Special Events Coordinator

EVENTS SPEC 2 CX (005414)

UCPath Position ID: TBD_4618

Position Description History/Status

Approved Date:

9/9/2026 12:11:05 PM

Date Last Edited:

9/9/2026 12:09:38 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_4618

Position Description ID

241780

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):

4 - Staff: Limited

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

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 Management Services Officer, the Special Events Coordinator plans, coordinates, and executes Bunche Center events and meetings, including event logistics, communications, registration, vendor coordination, budgets, travel, catering, audiovisual support, and onsite event production. The position coordinates with campus units, community partners, government offices, speakers, vendors, and other stakeholders to ensure successful event delivery. The position also provides purchasing, travel, and administrative support associated with Center events and operations.

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, highlights and updates. Strategic event planning and execution from concept through post-event follow-up. Coordination across multiple internal and external stakeholders, including campus units, government offices, and community partners. Oversight of event communications, registration systems, and attendee experience. Strong project management skills including vendor coordination and meeting deadlines, event communications, registration, security coordination and ability to execute deliverables while maintaining decorum with high level stakeholders. Ability to manage multiple event simultaneously with shifting priorities and high acuity for program solving.

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

Bachelor's Degree

in related area and / or equivalent experience / training

Required

Skill in organizing material and information in a systematic way to optimize efficiency and minimize duplication of effort. Skill in analyzing information and situations to define the problem and/or objective, identify issues, and formulate logical conclusions

Required

Strong project management skills, including timelines, vendor coordination, and budget oversight

Required

Ability to establish and maintain cooperative working relationships with co-workers, administrators, faculty, vendors, and external sources. Excellent verbal communication skills to interact effectively and diplomatically with others

Required

Ability to complete work assignments accurately and with attention to detail. Demonstrated skill in organizing work, defining tasks, setting priorities, working independently and following through on all assignments with minimal direction and  supervision

Required

Experience managing high-touch events with dignitaries and VIPs (including briefings, run-of-show, and protocol)

Required

Ability to manage simultaneous events and shifting priorities with professionalism and discretion

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

On-site leadership and problem-solving under pressure

Required

Familiarity with security coordination and high-level guest logistics where appropriate.

Required

Ability to handle confidential material with discretion

Required

Demonstrated knowledge of social media networks, including but not limited to Facebook and Instagram. Knowledge of the Microsoft Office suite, Google Suite and UC developed applications. Experience with processing special requests in Bruinbuy Plus and Travel Express/Conquer

Preferred

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.