Job Id: 716 # of Openings: 1

Associated Students UCLA, as a responsive student-centered organization, provides innovative and excellent services, programs, products, and facilities for the entire UCLA community. ASUCLA was created when the campus first opened in 1919. Even in the very early years, ASUCLA meant student government, student publications, and student services such as a bookstore and cafeteria. Today, ASUCLA has evolved into a four-part organization. These four entities collectively make up the largest student association in the country. The four entities are:

Undergraduate Students Association – elected representatives of the undergraduate student body.
Graduate Students Association – elected representatives of the graduate student body.
Student Media – this includes the Daily Bruin, UCLARadio.com, the Bruin Life Yearbook, and seven different magazines.
Services & Enterprises – this division is designed to meet the everyday needs of students and the campus community. Major divisions are the Student Union, Event Services, UCLA Restaurants, UCLA Store, UCLA Photography, and Trademarks & Licensing.

Goals of Associated Students UCLA:
Products - To provide essential and convenient items that are easily accessible, of high quality, and low cost, including, but not limited to, academic support, food, trademark merchandise, and convenience products. In addition, to continue evaluating the utility and convenience of all products to make improvements that will best serve the UCLA community.

Facilities - To provide a welcoming environment that contains as much space as possible for the optimal functioning of general academic support, student governments, student organizations, and social gatherings. To have state-of-the-art venues for programming and efficient, aesthetic, and multi-functional commercial outlets.

Programs - To provide and support a diversified array of programming by prioritizing student-run, student-initiated, student-centered programming that reflects the needs of the campus community in order to enhance educational, cultural, and developmental social interaction.

Services - To provide an outstanding level of support to student government, student groups, and student programs through the state-of-the-art office and community spaces, and by providing adequate financial resources and personnel to ensure an active and vibrant campus life.

Event Coordinator (Limited Appointment)
Hourly Range: $25.00- $27.00
Department: Event Services

Summary of Key Responsibilities:

Under the direction of the Interim Event Operations Manager, the Event Coordinator (EC) is responsible for event management, including logistics planning and day-of execution/coordination for events and meetings held in the ASUCLA operated meeting and venue spaces. The incumbent primarily supports ASUCLA internal clients and Tier 1 Registered Campus Organizations reserving Bruin Plaza, ensuring a high-quality event experience from planning through execution. As part of the ASUCLA Event Services team, the Event Coordinator performs a wide range of event-specific project and administrative functions, maintaining detailed and organized event files, ensuring policies and procedures are followed and properly documented, coordinating with suppliers, and conducting post-event evaluations. The Event Coordinator event staff, including hiring, training, scheduling, and providing leadership, direction, and ongoing support to ensure successful event execution.

Event Management & Execution

Lead planning, coordination, and day-of execution for assigned events
Ensure all logistical requirements, timelines, and event plans are executed accurately
Serve as the primary on-site contact during event execution
Maintain detailed and organized event files and documentation
Conduct post-event evaluations to assess performance and identify improvements
Ensures proper paperwork and authorizations are completed for invoice reconciliation.

Client & Event Coordination

Works directly with clients to develop cost estimates, and is responsible for executing all logistical requirements, schedules, and timelines in alignment with approved event plans.
Ensure all logistical components align with client expectations and approved scope
Maintain clear communication with clients, vendors, and internal teams throughout event execution

Event Design & External Coordination

Create event layouts using the event diagramming platform to ensure accurate setup and execution
Coordinate and schedule Bruin Plaza events in collaboration with campus partners and internal teams
Submit requests for Fire Marshal approval as required, or provide guidance to student organizations on the approval process

Vendor & Operational Coordination

Partner with internal departments and vendors to ensure all operational requirements are fulfilled
Coordinate delivery and pickup schedules, setup/strike timelines, and resource coordination
Maintain communication between vendors, crew, and support staff to ensure seamless execution

Inventory & Resource Management

Provide operational support to the Interim Event Operations Manager, including coordination of logistics, resource allocation, and execution support as needed
Coordinate inventory control and resource sourcing for events
Coordinate ordering processes and ensure availability of required equipment and materials
Optimize use of resources, equipment, and staffing to support cost-effective event execution

Financial & Documentation Support

Ensure all required paperwork and authorizations are completed for invoice reconciliation
Verify event-related documentation is complete and aligned with approved event plans

Team Leadership & Scheduling

Provide ongoing training, instruction, and operational guidance to student event staff to support effective event execution
Develop and manage staff schedules aligned with event needs

Policy Compliance & Risk Management

Ensure all events are executed in compliance with ASUCLA, UCLA, and UC Regental policies
Verify proper documentation and approvals are in place prior to event execution
Monitor adherence to safety, operational, and risk management requirements

Process Improvement & Program Support

Develop and monitor event procedures and systems to improve efficiency and consistency
Assist in coordinating Association and Division-wide programs and events
Identify opportunities for operational improvements based on event outcomes

Administrative & Additional Responsibilities

Represent the Department in meetings on behalf of Event Services leadership as needed
Partner with internal departments and vendors to ensure all operational requirements are fulfilled
Serve as backup support for operational needs as required

Qualifications:

Requires 3+ years related experience in event coordination, operations or production. Experience must demonstrate: exceptional project management skills, including budget and vendor management; ability to successfully manage production timelines and multiple onsite teams; strong interpersonal and relationship building skills; ability to work efficiently and independently in a fast-paced, dynamic environment under tight deadlines; solid verbal and written communication skills; effective customer service skills with strong organizational and time management skills. Proficiency in Microsoft Office (i.e. Outlook, PowerPoint, Word, and Excel), and Adobe Products with the ability to learn additional required business systems as needed is a must. Familiarity with EMS and layout software is desired. Familiarity with the UCLA campus is preferred. Industry related BA/BS or the equivalent combination of education and experience is required.

Desired Characteristics:

Self-motivated, outgoing, positive attitude, personable and service-minded; Personal drive seeking to develop self and others; Detailed and resourceful, and possesses excellent problem-solving skills; Exercise a high degree of initiative and professionalism; Creative, out of the box thinker with an ability to pro-actively anticipate obstacles and create solutions; Resilient working in an environment where you wear 'multiple hats' and multi task; Thrives in working effectively with team members and relishes a diverse work environment; Detailed and resourceful; Able to react quickly and with grace to deviations in plans

Supervises:

Directly and indirectly supervises part-time/student staff.

Physical Requirements:

Frequent walking, standing, sitting, reaching, gripping, bending, stooping, pushing, pulling; occasional lifting up to 50 lbs.

Background Verification:

Fingerprinting Background Verification required.

Work Location:
This position requires in-person, on-site presence within the ASUCLA operated spaces to support event activities. The office hours are Monday-Friday 9am- 6pm, and on occasion include evenings and weekends.

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Event Coordinator (Limited Appointment)

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