations.  Manage invitation lists and RSVPs.  Provide creative input on event programming and promotional/outreach strategies.  Design simple invitations for events and work with the Communications and Marketing Specialist to design programs, certificates, signage, awards and other basic internal and external collateral.  Determine hierarchy, size and arrangement of copy and graphics, select style and size of type, and arrange layouts using basic design concepts adhering to UCLA branding guidelines and DGE style guide.

10%

Administrative

Provide administrative and analytical support to the Director of Operations and External Relations on daily tasks and special projects.  Compose and proofread documents.  Coordinate assigned special projects in collaboration with DGE staff, and external partners.  Establish and maintain electronic filing systems.  Maintain mailing lists and databases.  Help to maintain the Outlook calendars for the conference rooms.

15%

DGE Operations

Provide coverage for Dean's Suite front-desk including: a) call triaging for DGE main phone line; monitoring and responding to requests in the Graduate Education portal; greeting and assisting visitors exercising proper etiquette and discretion; receiving, sending, and distributing mail and deliveries from various sources; and keeping the front office and lobby area clean, organized and presentable.  Serve as back-up to the Operations Administrative Specialist.  This includes, but is not limited to opening and closing the Dean's suite, setting up meetings, ordering office supplies, submitting facilities and telephone service requests, maintaining the reception area, kitchen and conference rooms, etc.

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

or equivalent education and experience

Required

Event Planning

2+ years of proven event coordination experience

Required

Demonstrated skill in using word-processing, spreadsheet, database and presentation programs (e.g., MS Word, Excel, Access, PowerPoint) to produce a variety of reports, text for publications, business correspondence, charts, spreadsheets and memoranda.

Required

Strong interpersonal skills and the ability to communicate effectively with DGE colleagues, campus administrators, faculty, staff, students, alumni, visitors, vendors and the general public, handling difficult situations with patience, diplomacy and tact.  Ability to work as part of a team.

Required

Proven ability to coordinate meetings and special events including making arrangements for speakers, venues and catering, attendee management, budget oversight, on-site coordination, etc.

Required

Demonstrated time management and organizational skills to complete assignments in the context of fluctuating and competing workloads, shifting deadlines and stakeholder priorities.

Required

Highly organized, efficient, and attentive to detail, with excellent follow-up and follow through skills.  Demonstrated ability to clearly define tasks and set priorities.

Required

Demonstrated experience composing and editing content to effectively communicate to a variety of audiences, including but not limited to invitations, newsletters, talking points, brochure copy, and writing for the web using correct formats and proper grammar.

Required

Demonstrated problem-solving skills.

Required

Supervisory skills to effectively oversee student workers and volunteers, including training and delegation.

Required

Basic graphic design skills to create simple invitations, programs, and certificates, signage and other routine communications and outreach materials.

Required

Experience using common graphic design platforms such as Canva, Photoshop, Illustrator or InDesign.

Preferred

Experience working with Word Press, Visio, Slack, Constant Contact, Eventbrite, SurveyGizmo, Flickr, and Box.

Preferred

Knowledge of UCLA campus venues, event services and associated departments.

Preferred

SPECIAL REQUIREMENTS AND/OR CONDITIONS OF EMPLOYMENT

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

Driving Record: The position is subject to the California DMV "Pull Notice System" and continued employment is contingent upon proof of a satisfactory driving record.

Ability to work occasional evenings and weekends as required for special events.

Required

Possession of a valid driver's license and access to an insured vehicle to travel to off-site vendors and events.

Required

Required to work at least 6 hours of time per year at DGE special events.

Required

LOCATION AND PHYSICAL, ENVIRONMENTAL, MENTAL (PEM) REQUIREMENTS

Environment and Work Location Information

Environment Type:

Non-Clinical Setting

Location Setting:

Campus

Location:

Murphy 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.