Events and Operations Coordinator

EVENTS SPEC 1 (006290)

UCPath Position ID: 40943360

Position Description History/Status

For Reference ONLY - PeopleAdmin JA Number:

1135656

Approved Date:

5/30/2025 1:23:41 AM

Date Last Edited:

5/30/2025 1:23:39 AM

Last Action Effective Date:

3/14/2024

Organization Details

Business Unit (Location):

LACMP

Organization Code:

1180O

Organization:

LUSKIN SCHOOL OF PUBLIC AFFAIRS

Division Code:

1181D

Division:

SCHOOL OF PUBLIC AFFAIRS

Department:

118600 - INSTITUTE OF TRANSPORTATION STUDIES

Position Details

UCPath Position Number:

40943360

Position Description ID

171699

UC Payroll Title:

EVENTS SPEC 1 (006290)

Business Title:

Events and Operations Coordinator

Personnel Program

Professional and Support Staff (PSS)

Salary Grade:

Grade 18

Job Code FLSA:

Non-Exempt

Union Code (Collective Bargaining Unit):

99: Non-Represented (PPSM)

Employee Relations Code:

E: All Others - Not Confidential

Employee Class (Appt Type):

1 - Staff: Contract

Full-Time Equivalent (FTE)

1

SUPERVISION

UCPath Reports to Position Number:

40058776

Reports to Payroll Title:

ADMIN OFCR 3

UCPath Department Head Position Number:

40727951

Department Head Payroll Title:

PROF-AY

CLOSE SUPERVISION - Indicates that the incumbent is assigned duties according to specific procedures. Work is checked frequently, and in addition there may be formal training.

POSITION SUMMARY

Under close supervision, this position will play a critical role in furthering the mission of the research centers through coordinating meetings and events , assisting team members, and supporting daily activities.  The EOC will report directly to the Assistant Director to coordinate all event planning, office management, purchasing, and student worker tasks. Job duties include:

*Coordinating all pre-event and onsite logistics related to administrative meetings, lectures, events, and major meetings held at UCLA and at outside venues including but not limited to arranging speaker travel and reimbursements, securing venues and arranging catering. This also includes onsite coordination during events such as event set-up and take-down, monitoring guest check-in, troubleshooting audio/visual equipment, and supporting guests.

*Coordinating administrative and financial-related tasks. The coordinator will work with faculty, staff, and students to prepare travel arrangements, reimbursements, purchases, and complete the quarterly ledger reconciliation.

*Support the centers' office management tasks such as space functionality, organization and repairs. This will include the management of the centers' inventory of supplies, technology, equipment, office space and keys.

* The EOC will help assign tasks and train student employees to meet the centers' events and operational needs.

The Institute of Transportation Studies and Lewis Center for Regional Policy Studies are located with the UCLA Luskin School of Public Affairs and support and advance cutting-edge research, the highest-quality education, and meaningful and influential civic engagement on the many pressing housing and transportation issues facing Los Angeles, the state of California, the nation, and the world today. We are home to the world’s leading experts in housing affordability, parking, public transit, transportation equity, traffic, new mobility, and more. We focus on how these areas intersect and shape the well-being of residents, especially those from marginalized and underserved communities. By understanding and addressing these complex issues, we aim to inform policies and interventions that create more inclusive, sustainable, and equitable communities.

Event Coordination Support

Under close supervision, helps arrange logistics for center events: 1) Coordinates with venue, manages RSVP lists, arranges catering, audio visual, and parking needs. 2. Ensure the proper set up and break down for all administrative meetings including staff, board, and research team meetings. 3. Acts as onsite support for all events including room set up, audio-visual equipment, materials and coordinating the flow of program activities. 4. Maintain the calendar of events and shares among staff and students. 5. Prepare a budget for each event. 6. Works with Assistant Director and communications manager to develop event flyers and registration forms. 7. Work with staff to develop guest lists to market event flyers and issue event notifications. 8. Maintains an inventory of event supplies

45%

Administrative and Financial Support

Process purchasing requests including, bills and invoices, reimbursements, honoraria, travel booking in BruinBuy and Concur, while enforcing University policies and procedures.  Updates administrative databases related to research, events, students, personnel, IT, space, accounting, and communications.   Maintains functionality of office space including supplies, repairs, equipment and key inventory. Assist Assistant director to update operational procedure documents. Represents the Institute in a professional manner to students, faculty, the campus community-at-large, as well as partners to respond to department and event inquiries.  Perform other duties as directed by the Assistant Director,  Deputy Director, and Director as needed.

35%

Student Worker Management

Provide orientation of all student staff including general training. Prioritize and assign work to meet the Center's operational needs.  Coordinate quarterly performance reviews for student workers.

10%

Other Events Support

Under close supervision, ensure agenda for each event and meeting is properly developed and shared with all participating staff.  Arrange travel for speakers and guests as appropriate, including travel and accommodations, pick up/drop off at airport or other point of contact. Ensure receipt of speaker bios, headshots, logos for all events.  Use web-based applications for use in tracking event invitations, registrations, and follow-up. Ensure each event is posted for planning credits for on-demand and in-person events. Serves as logistics support for the Annual Arrowhead Symposium at UCLA's Lake Arrowhead Conference Center.

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

High School Diploma

Required

And

Bachelor's Degree

Preferred

Skilled in scheduling and managing logistics for events including lecturers and conferences.

Preferred

Knowledge of UCLA procurement and reimbursement systems including BruinBuy and Concur

Preferred

Accounting skills sufficient to check expenditures on financial ledgers

Preferred

Strong interpersonal skills to establish and maintain professional, effective working relationships with event speakers, event attendees, partners, faculty, staff, and students

Required

Written communication skills to prepare concise, logical, and grammatically correct emails and other communication pieces.

Required

Working knowledge of web-based event registration, communication, and management systems, such as Eventbrite.

Preferred

Ability to both take direction and work independently with minimal direction

Required

Ability to manage time and workload effectively and complete assignments in a timely manner amid conflicting demands, multiple deadlines, competing requirements, and changing priorities.

Required

Demonstrated skill in prioritizing tasks and assigning appropriate work to others.

Preferred

Working knowledge of computer systems (Windows environment), Microsoft Office's basic suite, and web-based collaboration tools including Excel, Word, Google Drive, Google Apps and Airtable.

Required

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.

COVID and Flu Vaccinations: The position is subject to providing evidence of inoculation.

LOCATION AND PHYSICAL, ENVIRONMENTAL, MENTAL (PEM) REQUIREMENTS

Environment and Work Location Information

Environment Type:

Non-Clinical Setting

Location Setting:

Campus

Location:

UCLA Luskin School of Public Affairs - ITS

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

Complex problem solving/reasoning

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.