Associate Director, Events

EVENTS SPEC 4 (006293)

UCPath Position ID: 40967437

Position Description History/Status

For Reference ONLY - PeopleAdmin JA Number:

1102747

Approved Date:

1/21/2026 5:55:14 PM

Date Last Edited:

1/21/2026 5:55:11 PM

Last Action Effective Date:

7/1/2019

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:

40967437

Position Description ID

170492

UC Payroll Title:

EVENTS SPEC 4 (006293)

Personnel Program

Professional and Support Staff (PSS)

Salary Grade:

Grade 23

Job Code FLSA:

Exempt

Union Code (Collective Bargaining Unit):

99: Non-Represented (PPSM)

Employee Relations Code:

C: Supervisor - Not Confidential

Employee Class (Appt Type):

2 - Staff: Career

Full-Time Equivalent (FTE)

1

SUPERVISION

UCPath Reports to Position Number:

40058919

Reports to Payroll Title:

EVENTS MGR 1

UCPath Department Head Position Number:

40054269

Department Head Payroll Title:

PROJECT POLICY ANL MGR 2

DIRECTION - Indicates that the incumbent establishes procedures for attaining specific goals and objectives in a broad area of work. Only the final results of work done are typically reviewed. Incumbent typically develops procedures within the limits of established policy guidelines.

006292

Events Spec 3

1.0

006291

Events Spec 2

1.0

POSITION SUMMARY

Events bring together the staff, faculty, donor, alumni and alumni of UCLA Health Sciences. As the Associate Director of HSD Events, you will be part of a dynamic team in a supportive environment that is committed to creating and executing successful events that further our fundraising programs and initiatives. 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. 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 in a role that offers long-term opportunities for professional development as part of a robust External Affairs enterprise.

As the Associate Director of Events, you will be responsible for the organization, staffing, and production of high-visibility health sciences development events and will also manage a team executing events focused on cultivation, fundraising and stewardship for assigned priority areas. You will work collaboratively with senior development leaders to plan high quality events and functions; identify and facilitate discussions and decisions about issues impacting events; and ensure that high standards and priorities are reflected in the planning and presentation of events. You will interact with and serve diverse and distinguished guests, including faculty, staff, and students. You will manage contracts with vendors, develop and manage project timelines and budgets, oversee the production of event collateral and materials, and help ensure event data is tracked for analysis. In addition, you will oversee a staff of a combination of Senior, Event and Assistant Event Managers.

Event Planning, Production and Management

1. Provide leadership, professional expertise, and direction to plan and execute high-quality development events. Identify/ facilitate discussions/decisions affecting event strategy and execution, particularly related to high profile events. 

2. Manage special events/stewardship to include planning timelines, event design, managing vendors, budget, day-of logistics and schedules, collaborating on all associated materials, lists, program content and format, and managing staff and volunteers.

3.  Create an annual calendar of special events to maximize potential impact and benefits in critical areas of donor stewardship and recognition.

4.  Develop and maintain highly professional best practices, and standardized procedures for event productions.

70%

5. Serve as central resource for Development matters of university events protocol. Maintain excellent relationship with events colleagues campus-wide to share institutional knowledge.

6. Prepare pre- and post-event analysis; assess opportunities and make recommendations for improving service to internal/ external constituencies, and implement improvements as appropriate.

7.  Work with diverse constituencies such as external event planners, vendors, donors, committee and board members, and volunteers on a regular basis to deliver successful events.

8.  In concert with program area, oversee event program development, facilitate coordination and briefing of speakers/presenters, develop program agendas, and determine order of speakers.

0%

Event Staff Supervision and Management

1. Recruit, hire, motivate, mentor, and retain a qualified and diverse workforce.

2. Provide training and coaching to ensure clear communication of performance expectations.

3. Evaluate staff and ensure that performance is appraised on a regular basis and is objectively measured.

4. Establish and maintain unit programs and procedures to ensure compliance and process consistencies. 

15%

Event Financial Management

1. Collaboratively develop annual events budgets; make recommendations/ensure prudent budget management; develop/provide analysis/reports.

2. Prepare/manage/monitor event budgets, anticipate production/promotional needs cost; ensure preparation of detailed event financial data for fiscal control purposes.

3. Assume accountability for the accuracy/integrity of events team records.

4. Develop best practices; ensure compliance with university accounting, Travel Accounting, cashiering, audit, and fiscal controls for event-related expenses/income.

5. Establish internal controls; define staff’s separation of duties, appropriate authorization/approval mechanisms, and records review/reconciliation. 

6. Oversee purchasing/inventory maintenance of event supplies, equipment and materials.

15%

•

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

Minimum of five years of experience in the planning, production and management of small/large and informal/formal events for diverse and distinguished guests.

Required

Experience and skill in developing concepts for events with ability to convey creative ideas and analyze, evaluate and negotiate all elements of effective and impactful events.

Required

Experience with and knowledge of event protocols and procedures preferably in a non-profit or university setting.

Required

Experience managing virtual and/or hybrid events.

Preferred

Demonstrated project management, time management, and organizational skills, with the ability to manage details of multiple and complex projects within firm schedules, set priorities and effectively carry out event goals in a manner than enhances the image of the University.

Required

Demonstrated management skill to work independently in a complex environment such as UCLA External Affairs, Development and the University, with minimal supervision.

Required

Demonstrated integrity, dependability, sound judgment, team building and resourcefulness to establish and maintain collaborative, positive, and effective working relationships with multiple and diverse constituency groups.

Required

Skill in speaking effectively and persuasively to individuals and groups. Ability to address complex issues utilizing a clear, thoughtful manner and to come to resolution quickly without compromising the event or relationships with people involved.

Required

Interpersonal skills to work effectively and cooperatively with donors, volunteers, faculty members, vendors, event planners, University staff, and development colleagues.

Required

Ability to supervise, direct and motivate direct reports, volunteers and other staff to fulfill goals and objectives.

Required

Proficiency in Microsoft Office suite of applications as well as familiarity with other database, spreadsheet, scheduling and email applications; willingness to learn new programs and applications in a prompt and efficient manner.

Required

Proficiency with Adobe Creative Cloud applications.

Preferred

Knowledge of university budgetary procedures is preferred as is knowledge of event related university policies and procedures.

Preferred

Knowledge of UCLA campus venues, services, and departments.

Preferred

Knowledge of rules and regulations of the police department, fire department, 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 travel as needed.

Ability to travel to off-site vendors and 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

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.