Summary of Key Responsibilities:
Under direction of the Student Union Director, the Event Services Division Manager is responsible for strategic vision, operational and financial oversight of Student Union Event Services including the personnel management of Event Manager(s), Event Coordinator(s), Reservation Coordinator(s), and student employees. Directs all activities within the division to ensure the efficient and smooth execution of all internal, UCLA departments, and external client events according to established policies and procedures and ensuring maximum levels of customer service. Managing high-profile events and key corporate partnerships. Responsible for measuring event success by administering customer service satisfaction surveys and analyzing the data to report on key performance indicators (KPIs).
Identifies, develops, and cultivates relationships to drive event services sales and exceed revenue goals. Acts as the liaison to ASUCLA and University departments, particularly the UCLA Events Office, for the communication of event-related information. Effectively partner with other university entities to leverage large-scale external client opportunities. Responsible for generating revenue through events, advertising, and innovative efforts. Annually review and propose pricing structure for event services by completing a competitor’s cost assessment on and off campus. Periodically reviews quotes for event services, ensuring that the proper paperwork and authorizations are completed. Responsible for Event Services accounting such as month-end close and fiscal year-end activities. Ensures accurate bookkeeping of all event revenue and expenditures. Assists with annual budget preparation and performs financial tracking, invoice processing for accounts payable and receivable, and reconciliation. Performs reporting/analysis of Division activities.
Responsible for maintenance of all software systems and databases relating to Event Services. Researches, evaluates, recommends, and provides purchasing support on project management for capital projects, equipment related to event services. Oversee the monitoring venue location maintenance and equipment inventory. Develop event services marketing strategies that align with the overall ASUCLA Student Union objectives and goals. Creating and managing timelines and budgets for event services marketing outreach campaigns. In collaboration with the Marketing Division, designing and implementing promotional activities to bring visibility and awareness to the Event Services offerings. Leveraging social media and digital marketing tools to enhance promotions and audience reach. Staying abreast of industry trends, technology, and best practices to continuously improve event services effectiveness and efficiency. Annually, as needed, updating the Event Services webpage.
Directs the development and implementation of training and professional development for cross-functional teams, career and student employees. Meets regularly with staff and notifies student employees of policy and procedural changes affecting event services division. Recommends and implements new/enhanced policies and procedures. Updates all staff manuals, event emergency protocols, employee workplace safety. Hires, schedules, trains, evaluates and counsels staff in all activities. Assists in other areas of the Division, and performs special assignments. Hours may include evenings and some weekends.
Qualifications:
Requires 5+ years of management experience in event planning, facility management or a related field. Experience must demonstrate: effective personnel management, organization and development practices; strong communication skills and effective interface with diverse individuals/groups; effective proposal and presentation development/delivery; experience in financial planning and expense control. Requires EMS, PC word processing/spreadsheet proficiency. Related BA/BS required, or the equivalent combination of experience and education.
Supervises:
Directly and indirectly supervises professional and part-time 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.
