School and Center Administrative Coordinator

Position Summary

The School and Center Coordinator is responsible for working with unit directors and the school's business office to assist with administrative and event functions. Provides support for a variety of activities related to select programs that include the Master of Real Estate Development (MRED) program, the Luskin School Events Office, and the Luskin Institute on Inequality and Democracy. Self-starter with a keen eye for details and ability to independently problem solve. Organizes and implements select events and activities, educational programs, workshops, and conferences. Ability to manage event and program-related logistics as needed. Organizes and implements programs and activities, workshops and conferences, and related financial operations. Ability to manage project-related budgets, justifications, tracking, event and program-related logistics as needed. This position is expected to exhibit excellent communication skills, be extremely organized, and able to juggle several tasks at once as priorities shift. Ensures that managed programs meet objectives and stay on target in terms of timelines and deliverables. Acts as point of contact for select events and day of coordination as needed. Manages related university and vendor relations. Staffs events and supports programs as needed and provides support on event-related projects.

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 experience identifying relevant vendors and securing goods and services. Skill in managing procurement and payment through an established purchasing system. (Required)
• Knowledge and experience with planning events in a university environment, dealing with on-campus entities and constituencies. Knowledge of university protocol. (Preferred)
• Demonstrated experience designing visual materials that are informative and engaging (Preferred)
• Demonstrated experience with software programs including Windows, Microsoft Office suite (e.g., Word, Excel, PowerPoint, Outlook), Google Workspace suite (e.g., Drive, Sheets, Docs, Slides, Calendar) (Required)
• Demonstrated ability to plan, organize, and implement multifaceted projects, events, meetings and programs for diverse constituencies with complex logistics involving multiple tasks showing great attention to detail and the ability to work effectively with conflicting demands and changing priorities (Required)
• Demonstrated ability to track, assess priorities, and coordinate workflows and track budgets across projects to complete tasks in a timely and accurate manner within a high-paced work environment including taking appropriate and immediate action as necessary (Required)
• Skill in communicating effectively with management, academic and other staff on sensitive matters; ability to take direction from numerous partners. (Required)
• Knowledge of all logistical support elements of special events and programs, including but not limited to catering, on site management, printed material design, production and mailing, registration, travel, parking, permits, processing reimbursements and honoraria. (Required)
• Demonstrated ability to write and proofread clearly and effectively. Ability to identify, assess, and plan for risks that could impact a project’s schedule, budget, and/or quality. (Required)
• Identifying relevant vendors and securing goods and services. Skill in managing procurement and payment through an established purchasing system and budget reconciliation. (Required)
• Skill in on-site event management. Demonstrated skill in immediate problem solving at events. Ability to work evenings and weekends. (Required)
• Ability to exercise independent judgment and initiative, and follow through on assignments with minimal direction. Demonstrated ability to learn new software and web-based applications as required with minimal hands-on training. (Required)
• Demonstrated ability to communicate effectively, graciously and professionally with campus administration, faculty, staff, students, and various external and community-based contacts. (Required)
• Demonstrated strong ability in writing and editing concise, compelling, well-organized and grammatically correct communications materials and correspondence, including web and email copy. (Required)
• Ability to arrange for complex national and international travel and itineraries. Knowledge of UCLA administrative and travel policies (including Travel Express) (Required)
• Familiarity with UCLA departments, policies, procedures and academic mission. (Preferred)
  
  

Education, Licenses, Certifications & Personal Affiliations

• Bachelor's Degree Bachelor's Degree in related area and / or equivalent experience / training. (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.
• Age Requirement: Candidate(s) must be 18 years or older to be eligible to be hired.
• COVID and Flu Vaccinations: The position is subject to providing evidence of inoculation.
  
  

Schedule

8:00 a.m. to 5:00 p.m.

Union/Policy Covered

99-Policy Covered

Complete Position Description

https://universityofcalifornia.marketpayjobs.com/ShowJob.aspx?EntityID=38&JDName=Events Specialist 2 (41100644)