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Event Coordinator (Limited Appointment)
Job Location:
Job Location:
Los Angeles, CA - USA
Monthly Salary:
$ 25 - 27
Monthly Salary:
Posted:
17 June 2026 (30+ days ago)
Posted:
Application Deadline:
14 September 2026
Application Deadline:
Vacancies:
1 Vacancy
Vacancies:
Job Summary
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 very 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 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 are the 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 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 that contains 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 Coordinator (Limited Appointment)
Hourly Range: $25.00- $27.00
Department: Event Services
Summary of Key Responsibilities:
Under the direction of the Interim Event Operations Manager the Event Coordinator (EC) is responsible for event management including logistics planning and day-of execution/coordination for events and meetings held in the ASUCLA operated meeting and venue spaces. The incumbent primarily supports ASUCLA internal clients and Tier 1 Registered Campus Organizations reserving Bruin Plaza ensuring a high-quality event experience from planning through execution. As part of the ASUCLA Event Services team the Event Coordinator performs a wide range of event-specific project and administrative functions maintaining detailed and organized event files ensuring policies and procedures are followed and properly documented coordinating with suppliers and conducting post-event evaluations. The Event Coordinator event staff including hiring training scheduling and providing leadership direction and ongoing support to ensure successful event execution.
Event Management & Execution
- 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
- Ensures proper paperwork and authorizations are completed for invoice reconciliation.
Client & Event Coordination
- Works directly with clients to develop cost estimates and is responsible for executing all logistical requirements schedules and timelines in alignment with approved event plans.
- Ensure all logistical components align with client expectations and approved scope
- Maintain clear communication with clients vendors and internal teams throughout event execution
Event Design & External Coordination
- Create event layouts using the event diagramming platform to ensure accurate setup and execution
- Coordinate and schedule Bruin Plaza events in collaboration with campus partners and internal teams
- Submit requests for Fire Marshal approval as required or provide guidance to student organizations on the approval process
Vendor & Operational Coordination
- 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 to ensure seamless execution
Inventory & Resource Management
- Provide operational support to the Interim Event Operations Manager including coordination of logistics resource allocation and execution support as needed
- 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 to support cost-effective event execution
Financial & Documentation Support
- Ensure all required paperwork and authorizations are completed for invoice reconciliation
- Verify event-related documentation is complete and aligned with approved event plans
Team Leadership & Scheduling
- Provide ongoing training instruction and operational guidance to student event staff to support effective event execution
- Develop and manage staff schedules aligned with event needs
Policy Compliance & Risk Management
- 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
Process Improvement & Program Support
- 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
Administrative & Additional Responsibilities
- Represent the Department in meetings on behalf of Event Services leadership as needed
- Partner with internal departments and vendors to ensure all operational requirements are fulfilled
- Serve as backup support for operational needs as required
Qualifications:
Requires 3 years related experience in event coordination operations or production. Experience must demonstrate: 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 (i.e. Outlook PowerPoint Word and Excel) and Adobe Products with the ability to learn additional required business systems as needed is a must. Familiarity with EMS and layout software is desired. Familiarity with the UCLA campus is preferred. Industry related BA/BS or the equivalent combination of education and experience is required.
Desired Characteristics:
Self-motivated outgoing positive attitude personable and service-minded; Personal drive seeking to develop self and others; Detailed and resourceful and possesses excellent problem-solving skills; Exercise a high degree of initiative and professionalism; Creative out of the box thinker with an ability to pro-actively anticipate obstacles and create solutions; Resilient working in an environment where you wear multiple hats and multi task; Thrives in working effectively with team members and relishes a diverse work environment; Detailed and resourceful; Able to react quickly and with grace to deviations in plans
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.
Work Location:
This position requires in-person on-site presence within the ASUCLA operated spaces to support event activities. The office hours are Monday-Friday 9am- 6pm and on occasion include evenings and weekends.
This position requires in-person on-site presence within the ASUCLA operated spaces to support event activities. The office hours are Monday-Friday 9am- 6pm and on occasion include evenings and weekends.
Required Experience:
IC
About Company
On a clear day, UCLA. That's an old joke, but the University of California, Los Angeles certainly qualifies as "old school," having been founded in 1919. With its 419-acre campus in the Westwood Village area of LA, UCLA has one of the largest enrollment of students among the UC school ... View more
