Administrative and Program Coordinator
: Job Details :

Position Summary

Under the direct supervision of the Director of the Undergraduate Research Humanities, Arts, and Social Sciences (URC-HASS), the Administrative and Program Coordinator serves as the primary coordinator for all URC-HASS programs, including the Student Research Program (SRP), the Undergraduate Research Fellows Program (URFP), the Undergraduate Research Scholars Program (URSP), the Mellon Mays Undergraduate Fellowship program (MMUF), the Mellon Mays Writing and Research Training Program (MMUF WRTP), the Summer Research Incubator (SRI), the Keck/UCLA Humanistic Inquiry Research Awards (Keck), the Transfer Research Entry Program (TREP), the RAP Lab Fellowship, UCLA Undergraduate Research Week, the Travel Grant program, the Aleph Journal, the Undergraduate Research Portal, and URC-HASS workshops, events, courses, initiatives, and collaborations with other departments and divisions. Responsibilities include: informing and advising students and faculty about program applications and requirements; handling URC-HASS phone, e-mail, and walk-in inquiries; managing the URC-HASS office space; planning workshops and events; planning and conducting information presentations; working with the Director and Assistant Directors on the short- and long-term planning of Undergraduate Research Week; leading the communications campaign for Undergraduate Research Week; designing brochures and other marketing materials for URC-HASS programs; and monitoring expenditures and purchases for URC-HASS programs and events. The Administrative and Program Coordinator also prepares financial reports and projections, performs accounts payable functions and processes travel reimbursements, manages and supervises student workers, handles personnel/payroll administration for student employees, processes student scholarships and stipends, and completes general program outreach. The Administrative and Program Coordinator reports to the URC-HASS Director, with work assignments from the Director and Assistant Directors. The URC-HASS is part of the Division of Undergraduate Education in the UCLA College. It serves all undergraduate students in arts, humanities, social science, and behavioral science disciplines through research opportunities and support .

Salary & Compensation

* UCLA provides a full pay range. Actual salary offers consider factors, including budget, prior experience, skills, knowledge, abilities, education, licensure and certifications, and other business considerations. Salary offers at the top of the range are not common. Visit UC Benefit package to discover benefits that start on day one, and UC Total Compensation Estimator to calculate the total compensation value with benefits.

Qualifications

Demonstrated skill and ability in coordinating programs, projects, and activities as demonstrated by determining procedures or courses of action, selecting methods and implementation, and prioritizing program objectives and tasks. Demonstrated office administration and program administration skills and experience. Ability to effectively communicate program information to students, parents, faculty, administrators, and others who might not be familiar with the programs. (Required) Ability to analyze and research information and data, and to solve problems and make sound recommendations applying knowledge of university's administration, organization, policies, procedures, and practices. Skill in working independently, with initiative and minimum direction, prioritizing assignments and completing work in a timely manner when there are changes in workload, changes in assignment, pressures of deadlines, and interruptions. Demonstrated skill in event planning. Ability to coordinate the logistics of planning and implementation of small- to large-scale events. Ability to effectively counsel and advise students with program questions and concerns. Ability to work and make timely progress on multiple time-sensitive and continuing tasks. (Required) Detailed knowledge of URC-HASS programs, services and procedures. Working knowledge of Counselor Desktop and OASIS (online access to student information systems). Working knowledge of wordpress website design and maintenance. Working knowledge of and experience in creating, maintaining and formatting spreadsheets and databases and in producing correspondence, documents, and reports utilizing word processing, spreadsheet, database and file applications, email. Ability to relate general personnel and payroll information to persons not familiar with detailed policies and procedures. (Preferred) Demonstrated ability to perform extremely detailed work in an accurate and timely manner. Demonstrated skill and ability to make presentations to individuals or groups of varying size which are organized and informative, taking into account varying degrees of expertise and familiarity with program concepts and special language. (Required) Skill in navigating websites, especially UCLA websites dedicated to Academic Programs and Resources, and conveying necessary information to students and staff. Ability to use discretion, sound judgment and tact in dealing with confidential materials and information. General knowledge of and experience with printing and graphic design. (Required) Effective interpersonal and communication skills and ability to work with employees of all levels and areas to establish and maintain effective work relationships and to convey information concisely, accurately, and tactfully. Skill in interacting with students and other persons from various social, cultural, economic, and educational backgrounds. Ability to speak one-to-one and to groups using appropriate vocabulary and grammar to obtain and convey information accurately. (Required) Skill in the hiring, training, supervision and evaluation of subordinates, including ability to elicit a high degree of professionalism and productivity from them. Demonstrated skill in interacting as a team member and working in a collaborative and professional manner with all staff. (Required) Demonstrated ability to develop and implement office procedures to insure effective and timely completion of tasks. Must be able to maintain a regular schedule and on-time attendance. Be able to work as needed in the evenings or weekends for events and meeting support. (Required) Skill in establishing and maintaining organized and accurate files and records. Skill and ability to quickly organize and analyze data and records. (Required) Demonstrated writing, editing, and proofreading skills to prepare concise, logical, and grammatically correct correspondence, documents, and reports. Skill in creating grammatically and stylistically correct correspondence and other written documents with minimal oversight. Demonstrated skill in creating social media content across multiple platforms (Instagram, Facebook, LinkedIn). (Required) Working knowledge of University purchasing and Bruin Buy systems. Working knowledge of UCLA Concur system. Working knowledge of University forms and online service protocols. (Preferred)

Education, Licenses, Certifications & Personal Affiliations

High School Diploma or equivalent experience (Required)

Special Conditions for Employment

Background Check: Continued employment is contingent upon the completion of a satisfactory background investigation. Live Scan Background Check: A Live Scan background check must be completed prior to the start of employment.

Schedule

Monday-Friday, 8:00am to 5:00pm

Union/Policy Covered

CX-Clerical & Allied Services

Complete Position Description