Job Description

Under the general direction of the Director of Conferences, Catering, & Marketing (CCM), the incumbent is responsible for providing high-level administrative, financial, and project support to the Director and Department Heads of Conferences, Catering, & Marketing. CCM is a hospitality-focused operation of UCLA Housing & Hospitality Services that generates approximately $25M in revenues annually and employs approximately 120 full-time team members and an additional 70 individuals in either part-time or student positions. Major duties include but are not limited to project management and administrative support to the Director and executive team of UCLA Conferences, Catering and Marketing, managing the Director’s calendar, consisting of cross-campus/interdepartmental meetings, client visits, travel, and vendor presentations; as well as accounting functions, handling of customer and team-member inquiries, and generating complex reports regarding the department’s performance metrics. Assist in tracking acceptable profitable contributions necessary to maximize revenue goals. Prepare documentation for pricing and rate structures based on anticipated expenditures, inflationary trends, performance abilities and financial performance targets. Organize financial analysis of annual and long-term income projections based on current and anticipated economic trends, utilizing yield management and revenue maximization techniques. Other key duties include monitoring of annual surveys, coordination of staff enrichment and reward programs, and straightforward event/meeting management of conference/catering clientele, or department-related activities. Provide top-notch customer service to diverse clientele both over the phone and in person. Prepare and process routine correspondence including memos, letters, spreadsheets, policies and procedures, and marketing materials. Implement and maintain file systems both electronically and manually.

Job Qualifications

Demonstrated record of success in planning, budgeting, and financial analysis including budget preparation and monitoring of expenditures.
Required

Excellent analytical skills to organize data and materials to draw appropriate conclusions and make recommendations for solutions.
Required

Demonstrated skill in working as part of a team, collaborating with colleagues and maintaining cooperative working relationships. Ability to encourage and motivate individuals to work together to achieve department’s goals and objectives.
Required

Ability to interact on a one-to-one basis and in work groups using appropriate vocabulary and grammar to convey instructions and information accurately to all levels of staff, management, vendors and customers with diverse social, cultural, and educational backgrounds.
Required

Proven ability to work independently on projects, managing multiple projects at one time, using good judgment and time management skills to complete projects on time according to established deadlines.
Required

Ability to conduct research and compile reports.
Required

Ability to diagnose and troubleshoot problems, recommending or implementing solutions and following through to completion.
Required

Ability to maintain confidentiality in the work environment and use discretion when interacting with others.
Required

Ability to work in a deadline-driven environment with rapidly changing or augmented assignments and concurrent with multiple projects.
Required

Skill in performing a variety of duties, often changing from one task to another of a different nature often with frequent interruptions and/or distractions.
Required

Strong customer service skills, speaking concisely and logically, using grammatically correct language to communicate effectively with ability to maintain a professional presence at all times.
Required

Demonstrated ability in and working knowledge of basic accounting practices and principles to include reconciliation of ledgers and accruals.
Required

Skill in processing purchase orders, invoices and knowledge of accounts receivable.
Required

Skill in analyzing operating procedures and recommending necessary changes consistent with accepted practices and policies.
Required

Physical mobility sufficient to conduct site tours and event walk-throughs and able to sit and work at a personal computer for extended periods of time.
Required

Ability to utilize body language such as eye contact, facial expressions, gestures, and posture that reflect an out-going, friendly, attentive, and responsive and professional demeanor.
Required

Ability to drive a University vehicle for meeting and site inspections.
Preferred