What are the responsibilities and job description for the Event Manager, Development Events (HYBRID) position at UCLA?
As the largest department with UCLA External Affairs, UCLA Development raises funds to advance the university's mission. As an Events Manager within UCLA Development Events you will bring your love for planning, stellar organizational skills and desire to make an impact to our team. This is an opportunity to be part of a dynamic team in a supportive environment that is committed to creating and executing successful events that further UCLA Development's fundraising programs and initiatives.
As an Event Manager for UCLA Development Events, you will plan and implement small events and portions of larger events, such as lectures, panel discussions, symposia, banquets, meetings and other fundraising events that will advance the development goals of the University. Under the guidance of the Senior Director of Events, you will be responsible for all aspects of small event planning, execution, and follow up including managing budgets and associated financial transactions. As an Event Manager, you will work with Development events staff on aspects of larger and more complex events and will also maintain accurate and complete archive materials on all central Development events. In this role, you will develop and maintain cooperative working relationships and consult with development officers, academic leadership, and colleagues across campus, including faculty, deans, as well as other internal constituents such as those in Facilities, Catering, A/V, UCLA Events and UCPD. You will work with other external constituents as needed. In addition, you will be given the tools and resources to grow and expand your career through opportunities for personal and professional development.
**Please note, this is a hybrid position.**
Percentage of Time:
100
Shift Start:
8:00 am
Shift End:
5:00 pm
Qualifications for Position
15
Records
Qualifications
Required/Preferred
1. Minimum of two years of client-facing professional event management roles of increasing responsibility to include demonstrated skill in on-site and virtual event management/production.
Required
2. Knowledge of all logistical support elements of special events and event production including experience working directly with vendors including catering, printed material design, rentals, complex audio/video set-up, mailing, parking, security and contracts.
Required
3. Experience creating production schedules, timelines and logistical outlines; ability to negotiate and exchange ideas and information to formulate and implement procedures, programs and goals; and ability to analyze complex programmatic problems and situations to quickly determine viable alternatives.
Required
4. Ability to comprehend and organize materials and information, identify potentially more effective methods of operation and to explain procedures and reasoning in a concise, logical, thorough and practical manner to individuals and in a group setting.
Required
5. Demonstrated ability to motivate, educate and direct support staff and volunteers.
Required
6. Strong interpersonal skills and ability to build cooperative, effective relationships with a wide variety of internal and external constituents; working knowledge of social, business and academic protocol.
Required
7. Outstanding writing and editing skills to effectively communicate to a variety of audiences; experience creating invitations, event proposals, reports, advertisements, brochures, and marketing materials using correct formats and proper grammar.
Required
8. Highly organized and detail oriented with ability to work independently and prioritize, manage and readjust workload to meet competing deadlines in a dynamic and ever changing environment under minimal supervision.
Required
9. Proficiency in Microsoft suite of applications to include Word, Excel, Access, Outlook, and PowerPoint; able to learn new technologies in a prompt and efficient manner.
Required
10. Strong team building skills and experience working as a member of a team toward common goals and objectives with ability to respond to inquiries and concerns in a customer service environment.
Required
11. Ability to travel to off-site vendors and events during regular business hours, evenings and weekends in an efficient manner; often with little advanced notice.
Required
12. Ability to lift and/or move boxes and/or equipment up to 35 lbs.
Required
13. Experience creating, managing, and tracking event budgets, including reconciling expenses, analyzing and projecting trends, and producing reports is preferred.
Preferred
14. Knowledge of University budgetary procedures; working knowledge of the External Affairs Events Database and campus Bruin Buy system is preferred as is knowledge of event-related University policies and procedures; and UCLA campus venues, services and departments.
Preferred
15. Knowledge of rules and regulations of the police department, fire department, U.S. Postal Service and Alcoholic Beverage Control department in relation to event planning is preferred.
Preferred
Additional Posting Information
Bargaining Unit:
99-Policy Covered
Application Deadline:
02-03-2024
External Posting Date:
As an Event Manager for UCLA Development Events, you will plan and implement small events and portions of larger events, such as lectures, panel discussions, symposia, banquets, meetings and other fundraising events that will advance the development goals of the University. Under the guidance of the Senior Director of Events, you will be responsible for all aspects of small event planning, execution, and follow up including managing budgets and associated financial transactions. As an Event Manager, you will work with Development events staff on aspects of larger and more complex events and will also maintain accurate and complete archive materials on all central Development events. In this role, you will develop and maintain cooperative working relationships and consult with development officers, academic leadership, and colleagues across campus, including faculty, deans, as well as other internal constituents such as those in Facilities, Catering, A/V, UCLA Events and UCPD. You will work with other external constituents as needed. In addition, you will be given the tools and resources to grow and expand your career through opportunities for personal and professional development.
**Please note, this is a hybrid position.**
Percentage of Time:
100
Shift Start:
8:00 am
Shift End:
5:00 pm
Qualifications for Position
15
Records
Qualifications
Required/Preferred
1. Minimum of two years of client-facing professional event management roles of increasing responsibility to include demonstrated skill in on-site and virtual event management/production.
Required
2. Knowledge of all logistical support elements of special events and event production including experience working directly with vendors including catering, printed material design, rentals, complex audio/video set-up, mailing, parking, security and contracts.
Required
3. Experience creating production schedules, timelines and logistical outlines; ability to negotiate and exchange ideas and information to formulate and implement procedures, programs and goals; and ability to analyze complex programmatic problems and situations to quickly determine viable alternatives.
Required
4. Ability to comprehend and organize materials and information, identify potentially more effective methods of operation and to explain procedures and reasoning in a concise, logical, thorough and practical manner to individuals and in a group setting.
Required
5. Demonstrated ability to motivate, educate and direct support staff and volunteers.
Required
6. Strong interpersonal skills and ability to build cooperative, effective relationships with a wide variety of internal and external constituents; working knowledge of social, business and academic protocol.
Required
7. Outstanding writing and editing skills to effectively communicate to a variety of audiences; experience creating invitations, event proposals, reports, advertisements, brochures, and marketing materials using correct formats and proper grammar.
Required
8. Highly organized and detail oriented with ability to work independently and prioritize, manage and readjust workload to meet competing deadlines in a dynamic and ever changing environment under minimal supervision.
Required
9. Proficiency in Microsoft suite of applications to include Word, Excel, Access, Outlook, and PowerPoint; able to learn new technologies in a prompt and efficient manner.
Required
10. Strong team building skills and experience working as a member of a team toward common goals and objectives with ability to respond to inquiries and concerns in a customer service environment.
Required
11. Ability to travel to off-site vendors and events during regular business hours, evenings and weekends in an efficient manner; often with little advanced notice.
Required
12. Ability to lift and/or move boxes and/or equipment up to 35 lbs.
Required
13. Experience creating, managing, and tracking event budgets, including reconciling expenses, analyzing and projecting trends, and producing reports is preferred.
Preferred
14. Knowledge of University budgetary procedures; working knowledge of the External Affairs Events Database and campus Bruin Buy system is preferred as is knowledge of event-related University policies and procedures; and UCLA campus venues, services and departments.
Preferred
15. Knowledge of rules and regulations of the police department, fire department, U.S. Postal Service and Alcoholic Beverage Control department in relation to event planning is preferred.
Preferred
Additional Posting Information
Bargaining Unit:
99-Policy Covered
Application Deadline:
02-03-2024
External Posting Date:
Salary : $26 - $53
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