Special Events Coordinator

EVENTS SPEC 2 (006291)

UCPath Position ID: TBD_940983

Position Description History/Status

Approved Date:

2/10/2026 8:28:12 PM

Date Last Edited:

2/10/2026 8:28:07 PM

Last Action Effective Date:

Organization Details

Business Unit (Location):

LACMP

Organization Code:

7100O

Organization:

INSTITUTE OF AMERICAN CULTURES

Division Code:

8120D

Division:

ETHNIC STUDIES RESEARCH CENTERS

Department:

203000 - RALPH J BUNCHE CTR FOR AFRICAN AMER STDS

Position Details

UCPath Position Number:

TBD_940983

Position Description ID

252266

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):

1 - Staff: Contract

Full-Time Equivalent (FTE)

1

SUPERVISION

UCPath Reports to Position Number:

40268897

Reports to Payroll Title:

Assistant Director

UCPath Department Head Position Number:

40067957

Department Head Payroll Title:

Director

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 general direction of the Management Services Officer (MSO), provide departmental support on all finance and administrative matters. Responsible for all phases of Purchasing, Accounts Payable orders, travel and entertainment requests. Manage all facilities and operational requests. Act as the Events Coordinator in arranging travel, contacting venues and caterers, and following through to completion. Must be flexible in work hours to ensure for a successful event.

The Ralph J. Bunche Center for African American Studies at UCLA was established as an Organized Research Unit

(ORU) with the mission to develop and strengthen African American Studies at UCLA. The Center supports

research that (1) expands the knowledge of the history, lifestyles, and sociocultural systems of people of African

descent and (2) investigates problems that have bearing on the psychological, social, and economic well-being of

persons of African descent. Research sponsored and conducted by the Bunche Center is multidisciplinary in

scope and spans the humanities, social sciences, fine arts, and several professional schools.

Event Support

Provide support with preparing for, organizing and working at Bunche Center

sponsored events to completion, including but not limited to, seeking venues,

arranging travel, ordering catering, processing honorariums, and other speakers'

needs, Create events, manage and organize RSVPs, send out invitations via digital

platforms and coordinate/track RSVP lists and other supporting documentation,

Provide AV supports at events and AV needs for speaker(s), such as laptop, projector,

microphones, cables, and adapters, Manage and update listserv subscribers, Send out

monthly eNewsletters, eblasts, and event reminders, Maintain Bunche center social

media presence, such as Facebook, Instagram, YouTube and Constant Contact digital

communications, Utilize social media to promote events, news, highlight

50%

Purchasing

Initiate all classes of ordering and reimbursement using Purchasing and Accounts

Payable (PAC) Online System and Bruinbuy Plus from all sources with the support of

the Fund management team. Collect necessary documentation from different order

classes, Actively investigate and resolve problems, including unpaid invoices, unfilled

orders, cancellation of encumbrances, vendor selection, etc. either independently or

at the request of the MSO or Maintain agreements with off-campus supply and

storage vendors, manage delivery schedules, services/goods provided and payment to

said vendors; Process purchasing in Bruinbuy Plus, Aid the MSO with annual fiscal

closing, providing information requested for reports

30%

Travel Requests

Maintain travel, event and other tracking information and provide event reports on a

monthly or quarterly basis; Process travel requests and travel reimbursements using

Travel Express or Conquer for faculty, staff, students, researchers, department

recruits and visitors in accordance with University policy and procedures; Maintain log

of expenses in a spreadsheet for proper tracking

20%

•

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

Skill in analyzing information and situations to define the problem and/or objective, identify issues, and formulate logical conclusions

Required

Skill in organizing material and information in a systematic way to optimize efficiency and minimize duplication of effort

Required

Excellent verbal communication skills to interact effectively and diplomatically with others

Required

Demonstrated skill in organizing work, defining tasks, setting priorities, working independently and following through on all assignments with minimal direction and supervision

Required

Ability to establish and maintain cooperative working relationships with co-workers, administrators, faculty, vendors, and external sources

Required

Ability to complete work assignments accurately and with attention to detail

Required

Flexibility in accepting new or special assignments and/or projects on short notice to enable the Center to cover essential functions and/or meet urgent deadlines

Required

Demonstrated knowledge and experience with network PC's, Google and other digital platforms

Required

Knowledge of the Microsoft Office suite, Google Suite and UC developed applications

Preferred

Experience with processing special requests in Bruinbuy Plus and Travel Express/Conquer

Preferred

Demonstrated knowledge of social media networks, including but not limited to Facebook and Instagram

Preferred

Ability to handle confidential material with discretion

Required

SPECIAL REQUIREMENTS AND/OR CONDITIONS OF EMPLOYMENT

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

Live Scan Background Check: A Live Scan background check must be completed prior to the start of employment.

LOCATION AND PHYSICAL, ENVIRONMENTAL, MENTAL (PEM) REQUIREMENTS

Environment and Work Location Information

Environment Type:

Non-Clinical Setting

Location Setting:

Campus

Location:

160 Haines 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.