Director, Events - Athletics

EVENTS SPEC 3 (006292)

UCPath Position ID: 41170389

Position Description History/Status

Approved Date:

5/30/2025 4:39:13 PM

Date Last Edited:

5/30/2025 4:39:11 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:

41170389

Position Description ID

240134

UC Payroll Title:

EVENTS SPEC 3 (006292)

Business Title:

Director, Events - Athletics

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:

41160956

Reports to Payroll Title:

Alumni & Ext Rels Supv 2

UCPath Department Head Position Number:

40062520

Department Head Payroll Title:

Fundraising Manager 3

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

POSITION SUMMARY

UCLA's sports championship history stands out as one of the most impressive of any university. Built on a foundation of student athletes that perform at an elite level in their sports, studies and public service, philanthropy makes their achievements possible. Imaginative, engaging and meaningful event bring our donors together, keep them aware of our priorities, abreast of our achievements and involved in providing the necessary support for our athletes and athletics programs to thrive. As UCLA Athletics' Director, Events 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. In this role, you will be responsible for the planning and execution of all Development and select Athletics special events of a wide variety and moderate complexity that will advance the goals of UCLA's Department of Intercollegiate Athletics (DIA).  Key to the success of our events is the strong cultivation of relationships with our internal and external partners. This is a great opportunity to expand your event experience and expertise as you work with us to bring together our key stakeholders.

As our Director, Events you will work closely with the Sr. Director of Stewardship and in collaboration with the frontline fundraising team, the Director of the Bruin Varsity Club, our communications and marketing department, and individual sports teams. In this role, you will be responsible for all aspects of event planning, execution and follow up, including budget projections, management and associated financial transactions. You will also design various communications that inspire action and response and will 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 with colleagues across campus, as well as internal colleagues such as those in Facilities, Catering, A/V, UCLA Events and UCPD. In addition, you will work with external vendors and other constituents as needed. As a valued member of our team, you will be given the guidance, inspiration and resources to excel and make significant achievements as part of our environment of excellence.  We encourage you to bring your ability to conceptualize, plan and manage successful events, provide guidance to staff and volunteers supporting events and your sense of creativity and resourcefulness and join us!

**Please note, this position will be required to be FULLY ON-SITE.**

Event Planning and Management

1. Collaboratively build a comprehensive and strategic event plan that identifies objectives and audiences for each event/activity for UCLA’s DIA; conceptualize and execute a high volume and wide variety of moderately complex events.

2. Identify event goals and execute event priorities/strategies; solicit corporate partners and sponsors.

3. Collaboratively design compelling communications and invitations that inspire action and response; review and track the creation of invitations and event-related promotional materials.

4. Develop event briefs for leadership, with particular focus on key donors attending; work with development/campus special events, the Chancellor’s and other senior leadership offices around VIP protocol and attendance.

80%

5. Manage event formats, guest lists, workplans, timelines, budgets and post-event analysis; develop production schedules, assign tasks and oversee staff/volunteers.

6. Determine venue logistics/limitations; coordinate plans for AV, security, parking, catering, rentals, licenses, contracts and other event components.

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

8. Collaboratively review accuracy of guest lists, nametags, seating chart, post-event attendee lists, and other event reports; manage registration process and/or oversee support staff in processing of reservations/other event-related tasks; delegate as needed.

0%

9. Schedule event/project related meetings; work with event planners, vendors and volunteers on a regular basis to deliver high caliber successful events.

10. Troubleshoot as logistical problems arise during event planning process and execution; resolve event inquiries/concerns as appropriate.

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

12. Define mechanisms to measure/evaluate success in terms of experience, retention and growth; post event: coordinate briefing meetings, track and analyze attendance, post event ROI and other relevant statistics.

0%

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/ ensure payment of invoices.

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

3. Monitor/reconcile expenses on a monthly basis to assure validity of all charges 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 UCLA Development/DIA on committees/task forces as appropriate; suggest solutions/propose action as assigned by Sr. Director.

15%

Rules Compliance

The DIA is governed by the NCAA, BIG Ten, and the University of California.  As an employee of the DIA, incumbent is required to comply with the applicable rules, regulations and policies of those organizations.

1. Remain current with and abide by the rules and regulations of the NCAA, Big Ten, University, and DIA.

2. Review and retain all rules compliance documentation disseminated by the DIA Compliance office as it relates to changes and updates to, and rulings on the current rules and regulations.

3. Report all NCAA/Big Ten violations per DIA policy.

4. Consult with DIA Compliance Administrative Staff regarding any rules and regulations in question.

5. Attend training classes as necessary.

5%

6. Complete the annual Athletically Related Income form as required per department policy.

7. Comply with all Federal, State, University and Department requirements established pursuant to Title IX, including the mandatory reporting requirements for a "Responsible Employee."

8. Comply with California State Child Abuse & Neglect Reporting Act (CANRA) Law and adhere to mandatory reporting guidelines.

0%

•

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

Prior event experience in fundraising and/or in the non-profit sector.

Preferred

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, campus venues, services and departments.

Required

Experience as an outstanding writer and editor that can effectively communication to a variety of audiences and create compelling event proposals, invitations and other event related materials.

Required

Volunteer and committee management experience.

Preferred

Demonstrated skill in and/or ability to develop and implement event logistics as defined by the Sr. Director, Stewardship.

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.

Required

Persuasive with strong verbal communication skills to speak effectively to individuals and groups and to negotiate well with vendors.

Required

Creative and strategic thinker adept at creating powerful moments and memories through events.

Required

Collaborative with strong interpersonal skills and ability to build cooperative, effective relationships and bring key stakeholders into a meaningful event experience; ability to conduct/facilitate meetings and to work smoothly with vendors/external constituents.

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 work with a great degree of accuracy, prioritize, and readjust workload to manage multiple events and activities simultaneously under minimal supervision.

Required

Supervisory skills to provide clear direction to staff and interns and volunteers.

Required

Demonstrated proficiency with Microsoft Office suite and Adobe suite of applications including 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 is preferred.

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.

LOCATION AND PHYSICAL, ENVIRONMENTAL, MENTAL (PEM) REQUIREMENTS

Environment and Work Location Information

Environment Type:

Non-Clinical Setting

Location Setting:

Campus

Location:

Morgan Center

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.