Event Specialist

EVENTS SPEC 2 CX (005414)

UCPath Position ID: 40981836

Position Description History/Status

For Reference ONLY - PeopleAdmin JA Number:

1130128

Approved Date:

10/15/2026 4:47:27 PM

Date Last Edited:

10/19/2026 2:33:14 PM

Last Action Effective Date:

2/22/2023

Organization Details

Business Unit (Location):

LACMP

Organization Code:

1300O

Organization:

LETTERS AND SCIENCE                    

Division Code:

1320D

Division:

L&S HUMANITIES                         

Department:

543000 - CLARK LIBRARY

Position Details

UCPath Position Number:

40981836

Position Description ID

171411

UC Payroll Title:

EVENTS SPEC 2 CX (005414)

Personnel Program

Professional and Support Staff (PSS)

Salary Grade:

STEPS

Job Code FLSA:

Non-Exempt

Union Code (Collective Bargaining Unit):

CX: Clerical & Allied Services

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:

40058428

Reports to Payroll Title:

EXTERNAL REL SPEC 3

UCPath Department Head Position Number:

40054209

Department Head Payroll Title:

ADMIN MGR 1

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 Manager of Programs & Development, serve as the Events Specialist for the Center for 17th- & 18th-Century Studies and the William Andrews Clark Memorial Library. Duties involve planning, coordinating, and supervising all aspects of academic and cultural programming for the Center and the Clark Library. Oversee and manage logistics for conferences, workshops, lectures, concerts, public programs and graduate and undergraduate seminars focused on the holdings of the Clark Library and the interests of UCLA faculty and affiliated faculty. Manage correspondence with all invited guests. Prepare and monitor budgets and summary reports. Coordinate development activities and logistics for donor support events. Manage event site set-up and coordinate the audio-visual needs for in-person and livestreamed conferences and lectures as well as help to support online programming. Coordinate financial activities for programs, including processing purchases and travel and entertainment reimbursements. Hire, train and supervise student assistants. The incumbent works occasional evenings and weekends as required.

Event Coordination

A1. Plan, organize and supervise academic and cultural programs for the Center & Clark and assist with donor events

- Liaise with program organizers

- Provide status reports to Manager of Programs & Development and program organizers

A2. Provide staff assistance at Center & Clark programs, including evening and weekend events

- Provide support to guests and manage program needs on the day of events

- Supervise the work of less experienced events staff, including volunteers and student assistants

A3. Manage event logistics for programs

- Plan and execute program logistics (hotel reservations, ground transportation and dinners)

- Prepare invitation letters and participant files

- Manage checklists to ensure deadlines are met and information is tracked

- Solicit participants' paper titles, abstracts or papers and distribute

- Prepare participants' welcome packets and nametags

- Manage registration lists/databases for all programming

- Prepare follow-up correspondence with program participants and vendors

- Update participants regarding visas, GLACIER, and lecture fee requirements

- Oversee program inquiries to ensure information in dispersed in a timely manner

A4. Manage Ahmanson Undergraduate Scholarship Courses

- Advertise course and distribute application materials

- Assemble applications and respond to inquiries

- Process scholarship awards

- Manage transportation for class visits

- Distribute information to faculty and students

A5. Assist Manager of Programs & Development with special projects in academic and public programming, and donor, fundraising and outreach events

35%

Event Site Management

B1. Coordinate site logistics for academic, public, and special event programming

- In consultation with Site Manager and Manager of Programs & Development, plan site set-up that aligns with crowd safety, security, and emergency procedures

- Manage set-up, take-down, and reconfiguration of event spaces

- Supervise external vendor crews with set-up, take-down, and reconfiguration of event spaces

-Monitor alarm systems for opening and closing

B2. Oversee site details concerning caterers and other external vendors

-Place catering orders for all pubic programs

-Provide information to caterers regarding kitchen facilities and logistics

-Coordinate delivery and set-up of special equipment, including outside lighting, canopies, tents, and platforms

-Provide information on electrical outlets, outside lighting, sprinkler heads, and weight restrictions for delivery trucks

-Maintain supply inventory for academic and public programming. Provide updates to Manager of Programs & Development

B3. Oversee audio-visual requirements for in-person, livestreamed and online programming

-Coordinate set-up and take-down of audio-visual equipment

-Provide support during in-person, livestreamed conferences and lectures

-Oversee implementation and management of online-only programs via Zoom

30%

Program Financial Management

C1. Analyze and prepare financial reports on programs for Assistant Director and Manager of Programs & Development.

- Research event expenses to develop and implement event budgets

- Maintain and update event budgets

C2. Manage vendor and purchasing for all programs.

- Prepare BruinBuy plus orders and purchase requisitions; process invoices, track vendor payments, resolve irregular invoice issues for programs-related payments

- Manage vendor onboarding for program-related vendors in Payment Works

-Maintain the BruinBuy Plus order tracking log in conjuction with the Business Office Manager.

- Process lecture fees/honoraria and one-time payments in BruinBuy Plus.

- Process recharge forms for payments to on-campus partners for items such as hotel and catering

- Process foreign wire transfers for programs-related transactions

C3. Prepare travel & entertainment reimbursements and process invoices for all programs (E)

-Review receipts and invoices for accuracy and follow up with individuals and vendors

-Set up guest profiles in Express

-Include copies of passports, visa waivers and other information in travel reimbursements

- Set up prepaid airfares through UCLA Travel as needed

-Resolve reimbursement and invoice processing issues

C4. Process T&E card transactions for conference dinners, catering and other program-related expenses in Express.

- Review receipts for accuracy and resolve issues as needed.

30%

Administrative & Operational Support

D1. Hire, train and supervise student clerical assistants

- Post Work Study job listings for the Center

- Interview students and assist in making final offers for the Center

- Train and mentor Center student hires

- Prioritize, distribute and oversee daily/weekly projects

- Follow up with students and their work to ensure projects are completed accurately, efficiently, and according to deadlines requested

D2. Act as primary responder for telephone inquiries for the Center during business hours, and take on main responsibility for checking voice mail periodically throughout the work day. Manage Center's email account, responding to inquiries daily as appropriate

D3. Manages office in absence of Center leadership

D4. Act as DSA for the Center and back-up DSA for the Clark Library

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

In related area and/or equivalent experience/training

Required

3 years

Minimum of 3 years' experience in academic and public programs and event planning

Preferred

Thorough knowledge and understanding of the principles, concepts, and practices of academic and cultural program development, including event design, organization, and production. Ability to perform detailed work with a high degree of accuracy and attention to detail

Required

Excellent organizational skills sufficient to prioritize job functions in order to meet deadlines and to ensure smooth work flow and follow through. Proven ability to work on several tasks simultaneously with a high degree of accuracy and attention to detail, and to independently organize and prioritize work. Demonstrated ability to work independently and collaboratively and to follow through on assignments with minimal supervision

Required

Highly developed, decision-making and problem-solving skills, using sound judgment in situations requiring independent initiative and tact. Ability to identify problems, develop alternative approaches, offer solutions, and follow through on all details.

Required

Demonstrated ability to communicate and work effectively and cooperatively with faculty, internal and external staff, vendors, students, visiting scholars and fellows, donors, volunteers, and members of the public. Skill in working as part of a team and collaborating with colleagues at all levels

Required

Ability to work at two separate locations, one on campus and the other off campus. Ability to work within fluctuating hours that include evenings and weekends.

Required

Highly developed interpersonal communication skills to effectively communicate, graciously and professionally with diverse populations including faculty, administration, staff, students, visiting scholars and fellows, donors, volunteers and members of the public.

Required

Demonstrated organizational and project management skill in executing high profile events and coordinating complex logistics with internal and external participants, supervising a large number of complex projects, establishing priorities, creating and maintaining calendars and schedules, and working under pressure to meet deadlines.

Required

Demonstrated skill in event management and the ability to effectively coordinate in-person and online programs and activities with minimal supervision. Thorough knowledge of all logistical support elements included in academic and cultural event planning and production.

Required

Skill in interpreting complex administrative policies and procedures. Knowledge of University travel policies, including the procurement of visas for international visitors.

Preferred

Demonstrated ability to direct and supervise part-time student staff, including: organizing and prioritizing projects, information, and people to optimize efficiency and accomplish established objectives.

Required

Demonstrated working knowledge of University accounting and administrative policies and procedures, including procurement systems such a Bruin Buy Plus, Express, and Pcard.

Preferred

Excellent verbal and written communication skills; skill in writing clear, concise, and grammatically correct analytical correspondence and reports.

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:

Other University Setting(s)

Location:

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.