Administrative Assistant II

Description:
Assignment Information
Campus Department/Business Unit: Gould School of Law, Continue Legal Education (CLE)

Address where the work is being performed 699 Exposition Blvd, Los Angeles, CA 90089
Will this position be virtual;/remote, onsite, hybrid: Onsite (with option to go hybrid after the first month subject to supervisors discretion)
If remote will be providing equipment No
Job Title: Project Coordinator
Number of needs: 1
Is this candidate working with minors No
If working with minors is a Livescan required No
Does this position require driving on the job No
Target start date: ASAP
Duration of assignment: May 31, 2026
Work hours: Monday- Friday : 9am-5pm (37.5 hours per week) Possible overtime base on business needs.
Dress code: Business Casual
Parking/Cost: Self-paid parking- parking structure

Job Description:
The Gould School of Law is seeking to hire an experienced and motivated professional to join our Continuing Legal Education (CLE) team as a Temporary Project Coordinator. The successful candidate will play a multi-faceted role to support the planning and implementation of CLE activities and services. The position has a high level of interaction with the 300-600 attendees at each of the six annual institutes.
Preferred Qualifications:
Experience working events
Legal industry knowledge

Responsibilities:
Perform in-person and telephone customer service, mail and supply tracking, and oversight of student projects.
Coordinates and prepares for special events. Designs, coordinates and delivers events, acting as a liaison between relevant departments, schools and/or external stakeholders (e.g., vendors, donors).
Process attendee registrations, including setting up the event platform, troubleshooting credit card transactions, and sending confirmations.
Coordinate the distribution of attendee credit certificates for all institutes and work with credit governing authorities, including submitting applications, verifying credit statements in marketing materials, and confirming attendance.
Coordinate marketing projects, including working with data and ensuring accuracy of attendee lists, using mail merge and Email programs to communicate with attendees attending conferences email marketing, and working with outside mail house vendors.
Assists with onsite event management at all institutes, working alongside Hotel staff
Monitors delivery of goods and services to ensure contract terms are satisfied. Coordinates vendor services for varied goods and services related to special events planning.
Reviews and reconciles budgets and expenditures on a program or event basis. Coordinates with internal members (e.g., budget and finance teams) to process payments to vendors as necessary.
Ensures consistency and quality of materials communicated. Ensure confidentiality and controls access to sensitive information.
Performs other related duties as assigned or requested. The university reserves the right to add or change duties at any time.
The ideal candidate will exhibit:
Ability to juggle multiple projects and handle frequent interruptions
Discretion in handling sensitive and confidential information and situations
Ability to stay calm and focused in challenging situations
Aptitude for troubleshooting and problem solving
A high level of professionalism
Strong customer service skills
Sound judgment
Attention to detail and grammar inaccuracies

Campus - Non-Clinical Onboarding (can start pending criminal if driving or handling cash is not involved)

Core:
Background
Social Security Trace
7 year worked and lived found by SSN
County Criminal F&M - 7 year
Federal Criminal - 7 year
Widescreen Plus National Criminal Search
National Sex Offender Registry

Application
Temporary Work Agreement
Harassment & Discrimination Pamphlet

On Campus:
COVID Vaccination Requirements: Not required however strongly recommended. Masks Optional.
Qualified Applicants with arrest or Conviction records will be considered for Employment in accordance with the Los Angeles County Fair Chance Ordinance for Employers and the California Fair Chance Act