Event Coordinator (Limited Appointment)

UCLA Fielding•Los Angeles, CA

20h•Onsite

About The Position

Associated Students UCLA (ASUCLA) is a student-centered organization providing services, programs, products, and facilities for the UCLA community. ASUCLA has evolved into a four-part organization, making it the largest student association in the country. The four entities are: Undergraduate Students Association, Graduate Students Association, Student Media, and Services & Enterprises. The Services & Enterprises division includes the Student Union, Event Services, UCLA Restaurants, UCLA Store, UCLA Photography, and Trademarks & Licensing. ASUCLA's goals are to provide essential products, welcoming facilities, support diversified programming, and offer outstanding services to student government, groups, and programs. The Event Coordinator (Limited Appointment) position is within the Event Services team and is responsible for event management, logistics planning, and day-of execution for events held in ASUCLA operated spaces, primarily supporting internal ASUCLA clients and Tier 1 Registered Campus Organizations. The role involves administrative functions, coordinating with suppliers, conducting post-event evaluations, and leading event staff.

Requirements

3+ years related experience in event coordination, operations or production.
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 (Outlook, PowerPoint, Word, and Excel).
Proficiency in Adobe Products.
Ability to learn additional required business systems.
Industry related BA/BS or the equivalent combination of education and experience.

Nice To Haves

Familiarity with EMS and layout software.
Familiarity with the UCLA campus.

Responsibilities

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.
Ensure proper paperwork and authorizations are completed for invoice reconciliation.
Work directly with clients to develop cost estimates and execute logistical requirements, schedules, and timelines.
Ensure all logistical components align with client expectations and approved scope.
Maintain clear communication with clients, vendors, and internal teams throughout event execution.
Create event layouts using the event diagramming platform.
Coordinate and schedule events in collaboration with campus partners and internal teams.
Submit requests for Fire Marshal approval or provide guidance to student organizations on the approval process.
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.
Provide operational support, including coordination of logistics, resource allocation, and execution support.
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 for cost-effective event execution.
Ensure all required paperwork and authorizations are completed for invoice reconciliation.
Verify event-related documentation is complete and aligned with approved event plans.
Provide ongoing training, instruction, and operational guidance to student event staff.
Develop and manage staff schedules aligned with event needs.
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.
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.
Represent the Department in meetings on behalf of Event Services leadership as needed.
Serve as backup support for operational needs as required.
Directly and indirectly supervise part-time/student staff.