Sales & Events Manager

EVENTS SPEC 3 (006292)

UCPath Position ID: 40040430

Position Description History/Status

For Reference ONLY - PeopleAdmin JA Number:

1109534

Approved Date:

4/25/2024 2:18:18 PM

Date Last Edited:

4/25/2024 2:18:14 PM

Last Action Effective Date:

7/1/2022

Organization Details

Business Unit (Location):

LACMP

Organization Code:

5000O

Organization:

ADMINISTRATIVE VICE CHANCELLOR         

Division Code:

5901D

Division:

ADMINISTRATION                         

Department:

313000 - HOUSING CENTRAL SERVICES

Position Details

UCPath Position Number:

40040430

Position Description ID

168273

UC Payroll Title:

EVENTS SPEC 3 (006292)

Personnel Program

Professional and Support Staff (PSS)

Salary Grade:

Grade 21

Job Code FLSA:

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:

40065383

Reports to Payroll Title:

EVENTS MGR 1

UCPath Department Head Position Number:

40040346

Department Head Payroll Title:

ADMIN MGR 2

GENERAL SUPERVISION - Indicates that the incumbent develops procedures for performance of variety of duties; or performs complex duties within established policy guidelines.

0

POSITION SUMMARY

Sales & Events Managers support the UCLA campus community by providing professional meeting and planning guidance and executing events, conferences, and catering within Housing & Hospitality and campus event venues. The incumbent plans and supports sales initiatives for UCLA Hospitality, including attending industry trade shows and distinguished industry networking events, participating in lead generation efforts, following up on leads, and executing other sales activities as necessary to sustain annual growth projections. The Sales & Events Manager collaborates with other Housing & Hospitality (H & H) units to support revenue generation at UCLA Hospitality properties and UCLA and UC departments. The incumbent sets up and leads on-site visits with future and prospective clients, develops proposals that include theme delineation, decor, menu and service requirements, sleeping room blocks, and other detailed budget projections, negotiates contracts, acts as day-of manager along with Banquet Captains for catered events and group check-ins and maintains regular communication with all clients. The Sales and Events Manager maintains organized, detailed records of accounts within physical and digital files while coordinating group needs while on-site. The incumbent distributes all pertinent client details to on-campus partners, accounting, vendors, campus service providers, and any third-party vendors that support the group's conference or event. The Sales and Events Manager assists the Housing & Hospitality accounting unit with billing and collections including purchasing, managing internal and external vendor charges, and account reconciliation. Ensures data regarding conference, catering, and event details are entered into Hospitality software applications, including the merger of contracts, tracking due dates and deadlines, producing group resumes, and recording all client communications.

UCLA Conference and Catering Management (CCM) works with vendors and support resources to make sure every aspect of an event is a success. From transportation to arranging off-campus excursions, CCM works with clients to coordinate whatever is needed. CCM also works closely with other UCLA departments to facilitate client program needs — for example, arranging a special class or lecture, to holding a team-building activity on UCLA’s Challenge Course.

Conference, Catering & Event Coordination

 • Negotiate and prepare detailed written contracts and addenda that accurately delineate requested facilities and services

 • Serve as the Convention Services Manager for conferences and day meetings (as assigned) once the client is on-site, ensuring that all components of the conference run smoothly

 • Monitor room and space inventory through Salesforce Information System or comparable software

 • Negotiate arrangements with other UCLA departments regarding conference use of sports and recreational facilities, fleet and transportation services, telecommunications equipment, faculty club, and campus classrooms

 • Provide expertise in destination management, including visits to local attractions, programming, etc.

 • Aid in the preparation and distribution of Event bills in a timely and accurate manner by reviewing contractual agreements, catering, and equipment orders

 • Distribute information about conference groups to operational departments

 • Input all conference details into Salesforce Information System, including room blocks, prices, meeting room, and catering needs

 • Update UCLA Events Online campus calendar

 • Work directly with chefs and production teams to develop detailed proposals with accurate pricing

 • Order supplies and equipment necessary for each conference by reviewing conference requests and contacting appropriate campus departments and off-site vendors 

55%

Accounting Budgetary Functions

 • Prepare income projections for events, catering orders, and conference groups

 • Facilitate the collection of deposits, conference and event pre-payments, and post-conference and event payments. Assist the Accounting Department with necessary collection processes

 • Provide profitability analysis to determine the value of conference groups, event booking, or catering orders

 • Participate in the analysis of conference, catering, and event occupancy reports, including income projections, forecasts, and budgets

 • Provide input for annual meeting space pricing related to existing account management and new proposals and inquiries

 • Expedite payment of delinquent accounts by contacting the conference, meeting, or event organizer

25%

Sales Management

 • Represent the department to potential clients by attending trade shows and networking functions

 • Conduct facility site inspections, prepare service proposals, and provide price estimates

 • Conduct sales calls, set appointments, conduct presentations, and close sales

 • Follow-up on all leads generated from direct campaigns, sales blitzes, and any other marketing efforts

 • Work on assigned and deployed accounts and accounts subject to change based on market trends, etc.

 • Perform background checks on new incoming conference and event groups and evaluate profitability

 • Sell other services and products when appropriate

 • Support and sell other services and products offered by Housing and Hospitality revenue-generating departments, including Lake Arrowhead Lodge

 • Help with marketing ideas/techniques such as developing brochures, newsletters, articles for professional journals, etc.

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

5+ years

Professional hospitality experience in hotel group or catering sales, convention services, or collegiate conference and events industry

Required

Ability to close sales and negotiate high-dollar-value financial contracts 

Required

Thorough knowledge and understanding of concepts, principles, and practices of event planning and public relations, including event design, organization, and production 

Required

Demonstrated organizational and project management skills to work successfully with clients to produce high-quality events that meet client needs and appropriately represent the campus

Required

Experience maintaining a high standard of productivity within a broad scope of responsibility despite frequent interruptions. Ability to complete a large volume of diverse tasks efficiently, meeting established deadlines

Required

Highly developed interpersonal communication skills including political acumen and social perceptiveness

Required

Ability to give clear directives and use independent, rational judgment when making decisions and managing events

Required

Proficient skill using standard business software (e.g. Microsoft Office Suite) and hospitality sales software (e.g. Delphi) 

Required

Excellent verbal and written communication skills to effectively communicate with diverse populations with competing priorities 

Required

Skill in writing grammatically correct business English, such as conference proposals, memos, and other routine correspondence 

Required

Sufficient knowledge of University accounting forms and procedures to accomplish standard departmental accounting transactions

Preferred

Working knowledge of the policies and procedures of Housing & Hospitality operational units, such as the Food & Beverage department

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.

Age Requirement: Candidate(s) must be 18 years or older to be eligible to be hired.

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.

5%

Domestic travel

Must carry a University cell phone

Required

Occasional attendance at offsite conferences and meetings

Required

Evening, weekend, and holiday work as business dictates

Required

Drive University vehicles, such as electric carts, for meetings, site inspections, etc.

Required

LOCATION AND PHYSICAL, ENVIRONMENTAL, MENTAL (PEM) REQUIREMENTS

Environment and Work Location Information

Environment Type:

Non-Clinical Setting

Location Setting:

Campus

Location:

Various locations across campus

•

General office equipment

•

University vehicles

Standing/Walking

X

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

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.