Event Manager

EVENTS SPEC 2 (006291)

UCPath Position ID: MI-DPT319000-JC006291-PD168509

Position Description History/Status

For Reference ONLY - PeopleAdmin JA Number:

807759

Approved Date:

11/7/2024 12:35:46 PM

Date Last Edited:

11/7/2024 12:35:44 PM

Last Action Effective Date:

8/2/2021

Organization Details

Business Unit (Location):

LACMP

Organization Code:

5000O

Organization:

ADMINISTRATIVE VICE CHANCELLOR         

Division Code:

5901D

Division:

ADMINISTRATION                         

Department:

319000 - UCLA EVENTS OFFICE

Position Details

UCPath Position Number:

MI-DPT319000-JC006291-PD168509

Position Description ID

168509

UC Payroll Title:

EVENTS SPEC 2 (006291)

Personnel Program

Professional and Support Staff (PSS)

Salary Grade:

Grade 19

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):

2 - Staff: Career

Full-Time Equivalent (FTE)

1

SUPERVISION

UCPath Reports to Position Number:

40058275

Reports to Payroll Title:

EVENTS SUPV 2

UCPath Department Head Position Number:

40058218

Department Head Payroll Title:

EVENTS MGR 1

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.

POSITION SUMMARY

Responsible for events, film shoots and other related duties assigned by the Assistant Director and/or the Principal Event Managers. Work independently or with other event managers. Responsible for customer service, budget and contract development, planning, execution, billing and audit processes for both internal and external events. Provide on-site coordination and supervision of all aspects of event management and production. Provide supervision to Assistant Public Event Manager(s) and support staff, as well as temporary event staff, as required. Responsible for assisting in Events Office marketing efforts and customer outreach efforts.

Customer Service

1. Routinely interact with customers to determine highest priorities. Tailor products and services to meet needs of the client. (E)  2. Conduct formal Customer Satisfaction Surveys. (E)  3. Provide University representation to external clients and organizations. (E)  4. Network effectively with a wide array of campus service providers to ensure that venues, programs and services are provided in a competent and efficient manner. (E)  5. Arrange for client site visits and coordinate campus services and venue staff as needed. (E)  6. Check availability and reserve indoor and outdoor venues as necessary on behalf of the client. (E)  7. Conduct comprehensive analysis of client's event requirements, and translate these requirements into tangible services and budgetary proposals. (E)  8. Provide information to callers or visitors regarding events, campus services and the UCLA Events Office. (E)

25%

Event Management

1. Provide on-site coordination and event management of assigned events. (E)  2. Monitor and ensure compliance of all events with contract and budgetary requirements. (E)  3. Provide supervision as required of event set up, strike and restoration activities in cooperation with campus departments and service providers. (E)  4. Ensure event compliance with University policies, including Insurance and Risk Management guidelines. (E)  5. Supervise coordination of Campus departments and service providers. (E)  6. Ensure the Events Office Assistant Director and/or Director are informed and updated on a regular basis of all aspects of event production, including load in, show and strike. (E)

50%

Administration

1. Participate in the establishment and implementation of operational polices. (E)  2. Responsible for developing contract documents, cost estimates, venue information and program information. (E)  3. Responsible for ensuring products and services from campus departments and off campus vendors are secured and accurately completed. (E)  4. Ensure that the use of University venues by outside organizations meets all University and departmental criteria and policies. (E)  5. Responsible for ensuring that documentation, including log sheets, financial reviews, production schedules, cost summaries, and event budgets are created and updated on a regular basis. (E)  6. Ensure that client payment, ground plans, insurance certificates, and permits are received on time per contract. (E)

15%

Other Duties and Tasks

1. Provide assistance to office in receiving telephone calls and other inquiries. (E)  2. Assist with development of departmental strategic plans, marketing efforts, customer surveys, action plans, and performance metrics. (E)  3. Participate in ongoing training programs to advance job skills and career development. (E)  4. Special projects as deemed necessary. (E)

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

Bachelor's degree in related area and/or equivalent experience

Preferred

Demonstrated professional experience working in the events or film production industry.

Preferred

1. Excellent Communication Skills: Proficient in using language and appropriate vocabulary to obtain and convey information professionally, with diplomacy and clarity. This includes writing clear and grammatically correct materials, such as production reports and event briefings.

Required

2. Event Management Knowledge: Demonstrated working knowledge of event management principles and event production. Professional experience working with event vendors and/or venue managers and event customers and/or clients. 

Required

3.  Contract and Budget Management: Ability to create, establish, and manage event contracts and budgets effectively.

Required

4.  Organizational and Detail Orientation: Highly organized and detail-oriented, with effective follow-up skills and the ability to prioritize assignments under pressure of deadlines.

Required

5. Collaboration and Interpersonal Skills: Strong interpersonal skills to work cooperatively with University staff and representatives from non-University organizations, and the ability to be an active team member.

Required

6. Technical Proficiency: Demonstrated skill in using Microsoft Office Suite (Word, Access, Excel, PowerPoint, Outlook) and a PC compatible computer.

Required

7. Independent and Collaborative Work: Ability to work independently and collaboratively to prioritize work demands and staff resources to meet anticipated event deadlines.

Required

8. Flexible Schedule: Willingness and availability to work a flexible schedule, including evenings and weekends.

Required

9.  Familiarity with UCLA Facilities: Knowledge of UCLA facilities, including classrooms, outdoor spaces, and other venues available for event programming.

Preferred

10.  Understanding of University event policies: Knowledge of University policies and procedures regarding the use of campus facilities for non-academic purposes and restrictions on their use.

Preferred

11.  Experience with Student Organizations: Experience working with students and student organizations, including understanding related issues as they pertain to events on a college or university campus

Preferred

12. Ability to Manage Competing Workloads: Proven ability to prioritize work effectively and complete assignments under the pressure of competing workloads and deadlines.

Required

SPECIAL REQUIREMENTS AND/OR CONDITIONS OF EMPLOYMENT

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

Age Requirement: Candidate(s) must be 18 years or older to be eligible to be hired.

LOCATION AND PHYSICAL, ENVIRONMENTAL, MENTAL (PEM) REQUIREMENTS

Environment and Work Location Information

Environment Type:

Non-Clinical Setting

Location Setting:

Campus

Location:

Standing/Walking

X

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

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.