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 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 include 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 with 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 Manager:

Salary Range: $52,369- $65,000

Department: Event Services

Essential Duties and Responsibilities:

Under the direction of the Event Services Division Manager, the Event Manager is responsible for identifying, developing, planning, organizing, and executing meetings and events in ASUCLA facilities for key client base. Ensures maximum customer service delivery levels, and adherence to established policies and procedures. The ideal candidate will be outgoing, creative, detail-oriented, exercise initiative and professionalism, customer-service oriented, thrives working with a diverse team and work environment, passionate in developing student employees, and the ability to manage relationships with diverse stakeholders.

• Oversees logistical aspects and execution oversight of the event planning and coordination for UCLA students, including registered campus organizations, University departments, ASUCLA entities, and external clients including performing event walkthroughs, evaluating and responding to reservation request, explaining the reservation process, determining the appropriate venue location, pricing structure, monitoring venue maintenance needs, and services such as audio-visual and sound equipment, catering, parking, security, event staffing, provides a compilation of estimated event charges, ensures proper paperwork including confirmation notification and authorizations are completed, evaluation, and clarifies the payment process.
• Utilizes a complex computerized system to reserve and assign available venue space in ASUCLA facilities, to generate quality events and meeting space room layout diagrams, and to schedule student employees.
• Coordinates with internal and external vendors to ensure all event details are incorporated into the reservation. Arrange accommodations, facility maintenance, facility custodial, and catering request as needed. Identify potential risk associated with the event and develop strategies to mitigate.
• Hires, schedules, trains, evaluates and counsels staff in all activities
• Maintains knowledge of current ASUCLA, UCLA, UC System policies and procedures, interprets, disseminates information to clients or other interested parties, and ensures compliance.
• Contributes to the overall development of polices and procedures, and guidelines to build a successful Event Services Division. Provides constructive modifications or suggestions for improvements in methods, techniques, services, policies and procedures.
• Prepares reports, client contracts, analysis of event activities, daily operational paperwork, and ensures that event support staff receives reports on a routine basis.
• Develops and maintain customer relationships, effective communication with campus departments to understand campus event calendar and needs.
• Creates and implement marketing strategies to target audience. Coordinate promotion of events through digital marketing platforms to increase visibility and engagement.
• Engages actively in a professional association, participate and attend networking events such as trade shows to bring awareness and generating revenue.
• Works closely with Division Manager on advertising income initiatives, marketing efforts to increase event revenue from non-UCLA student clients, strategic growth of the division, meet the budgetary goals for the academic year, identify market trends, generate sales leads, and partner and network in industry organizations.
• Hires, schedules, trains, evaluates, and counsel student staff in event activities, student development to ensure excellent student experience and student success.
• Assists with the procuring event invoices, accounts receivable, accounts payable, month-end closing, annual budget preparation process, event invoice processing, and performs financial tracking and reconciliation
• Promote ASUCLA as a primary partner for one-stop shoe event coordination services, products, venue management, catering, and competitive pricing structure.
• In the absence of the Division Manager of Event Services, represents the division on ASUCLA/UCLA committees or meetings as needed.
• Assist in other areas of Event Services or the Student Union Division and perform special assignments.
  
  
  

Qualifications:

Requires 4+ years related experience in event planning, event management, and event sales. Experience working in a higher education setting such as student unions. BA/BS or the equivalent combination of education and experience is required. Professional experience must demonstrate the following skillsets: effective interpersonal and intrapersonal, relationship building, work efficiently and independently in a fast-paced environment, verbal and written communication, negotiate and contract management, handle multiple priorities and meet timelines, strong organizational and time management, marketing and promotions, supervisory skills. Proficient in Microsoft Office, Adobe Products, and event management software and tools. Familiarity with the UCLA campus is preferred. Ability to work evenings and weekends as needed.

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.