Office Coordinator

ADMIN AST 2 (007372)

UCPath Position ID: 40096875

Position Description History/Status

For Reference ONLY - PeopleAdmin JA Number:

1111141

Approved Date:

1/22/2022 12:35:47 PM

Date Last Edited:

7/7/2023 4:24:49 PM

Last Action Effective Date:

1/1/2022

Organization Details

Business Unit (Location):

LACMP

Organization Code:

6200O

Organization:

CHANCELLOR'S ORGANIZATION              

Division Code:

6210D

Division:

CHANCELLOR'S ORGNZTN DIV               

Department:

303500 - INFORMATION PRACTICES

Position Details

UCPath Position Number:

40096875

Position Description ID

165930

UC Payroll Title:

ADMIN AST 2 (007372)

Personnel Program

Professional and Support Staff (PSS)

Salary Grade:

Grade 17

Job Code FLSA:

Non-Exempt

Union Code (Collective Bargaining Unit):

99: Non-Represented (PPSM)

Employee Relations Code:

F: All Others - Confidential

Employee Class (Appt Type):

2 - Staff: Career

Full-Time Equivalent (FTE)

1

SUPERVISION

UCPath Reports to Position Number:

40042148

Reports to Payroll Title:

RECORDS SUPV 2

UCPath Department Head Position Number:

40040182

Department Head Payroll Title:

RECORDS MGR 1

POSITION SUMMARY

The Office Coordinator carries out a wide range of analytical and administrative tasks, and helps to create a more productive work environment by providing programmatic and administrative support to all staff members of the Information Practices (IP) department, under the supervision of the Assistant Manager of IP, and the Manager, Information Practices (IP). Information Practices administers the campus's response to requests for public and subpoenaed University records and provides technical and practical assistance to the campus on matters related to public access to, and disclosure of, records maintained by the University. The incumbent exercises judgment and applies skills to fully analyze issues and problems, gathers data and information, finds and evaluates alternatives to make sound recommendations to resolve day-to-day administration of public records, information practices, and third-party subpoena requests. Drafts and edits correspondence, forms, notices, affidavits and other legal-compliance documents. The incumbent works in an environment that requires a high level of confidentiality and must have the ability to exercise discretion and sound judgment in dealing with sensitive or potentially controversial matters.The Coordinator manages the department tracking systems with regards to requests for records pursuant to various State and Federal statutes. Responds to certain types of requests for public records, including reviewing and redacting of records responsive to those requests. Screens and directs calls, orders supplies and maintains an inventory of such, manages the departmental calendar, arranges meetings, drafts meeting minutes, and handles general office duties. There is a heavy workload, with pressing deadlines and shifting priorities, requiring that work be completed promptly with a high degree of accuracy. The ability to adapt to constantly shifting priorities, strict and sometimes competing deadlines, and unexpected urgent situations is critical. Teamwork is essential. A successful candidate will carry out these functions with appreciation for the mission and responsibility of a university serving a diverse region and state and a demonstrated commitment to diversity, equity and inclusion.

Office Coordinator for Information Practices

A1. Monitor, log, and acknowledge incoming requests for records, as submitted to UCLA pursuant to the California Public Records Act (CPRA), Information Practices Act (IPA), Freedom of Information Act (FOIA), and/or the California Labor Code, to help ensure UCLA is legally compliant with the relevant State and Federal statutes. (E)  A2. Manage receipt of subpoenas served to the UCLA campus and medical center by logging, assigning tracking numbers, and creating the appropriate, related matter in the database. The Office Coordinator may also be directly involved with processing and responding to certain subpoenas that are narrow in scope. Following up with department records custodians may be required to ensure UCLA's response meets stated deadlines. (E)  A3. Assembles analytical and factual data on assigned problems relative to CPRA, IPA, Labor Code, and FERPA record requests and third-party subpoenas, and maintains a high level of confidentiality and exercises discretion and sound judgment in dealing with sensitive or potentially controversial matters. A4. Maintain and update IP's electronic tracking systems. (E)  A5. Contributes to definition and development of, and maintains and refines processes for, tracking progress of legal-compliance matters in helping to ensure the university's commitment to transparency and accountability. (E)  A6. Track and monitor requests received from other UCLA departments for guidance relating to handling of records requests. (E)  A7. Prepare confidential reports for campus stakeholders including the Office of Legal Affairs, the General Counsel at the UC Office of the President, and others, as necessary. (E)

45%

Provide Administrative Support to Information Practices open requests

B1. Process simple and sometimes complex CPRA, FOIA, IPA, Labor Code and subpoena actions, including coordinating with the custodial departments to receive records responsive to the requests, and handle any necessary scanning, copying, organizing, sorting and indexing of documents, and mailing (hard and/or electronic copies). Assist other IP staff with the same. (E)  B2. Review records for private and confidential information and mark sensitive information for redaction using Adobe Acrobat Professional, or other similar software. (E)  B3. Analyze records and record requests within context of regulatory environment, ensuring nondisclosure when appropriate. (E)  B4. Research the status of open requests and update tracking system. Prepare reports as needed. (E)  B5. Gathers, filters, scans, organizes, and synthesizes large quantities of records (electronic and hard copy) and other information for own action or IP management or analysts. (E)

35%

Provide General Administrative Support

C1. Screen and direct to appropriate staff telephone calls from internal campus and external callers. (E)  C2. Provide support to IP staff, assisting with any necessary scanning, copying, organizing, sorting and indexing of documents, and mailing (hard and/or electronic copies). Provide back-up support and coverage to IP staff, as necessary. (E)  C3. Assist with any meetings and conference calls of IP staff. Coordinate with other departments, as necessary, to arrange for the appropriate parties to attend. Reserve conference rooms and/or set up dial-in numbers for conference calls. Draft and distribute team meeting agendas. Send out meeting reminders and confirmations as needed. Act as the department's note taker during meetings, and produce meeting minutes thereafter. (E)  C4. Coordinate building/service requests for IP by interacting with the Office of the Building, Facilities, and Information Technology Services; prepare appropriate forms for service requests, i.e., Facilities Service Requests (FSRs), Telecommunications Service Requests (TSRs), and other necessary documentation. (M)  C5. Oversee and maintain Departmental calendar. Work with Manager and Assistant Manager to review calendar, discuss action and follow-up items. (M)  C6. Coordinate travel arrangements. Prepare and submit entertainment and travel reimbursement requests for Manager and others within IP, as needed. (M)  C7. Monitor supplies by maintaining an inventory and follow policies and procedures for ordering goods and services, both for IP and Records Management. (M)  C8. Actively participates in implementation of new officewide technology to support needs of the practice group or department. (M)  C9. Develops, updates, and maintains data in spreadsheets and databases (hard copy and primarily electronic). (M)  C10. Maintains calendars for department to ensure legal deadlines are met. Schedules and arranges meetings, conferences, and travel for director and analysts. (M)  C11. Assist the Senior Director, who oversees the departments of Tax Services, Travel Services, Records Management and Information Practices, with certain administrative tasks relating to tax services, including, but not limited to, the processing of forms relating to Individual Taxpayer Identification Numbers (ITIN), as needed. (M)  C12. Other duties as assigned. (E)

15%

Special projects

D1. Participate in special projects as assigned. (E)

5%

•

Performs other duties as assigned.

•

Complies with all policies and standards.

•

Complies with the University of California, Los Angeles (UCLA) Principles of Community.

•

This position description is not intended to be a complete list of all responsibilities, duties or skills required for the job and is subject to review and change at any time, with or without notice, in accordance with the needs of the organization.

QUALIFICATIONS

SPECIAL REQUIREMENTS AND/OR CONDITIONS OF EMPLOYMENT

Background Check: Continued employment is contingent upon the completion of a satisfactory background investigation.

Age Requirement: Candidate(s) must be 18 years or older to be eligible to be hired.

LOCATION AND PHYSICAL, ENVIRONMENTAL, MENTAL (PEM) REQUIREMENTS

Environment and Work Location Information

Environment Type:

Location Setting:

Location:

Standing/Walking

Sitting

Bending/Stooping

Squatting/Kneeling

Climbing

Lifting/Carrying/Push/Pull 0-25 lbs

Lifting/Carrying/Push/Pull 26-50 lbs

Lifting/Carrying/Push/Pull over 50 lbs

Physical requirements other

Chemicals, dust, gases, or fumes

Loud noise levels

Marked changes in humidity or temperature

Microwave/Radiation

Operating motor vehicles and/or equipment

Exposures other

Sustained attention and concentration

Complex problem solving/reasoning

Ability to organize & prioritize

Communication skills

Numerical Skills

Mental demands other