Department Coordinator
: Job Details :

Special Instructions to ApplicantsCover letter is required for the application to be considered.Department SummaryThe Life Sciences Core Education Department is the result of a cooperative effort by faculty, staff, and students from all life science departments to provide a uniform and integrated set of courses during the first years as an undergraduate. With total undergraduate enrollments exceeding 20,000 students annually, the Life Sciences Core Education Department is responsible for providing required pre-major Biology, Mathematics, Statistics coursework for students in the Life Sciences, Social Sciences, Physical Sciences, School of Nursing, School of Engineering (Bioengineering), and the undergraduate majors in the School of Public Health. The Center for Education Innovation & Learning in the Sciences (CEILS) serves as a clearinghouse for the education tools and assessment resources instructors need to engage in effective, validated teaching practices that promote student learning, create inclusive and culturally-responsive classrooms, and retain students in Life and Physical Sciences majors. CEILS fosters the professional development and training of faculty who wish to incorporate evidence-based teaching approaches into their courses. CEILS also assists with the design and conduct of assessments needed to develop successful grant proposals that will fund curricular innovations. Together, the LS Core and CEILS are comprised of 24 full-time employees and they annually employ 300+ graduate teaching assistants, 70+ readers, 200 learning assistants, and 40 instructors.Position SummaryUnder the supervision of the Chief Administrative Officer (CAO), the Administrative Assistant will be the Department Coordinator. As the Department Coordinator the incumbent will provide general administrative support to the Chair, CAO, faculty, staff, students, and affiliates/visitors of the Life Sciences Core Education Department. Major duties include: front office management and facilities, including department emails and phone calls, mailing and packages, opening rooms, AV and equipment inventory and check out, office assignments, assist with departmental room calendar and scheduling. The incumbent will also serve as Space Inventory Coordinator and Floor Warden/Building Coordinator for emergency and safety. The incumbent will oversee, execute, and staff department events and meetings, including flyer creation and outreach, managing RSVPs, set up/clean up, processing orders and invoices, room reservations, etc. Manage all arrangements for colloquia, seminars, and receptions, including travel logistics and accommodations for speakers. Maintain departmental bulletin boards, email lists, and website.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.Qualifications1. Demonstrated skill in providing clerical and administrative support in an office environment (Required)2. Ability to communicate program information and answer questions, accurately and effectively to students, parents, faculty and other individuals, in person and over telephone and via email. (Required)3. Ability to communicate effectively using appropriate grammar and vocabulary. Skill in writing clear, concise, logical and grammatically correct forms, correspondence and memos (Required)4. Ability to effectively handle individuals who visit the Life Science Core Education offices if situations become difficult or escalated, and in emergency situations (Required)5. Skill in prioritizing assignments to complete work in a timely manner when there are changes in workload, changes in assignment, frequent interruptions, and/or pressures of deadlines. (Required)6. Demonstrated skill in using word processing and editing software and web- based formats. (Required)7. Skill in systematically organizing and maintaining materials, information, and files to effectively accomplish duties and tasks. (Preferred)8. Skill in interpreting policies and procedures and the ability to accurately convey information to individuals. (Required)9. Demonstrated skill in event and meeting planning. Ability to coordinate the logistics of planning and implementation of small to large scale events. (Preferred)10. Ability to handle confidential material with discretion. Ability to deal tactfully and diplomatically with employees and supervisors on sensitive matters. Understanding the importance of keeping sensitive information confidential. (Required)11. Demonstrated skill in setting priorities and performing a variety of duties with constant interruptions. (Required)12. Working knowledge of Microsoft Office applications, such as Excel, Access, and Word; email and internet proficient. (Preferred)Education, Licenses, Certifications & Personal AffiliationsHigh School High School Diploma or equivalent experience (Required)Special Conditions for EmploymentBackground 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.Schedule8:00 am to 5:00pmUnion/Policy CoveredCX-Clerical & Allied ServicesComplete Position Description