Senior Boards Engagement Manager

EVENTS SPEC 3 (006292)

UCPath Position ID: 41170388

Position Description History/Status

Approved Date:

6/11/2025 5:44:56 PM

Date Last Edited:

6/11/2025 5:44:52 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:

41170388

Position Description ID

240599

UC Payroll Title:

EVENTS SPEC 3 (006292)

Business Title:

Senior Boards Engagement Manager

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:

40179944

Reports to Payroll Title:

Fundraiser 4

UCPath Department Head Position Number:

Fundraising Manager 2

Department Head Payroll Title:

40052636

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

POSITION SUMMARY

Advance your career as the Senior Boards Engagement Manager for UCLA Health Sciences Development (HSD) Hospital Boards and Initiatives team, where you can bring your love for planning, stellar attention to detail and organizational skills and desire to make an impact through the events you manage and engagement activities you help us develop.  This is a great opportunity to expand your events and engagement experience and expertise as you work with us to conceptualize, develop and implement strategies, activities, events and programs that will foster relationships, increase connectedness and expand opportunities for partnerships with executive health boards.  You will become part of a team dedicated to raising visibility and funds for one of the most comprehensive and advanced healthcare 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. As our Senior Boards Engagement Manager, you will be a valued member of our highly driven team where you will have the guidance, inspiration, resources and hands-on experience to grow your career in an environment designed for medical and scientific innovation. 

Working closely with the Senior Director, Hospital Initiatives and Boards and the Senior Executive Director, Hospital Initiatives, as our Senior Boards Engagement Manager, you will help develop and execute board events and meetings and will develop an engagement strategy that addresses the specific needs and priorities for the work of UCLA Hospital Initiatives and Hospital Boards. To increase engagement and cultivation activities, you will manage event and meeting planning, and will handle logistics for various in-person and hybrid board and committee meetings, leverage existing activities (like children's hospital volunteer events and grand rounds) to invite board members to participate more in on-site activities. You will also organize salon and cultivation events; conduct tours; and project manage communication pieces for the boards. As our Senior Boards Engagement Manager, you will help develop engaging content for meetings, and will help manage marketing materials and other board communication needs. We encourage you to join us in our commitment to patient care, research and education and help us expand our relationships through events and engagement that raises the funds to keep vital programs and initiatives in motion.

Hospital Boards Events/Engagement Planning and Management

1. Plan and execute executive health board events to include oversight of moderately complex and/or medium sized events, meetings, retreats, and committee meetings as requested by the Senior Director and/or Development leadership.

2. Collaboratively, conceptualize, develop and implement strategies, activities, events and programs to foster relationships, increase connectedness and expand opportunities for partnerships with executive health board members.

3. Collaboratively, coordinate opportunities for board members to engage in on-site activities, including volunteer opportunities, patient and family engagement events, marketing partnership events, and holiday activities.

60%

4. Identify existing educational and cultivation events that may serve as engagement opportunities for board members and develop processes for communicating these to board members.

5. Arrange hospital and other health facility tours with executive leadership, faculty and members.

6. Locate and reserve venues and ensure the quality of the venue meets event requirements. Manage venue/event logistics, audio/video staff, catering and other key service providers. As needed, oversee RSVPs for events and setting up registration tables and materials.

7. Serve as the board team manager for other cultivation and engagement events hosted by board members, including off-site and home events. As needed, handle procurement and event logistics.

0%

8. In partnership with Senior Director, identify and arrange speakers and other guests for board meetings and related events.

9. Plan, execute and troubleshoot logistical and any other problems, issues or concerns as they arise during the entire event cycle.

10. Create briefings, assist with agenda preparation, create slide decks and other materials needed for board meetings and events. Work with communications team on materials as needed.

11. Perform other day-of event management and post-event analysis, tracking, reporting and reconciliation of activities and transactions as needed.

12. Collaborate with the HSD events team on larger scale board events such as the annual Health System board meeting.

0%

Board Engagement Communications

1. Manage all board engagement tools and materials, including updates of materials in board member portal.

2. Work with HSD communications, UCLA Health Marketing and Communications and outside vendors/contractors as needed to project manage the production of collateral materials for board members to use in their work as mission ambassadors.

3. As needed, work with the Senior Director and boards team to survey board members on engagement needs.

4. Work closely with the Senior Director to handle issues and inquiries  related to board engagement; determine methods to systematize  solutions and problem-solving process for future occurrences.

5. Working closely with Development leadership, create customized stewardship materials for board members when appropriate.

30%

Budget/Financial and Administrative

1. With Sr. Director, develop/monitor event budgets to ensure cost control; work closely with internal departments to facilitate vendor activity, create purchase orders for timely approval and ensure invoice payment.

2. Create a final budget post-event to share with Sr. Director.

3. Monitor/reconcile expenses on a monthly basis to assure validity of all changes incurred.

4. Compose/proofread correspondence, proposals, procedures and reports; gather/review info; respond to inquiries, assess needs and respond/refer as needed.

5. Maintain a comprehensive event filing system and inventory/storage for event related items.

6. Represent HSD/HSD Hospital Boards and Initiatives on committees/task forces as appropriate; suggest solutions/propose actions as assigned by Sr. Director.

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

Volunteer and committee management experience is preferred, specifically experience managing board related events, meetings etc.

Preferred

Experience working in a higher education setting as well as knowledge of Development principles and University policy and organization, in order to obtain information and complete projects as assigned

Preferred

Demonstrated skill in and/or ability to develop and implement event logistics.

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

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

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

Resourceful with strong analytical abilities to evaluate information or circumstances to define problems, and suggest solutions and/or methods of implementation.

Required

Demonstrated high level of personal integrity, discretion and diplomacy; skilled in using judgment in situations requiring independent initiative and tact with ability to handle confidential matters and information.

Required

Demonstrated proficiency with Microsoft Office suite and Adobe suite; 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 travel as needed.

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

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.