Senior Events Manager - Health Sciences Development

EVENTS SPEC 3 (006292)

UCPath Position ID: 40051416

Position Description History/Status

Approved Date:

3/6/2026 8:15:52 PM

Date Last Edited:

3/6/2026 8:15:49 PM

Last Action Effective Date:

Organization Details

Business Unit (Location):

LACMP

Organization Code:

6300O

Organization:

EXTERNAL AFFAIRS

Division Code:

6310D

Division:

EXTERNAL AFFAIRS DIV

Department:

404500 - DEVELOPMENT

Position Details

UCPath Position Number:

40051416

Position Description ID

253081

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:

40958430

Reports to Payroll Title:

Events Specialist 4

UCPath Department Head Position Number:

40054269

Department Head Payroll Title:

Administrative Manager 2

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

POSITION SUMMARY

As a Senior Events Manager within UCLA's Health Sciences Development (HSD) team, you will bring your love for planning, stellar organizational skills and desire to make an impact to our team through the events you will manage. This is a great opportunity to expand your event experience and expertise as you with us to bring together the staff, faculty, donors, alumni and other friends of UCLA Health. UCLA Health is among the most comprehensive and advanced health care systems in the world. Together, UCLA Health and the David Geffen School of Medicine at UCLA strive every day to be a model that redefines the standard of excellence in health care.  Imaginative, engaging and meaningful events bring our donors together, keep them aware of our priorities, abreast of our achievements  and involved in supporting the research, teaching and public service mission of UCLA. We encourage you to bring your ability to plan and manage successful events; guide and provide leadership to events staff; and your sense of creativity and resourcefulness and join us.  

As a Senior Events Manager, you will plan and implement a wide variety of moderately complex cultivation, fundraising and stewardship events and programs that will advance the goals of HSD and External Affairs. You will be responsible for all aspects of event planning, execution and follow up including managing budgets and associated financial transactions. You will also maintain accurate and complete archive materials on all assigned events. Your  strong interpersonal and relationship management skills will enable you to develop and maintain cooperative working relationships and consult with development officers, academic leadership and colleagues across campus, including faculty, deans, as well as internal constituents such as those in Facilities, Catering, A/V, UCLA Events and UCPD. In addition, you will work with external constituents as needed. We encourage you to join our UCLA HSD team in a role where you will be inspired, supported and given the resources to excel.

Event Planning and Management

1. Collaboratively with Senior Associate Director, plan/implement a wide variety of moderately complex cultivation, fundraising and stewardship events for HSD.

2. In collaboration with HSD/event colleagues, review and track the creation of invitations and event-related promotional materials.

3. Work closely with development staff to identify event goals and execute event priorities.

4. Assist with event formats, guest lists, budgets and post-event analysis; develop production schedule, assign tasks, oversee volunteers and manage project timelines.

5. Determine logistical requirements/limitations of venues; coordinate arrangements for AV, security, parking, catering, rentals, licenses and contracts.

80%

6. Identify vendors and negotiate vendor contracts; manage parking, transportation, hotels, printers, floral designers and others specific to event details. Work independently with vendors to ensure event success.

7. Collaborate with support staff to review accurate event guest lists, nametags, seating chart, post-event attendee lists, and other event reports as needed; manage registration process.

8. Work with event planners, vendors and volunteers on a regular basis to deliver successful events.

9. Troubleshoot as logistical problems arise during event planning process and execution.

10. As the day-of event manager, oversee staff, volunteers, and vendors. Identify potential issues and produce solutions to ensure the efficiency of roles and the smooth flow of event production.

0%

11. Post event: evaluate the success of events, coordinate briefing meetings, track and analyze attendance and other relevant statistics.

0%

Budget

1. Work with Senior Associate Director to develop and monitor events budgets to ensure cost control, create purchase orders and ensure payment of invoices.

2. Create a final budget post-event to share with development officers and Senior Associate Director.

3. Monitor and reconcile expenses on a monthly basis in order to assure validity of all charges incurred.

4. Analyze post-event ROI for selected major events.

10%

Administrative

1. Oversee support staff in the processing of reservations and other event-related projects; delegate tasks as needed.

2. Compose and proofread correspondence, proposals, procedures, and reports using correct formats and grammar.

3. Initiate phone calls to obtain information; respond to phone inquiries, assessing needs and responding or referring as appropriate.

4. Maintain a comprehensive and organized event filing system.

5. Schedule event and project related meetings with internal and external constituents as needed.

6. Represent UCLA Development on committees and task forces as appropriate; suggest solutions and propose action 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

Preferred

A minimum of five years of professional event management experience.

Required

Experience with/working knowledge of all logistical support elements of special events and event production

including experience working directly with vendors, preferably in a development and/or university environment.

Required

Experience creating, managing and tracking event budgets;

knowledge of university budget and purchasing procedures is essential, as is working knowledge of event-related university policies and procedures.

Required

Demonstrated skill in and/or ability to develop and implement event logistics as defined by the Senior Associate Director.

Required

Ability to handle external constituents with tact and diplomacy, especially when engaged in high-pressure situations.

Required

Knowledge of event protocols and procedures preferably in a university and/or non-profit setting.

Required

Demonstrated skills at negotiating and exchanging ideas/info to formulate/implement procedures, programs and goals; ability to analyze complex programmatic problems and situations and quickly determine viable alternatives.

Required

Ability to comprehend/organize materials/info and to identify potentially more effective methods of operation and to explain procedures/reasoning in a concise, logical, thorough and practical manner. Skill in speaking effectively and persuasively to individuals and groups.

Required

Strong interpersonal skills and ability to build cooperative, effective relationships with staff, administration, faculty, volunteers, donors, vendors and our external constituencies; demonstrated ability to conduct and facilitate meetings.

Required

Outstanding writing and editing skills to effectively communicate to a variety of audiences. Experience creating event proposals, invitations and other event related materials.

Required

Highly organized and detail oriented with strong time/ project management skills; ability to work equally well independently and as part of a team; able to prioritize, manage and readjust workload to meet competing deadlines under minimal supervision in a complex environment.

Required

Demonstrated proficiency with Microsoft Office suite and Adobe suite of applications to include Word, Excel, Access, Outlook, PowerPoint, and Photoshop; ability to learn new technologies in a prompt and efficient manner.

Required

Knowledge of rules and regulations of the police and fire departments, U.S. Postal Service and Alcoholic Beverage Control department in relation to event planning.

Preferred

SPECIAL REQUIREMENTS AND/OR CONDITIONS OF EMPLOYMENT

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

Ability to lift and/or move boxes and/or equipment up to 35 lbs.

Required

Ability to travel to off-site vendors and attend events during regular business hours, evenings and weekends in an efficient manner; often with little advanced notice.

Required

LOCATION AND PHYSICAL, ENVIRONMENTAL, MENTAL (PEM) REQUIREMENTS

Environment and Work Location Information

Environment Type:

Non-Clinical Setting

Location Setting:

Non-University Setting(s)

Location:

Wilshire Glendon Offices

Standing/Walking

X

Sitting

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

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.