Events Coordinator

EVENTS SPEC 2 CX (005414)

UCPath Position ID: TBD_1000548

Position Description History/Status

Approved Date:

10/12/2026 7:46:21 PM

Date Last Edited:

10/16/2026 4:29:26 PM

Last Action Effective Date:

10/16/2026

Organization Details

Business Unit (Location):

LACMP

Organization Code:

1300O

Organization:

LETTERS AND SCIENCE                    

Division Code:

1350D

Division:

L&S SOCIAL SCIENCES                    

Department:

210500 - INSTITUTE FOR RES ON LABOR AND EMPLOYMT

Position Details

UCPath Position Number:

TBD_1000548

Position Description ID

265607

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:

40131859

Reports to Payroll Title:

Administrative Supervisor 1

UCPath Department Head Position Number:

40058192

Department Head Payroll Title:

Administrative Manager 1

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

Under the supervision of the Operations Director, the Events Coordinator serves as the primary point of contact for all events at the James Lawson Jr. Worker Justice

Center (JLWJC) and is the public face of the Labor Center during events.

This position manages the complete event lifecycle, from initial reservation intake through post-event inspection and follow-up, ensuring seamless coordination across

11-15 weekly events ranging from small 3-person meetings to community gatherings of 75+ attendees. The role works closely with staff, students, external partners, and community members to deliver consistent, reliable support.

The Events Coordinator works a flexible, adjusted schedule built around the events calendar. Standard hours are Monday-Friday from 8AM to 5PM, supporting daytime

events and handling administrative responsibilities. Beyond standard hours, the coordinator is expected to provide on-site coverage for approximately 4 evening

events and 5-7 weekend events per month, with the weekly schedule adjusted accordingly. Additional overtime hours may be available depending on operational

needs.

The ideal candidate demonstrates a genuine commitment to community service and the Labor Center's values, brings exceptional customer service skills, and is warm,

professional, and responsive in all interactions. Strong organizational and collaborative skills are essential as the coordinator manages multiple events

interfacing with several stakeholders. The role requires reliability, effective communication, and schedule flexibility, particularly regarding evening and weekend

availability. The incumbent should be comfortable troubleshooting and problem solving independently during live events, working with scheduling systems, email, and

basic office tools, and being on their feet and moving through the facility throughout the day.

We value community, reliability, and a service mindset over a long resume. The Operations Director will support the incumbent with training, mentorship, and the tools

needed to succeed.

The UCLA Labor Center is housed within the Institute for Research on Labor and Employment (IRLE), a multidisciplinary research center dedicated to advancing labor research and education for workplace justice. Through the work of its units, the Institute forms wide-ranging research agendas that carry UCLA into the Los Angeles community and beyond.

Established in 1964, the UCLA Labor Center advances research, education, and service guided by our core values: economic equity, racial and immigrant justice, and worker power and solidarity. We are headquartered off campus at the James Lawson Jr. Worker Justice Center located in Westlake at 675 S. Park View St., 90057. Our facility offers conference space to campus departments, faculty, students, community

members, local organizations, and unions aligned with the Labor Center’s vision of transforming jobs into quality jobs.

Event Coordination & Logistics

Manage the JLWJC’s reservation intake process, ensuring all requests are received, reviewed, and confirmed in a timely manner. Maintain the calendar events schedule, monitoring for conflicts and communicating changes to relevant parties. Conduct pre-event confirmation with organizers to verify attendance, space configuration, timeline, and AV or equipment needs, including orienting them on facility setup responsibilities, safety protocols, and breakdown expectations. Serve as the on-site point of contact, providing real-time support and troubleshooting to ensure events run smoothly.

Troubleshoot basic AV issues independently, including HDMI and display connection setup, JBL speaker and wireless microphone configuration, and teleconferencing equipment in conference rooms. Conduct post-event walkthroughs to confirm spaces are cleared, equipment and furniture are returned, and the facility is ready for the next booking.

50%

Staff & Guest Support

Serve as the primary point of contact and public face of the Labor Center for all event organizers, attendees, and guests, the majority of whom are external community members, partner organizations, and labor groups. Provide warm, professional, and responsive customer service across all interactions, whether in person, by phone or via email. Support internal staff events as needed, including the monthly all staff and leadership committee meetings, leading setup/breakdown and on-site logistics.  Proactively communicate event logistics, reminders, and facility expectations to staff and organizers in advance of their events. Field questions and concerns from guests during events and escalate issues appropriately when they cannot be resolved on-site.

30%

Facility Management

Conduct post-event inspections and accurately document any damages, cleanliness concerns, or maintenance needs. Report facility issues to the Operations Director and provide clear documentation to support timely resolution. Serve as backup point of contact for repair and maintenance vendors when the Operations Director is unavailable, granting access to the facility as needed. Monitor events supplies inventory and flag restocking needs to the Operations Director or Senior Events Specialist.Ensure AV equipment, cables, and accessories are returned to their designated storage location after each event. Conduct regular audits of storage areas to ensure items are properly labeled, accessible, and in good condition.

10%

Administration & Procurement

Process approved procurement requests for equipment and supplies through BruinBuy+, following established purchasing procedures. Maintain organized records of event confirmations, post-even inspection notes, and procurement activity. Respond to administrative communication related to facility use and event logistics in a timely manner. Maintain the stocking, organization and cleanliness of all storage rooms, supply closets, equipment closets and cabinets throughout the building. Distribute mail and parcels to the appropriate offices or individuals in a timely manner. Support the Admin Operations team with other operational and administrative tasks as assigned.

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

Bachelor's Degree

In related area and / or equivalent experience / training

Required

Driver License

•

Must possess, upon hire, and maintain a valid CA noncommercial Class C License in accordance with the California (CA) Department of Motor Vehicles.

Required

Demonstrated ability to organize and manage multiple events, coordinate logistics, and timelines; prioritize competing demands and manage projects from conception to competition with attention to detail.

Required

Excellent verbal and written communication skills. Strong ability to interact professionally and diplomatically with diverse stakeholders including staff, vendors, guests, and external partners. Proven ability to build and maintain positive working relationships.

Required

Ability to anticipate potential issues, troubleshoot problems quickly and effectively, make sound decisions under pressure, and adapt to changing circumstances with flexibility and professionalism.

Required

Proven experience planning, coordinating, and executing events of varying sizes and types (conferences, meetings, receptions, fundraisers, etc.). Knowledge of event logistics including venue selection ,catering, AV/technical

requirements, and guests management.

Required

Proficiency with Microsoft Office suite, Google Suite, and other university applications. Experience with invoicing, contract management, and vendor coordination. Strong organization and record-keeping skills.

Required

Ability to handle guest inquiries and concerns professionally and courteously. Demonstrated skill in resolving conflicts and managing difficult situations diplomatically.

Required

Ability to work flexible hours including evenings and weekends as event schedules require. Reliable transportation and willingness to travel as needed.

Required

Strong work ethic and ability to meet competing deadlines.

Required

Ability to coordinate with staff, campus departments, and external partners to ensure successful event execution.

Required

Familiarity with labor, community organizing, or social justice spaces.

Preferred

Fluent bilingual English/Spanish skills, including oral interpretation and written translation.

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:

Other University Setting(s)

Location:

Downtown Labor Center

•

Non-university vehicle

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.