What are the responsibilities and job description for the Events and Operations Coordinator position at UCLA?
The Luskin Center for Innovation (LCI) seeks a dynamic Events and Operations Coordinator (EOC) to proactively lead event and meeting logistics plus the day-to-day operations of the UCLA Luskin Center for Innovation (the Center). The mission of the Center is to equitably solve environmental challenges through actionable research with impacted communities and policymakers. The Center conducts nationally leading research to advance environmental equity, the human right to water, and climate action. Our approach is collaborative. We unite UCLA scholars with civic leaders to support environmental leadership at the community, state, national, and global scales.
The EOC position plays a critical role in advancing the Center's mission through daily operations, supporting Center team members, uplifting our work in events and meetings, and professionally interfacing with partners and other stakeholders. The EOC will report directly to the Operations Manager. Center leadership may also assign work related to event planning, office management, purchasing, and student worker tasks.
Job duties include:
1) Coordinate all logistics for Center events and meetings held virtually, at UCLA, and at outside venues. This includes but is not limited to managing event budgets, securing venues, arranging catering, and day-off event production including set-up and take-down. This role will allow the EOC to interact with leaders in the environmental field in Los Angeles, California, and beyond.
2) Coordinate administrative, financial, and office related tasks. This will require keeping up to date with UCLA's purchasing and travel guidelines and processes, and proactively communicating with faculty, staff, and students to prepare travel arrangements, reimbursements, purchases, and assist with the monthly ledger reconciliation. The EOC will also be responsible for the Center's office management of technology as well as space functionality, presentation, and repairs. This will include the management of the Center's inventory of supplies, equipment, space, and keys.
3) Supervise student workers. The EOC will provide training to student employees and delegate tasks to meet the Center's operational needs.
The incumbent must be a proactive, collaborative team player with superb attention to detail, a positive and helpful attitude, and a commitment to producing excellent work. Must be willing to work occasional weekends and evenings.
The position would begin on a one-year contract, which could be extended if mutually beneficial.
Percentage of Time:
100
Shift Start:
8:00 am
Shift End:
5:00 pm
Qualifications for Position
14
Records
Qualifications
Required/Preferred
1. Knowledge of UCLA procurement and reimbursement systems including BruinBuy and Concur.
Can be trained
2. Demonstrated skill in prioritizing tasks and assigning appropriate work to others.
Can be trained
3. Accounting skills sufficient to check expenditures on financial ledgers.
Required
4. Strong interpersonal skills to establish and maintain professional, effective working relationships with event speakers, event attendees, partners, faculty, staff, students.
Required
5. Written communication skills to prepare concise, logical, and grammatically correct emails, and other communication pieces.
Required
6. Skilled in scheduling and managing logistics for events including lectures and conferences.
Preferred
7. Working knowledge of computer systems (Windows environment), Microsoft Office's basic suite (Outlook, Excel, Word), and web-based collaboration tools including Google Drive, Google Apps, and Box.
Required
8. Working knowledge of web-based event registration, communication, and management systems, such as Eventbrite.
Can be trained
9. Tech savvy; comfort in managing technology orders; and coordinating with IT or directly problem solving to maintain functionality of the office printer, computers, etc.
Required
10. Experience using design programs such as InDesign and Photoshop.
Preferred
11. Ability to both take direction and work independently with minimal direction.
Required
12. Ability to manage time and workload effectively and complete assignments in a timely manner amid conflicting demands, multiple deadlines, competing requirements, and changing priorities.
Required
13. Interest in environmental sustainability and being a team player to help advance the Center's mission of environmental problem solving in collaboration with impacted communities and policymakers.
Required
14. Ability to lift 40 pounds.
Required
Additional Posting Information
Bargaining Unit:
99-Policy Covered
Application Deadline:
08-12-2023
External Posting Date:
The EOC position plays a critical role in advancing the Center's mission through daily operations, supporting Center team members, uplifting our work in events and meetings, and professionally interfacing with partners and other stakeholders. The EOC will report directly to the Operations Manager. Center leadership may also assign work related to event planning, office management, purchasing, and student worker tasks.
Job duties include:
1) Coordinate all logistics for Center events and meetings held virtually, at UCLA, and at outside venues. This includes but is not limited to managing event budgets, securing venues, arranging catering, and day-off event production including set-up and take-down. This role will allow the EOC to interact with leaders in the environmental field in Los Angeles, California, and beyond.
2) Coordinate administrative, financial, and office related tasks. This will require keeping up to date with UCLA's purchasing and travel guidelines and processes, and proactively communicating with faculty, staff, and students to prepare travel arrangements, reimbursements, purchases, and assist with the monthly ledger reconciliation. The EOC will also be responsible for the Center's office management of technology as well as space functionality, presentation, and repairs. This will include the management of the Center's inventory of supplies, equipment, space, and keys.
3) Supervise student workers. The EOC will provide training to student employees and delegate tasks to meet the Center's operational needs.
The incumbent must be a proactive, collaborative team player with superb attention to detail, a positive and helpful attitude, and a commitment to producing excellent work. Must be willing to work occasional weekends and evenings.
The position would begin on a one-year contract, which could be extended if mutually beneficial.
Percentage of Time:
100
Shift Start:
8:00 am
Shift End:
5:00 pm
Qualifications for Position
14
Records
Qualifications
Required/Preferred
1. Knowledge of UCLA procurement and reimbursement systems including BruinBuy and Concur.
Can be trained
2. Demonstrated skill in prioritizing tasks and assigning appropriate work to others.
Can be trained
3. Accounting skills sufficient to check expenditures on financial ledgers.
Required
4. Strong interpersonal skills to establish and maintain professional, effective working relationships with event speakers, event attendees, partners, faculty, staff, students.
Required
5. Written communication skills to prepare concise, logical, and grammatically correct emails, and other communication pieces.
Required
6. Skilled in scheduling and managing logistics for events including lectures and conferences.
Preferred
7. Working knowledge of computer systems (Windows environment), Microsoft Office's basic suite (Outlook, Excel, Word), and web-based collaboration tools including Google Drive, Google Apps, and Box.
Required
8. Working knowledge of web-based event registration, communication, and management systems, such as Eventbrite.
Can be trained
9. Tech savvy; comfort in managing technology orders; and coordinating with IT or directly problem solving to maintain functionality of the office printer, computers, etc.
Required
10. Experience using design programs such as InDesign and Photoshop.
Preferred
11. Ability to both take direction and work independently with minimal direction.
Required
12. Ability to manage time and workload effectively and complete assignments in a timely manner amid conflicting demands, multiple deadlines, competing requirements, and changing priorities.
Required
13. Interest in environmental sustainability and being a team player to help advance the Center's mission of environmental problem solving in collaboration with impacted communities and policymakers.
Required
14. Ability to lift 40 pounds.
Required
Additional Posting Information
Bargaining Unit:
99-Policy Covered
Application Deadline:
08-12-2023
External Posting Date:
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