Department : Development - UCLA Athletics
Supervises : Support staff
Salary : Up to $90,000
Payroll Classification: Events Specialist 3
Req Nbr : 7870
Position Summary
UCLA’s sports championship history stands out as one of the most impressive of any university. Built on a foundation of student athletes that perform at an elite level in their sports, studies and public service, philanthropy makes their achievements possible. Imaginative, engaging and meaningful event bring our donors together, keep them aware of our priorities, abreast of our achievements and involved in providing the necessary support for our athletes and athletics programs to thrive. As UCLA Athletics’ Director, Events you will bring your love for planning, stellar organizational skills and desire to make an impact to our team through the events you will manage. In this role, you will be responsible for the planning and execution of all Development and select Athletics special events of a wide variety and moderate complexity that will advance the goals of UCLA’s Department of Intercollegiate Athletics (DIA). Key to the success of our events is the strong cultivation of relationships with our internal and external partners. This is a great opportunity to expand your event experience and expertise as you work with us to bring together our key stakeholders.
Primary Responsibilities
As our Director, Events you will work closely with the Sr. Director of Stewardship and in collaboration with the frontline fundraising team, the Director of the Bruin Varsity Club, our communications and marketing department, and individual sports teams. In this role, you will be responsible for all aspects of event planning, execution and follow up, including budget projections, management and associated financial transactions. You will also design various communications that inspire action and response and will maintain accurate and complete archive materials on all assigned events. Your strong interpersonal and relationship management skills will enable you to develop and maintain cooperative working with colleagues across campus, as well as internal colleagues such as those in Facilities, Catering, A/V, UCLA Events and UCPD. In addition, you will work with external vendors and other constituents as needed. As a valued member of our team, you will be given the guidance, inspiration and resources to excel and make significant achievements as part of our environment of excellence. We encourage you to bring your ability to conceptualize, plan and manage successful events, provide guidance to staff and volunteers supporting events and your sense of creativity and resourcefulness and join us!
Qualifications
1. A minimum of five years of professional event management experience.
2. Prior event experience in fundraising and/or in the non-profit sector is preferred.
3. Experience with/working knowledge of all logistical support elements of special events and event production including experience working directly with vendors, preferably in a development and/or university environment.
4. Experience creating, managing and tracking event budgets; knowledge of university budget and purchasing procedures is essential, as is working knowledge of event-related university policies and procedures, campus venues, services and departments.
5. Experience as an outstanding writer and editor that can effectively communication to a variety of audiences and create compelling event proposals, invitations and other event related materials.
6. Volunteer and committee management experience is preferred.
7. Demonstrated skill in and/or ability to develop and implement event logistics as defined by the Sr. Director, Stewardship.
8. Ability to handle external constituents with tact and diplomacy, especially when engaged in high-pressure situations.
9. Knowledge of event protocols and procedures preferably in a university and/or non-profit setting.
10. Demonstrated skills at negotiating and exchanging ideas/info to formulate/implement procedures, programs and goals; ability to analyze complex programmatic problems and situations and quickly determine viable alternatives.
11. Ability to comprehend/organize materials/info and to identify potentially more effective methods of operation and to explain procedures/reasoning in a concise, logical, thorough and practical manner.
12. Persuasive with strong verbal communication skills to speak effectively to individuals and groups and to negotiate well with vendors.
13. Creative and strategic thinker adept at creating powerful moments and memories through events.
14. Collaborative with strong interpersonal skills and ability to build cooperative, effective relationships and bring key stakeholders into a meaningful event experience; ability to conduct/facilitate meetings and to work smoothly with vendors/external constituents.
15. Highly organized and detail oriented with strong time/project management skills; ability to work equally well independently and as part of a team; able to work with a great degree of accuracy, prioritize, and readjust workload to manage multiple events and activities simultaneously under minimal supervision.
16. Supervisory skills to provide clear direction to staff and interns and volunteers.
17. Demonstrated proficiency with Microsoft Office suite and Adobe suite of applications including Photoshop; ability to learn new technologies in a prompt and efficient manner.
18. Knowledge of rules and regulations of the police and fire departments, U.S. Postal Service and Alcoholic Beverage Control department in relation to event planning is preferred.
19. Ability to lift and/or move boxes and/or equipment up to 35 lbs.
20. Ability to travel to off-site vendors and attend events during regular business hours, evenings and weekends in an efficient manner; often with little advanced notice.
21. Bachelor’s degree is preferred.
Employment is contingent upon completion of a satisfactory background check.
The University of California is an Equal Opportunity/Affirmative Action Employer advancing inclusive excellence. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, age, protected veteran status, or other protected categories covered by the UC nondiscrimination policy.
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