Director's Coordinator

ADMIN OFCR 2 CX (004263)

UCPath Position ID: 40094493

Position Description History/Status

For Reference ONLY - PeopleAdmin JA Number:

1119060

Approved Date:

7/23/2026 12:24:25 PM

Date Last Edited:

7/23/2026 12:24:21 PM

Last Action Effective Date:

11/16/2020

Organization Details

Business Unit (Location):

LACMP

Organization Code:

1300O

Organization:

LETTERS AND SCIENCE                    

Division Code:

1380D

Division:

INSTITUTE OF THE ENVIRONMENT           

Department:

215500 - INST OF ENVIRONMENT AND SUSTAINABILITY

Position Details

UCPath Position Number:

40094493

Position Description ID

171067

UC Payroll Title:

ADMIN OFCR 2 CX (004263)

Personnel Program

Professional and Support Staff (PSS)

Salary Grade:

STEPS

Job Code FLSA:

Non-Exempt

Union Code (Collective Bargaining Unit):

CX: Clerical & Allied Services

Employee Relations Code:

E: All Others - Not Confidential

Employee Class (Appt Type):

2 - Staff: Career

Full-Time Equivalent (FTE)

1

SUPERVISION

UCPath Reports to Position Number:

10118622

Reports to Payroll Title:

ADMIN MGR 1

UCPath Department Head Position Number:

40060380

Department Head Payroll Title:

Director

GENERAL SUPERVISION - Indicates that the incumbent develops procedures for performance of variety of duties; or performs complex duties within established policy guidelines.

POSITION SUMMARY

Under the supervision of the Chief Administrative Officer, The Director's Coordinator provides professional-level programmatic and administrative support to the Institute of the Environment and Sustainability (IoES) Director including analysis and management of special programs and budgets; policy interpretation; extensive writing and editing of memoranda, reports and other correspondence; calendaring and domestic/international travel arrangements; organizing conferences and meetings; and supervision of student workers.  The Director's Coordinator will be a key player in IoES communications activities by helping monitor digital content - text, video, photos, audio and data visualizations - about all new and major IoES research papers and reports as well as IoES faculty, academic programs, and student and alumni achievements. The incumbent also handles academic personnel responsibilities in relation to faculty searches. The Director's Coordinator oversee Event Planning and Outreach events in coordination with the CAO and IoES' Development partners.  S/he will be responsible for handling all aspects for events (location, vendors, travel arrangements, etc) from start to finish. The Director's Coordinator will also function as backup to the Finance Coordinator and will assist with purchasing and reimbursement duties. In addition, the incumbent will assist with front desk responsibilities, website and directory updates, and various special projects.

The Institute of the Environment and Sustainability moves science to action on the front lines of environmental progress. Using Los Angeles and California as a testbed, IoES develops solutions for the broader world—and our commitment to effective communication ensures that those ideas are heard. With our research centers and field stations, plus extensive partnerships across UCLA, IoES has local, national and global reach. We work closely with campus leaders such as the Emmett Institute on Climate Change, the Luskin Center for Public Policy and the Anderson School of Management. These collaborations bring together diverse talent to focus on today’s most urgent environmental problems.

Director's Support

 • Manage calendar and schedule meetings for the director.

 • Assess meeting requests for urgency and priority, and prepare relevant materials and information as needed.

 • Manage inquiries from faculty, staff, students, and others regarding campus operations, policies, and procedures.

 • Review and prioritize all incoming mail/email and phone calls, including confidential inquiries.

 • Respond, prepare draft responses, or redirect as appropriate.

 • Circulate directives and correspondence from the dean's office and other campus units.

 • Maintain and update director's files and assorted information retrieval systems, both electronic and hard copy.

 • Serve as scribe for meetings, when needed.

 • Compose, edit, proofread, and distribute complex reports, promotional materials, annual newsletter, departmental web site content, departmental self-review, memoranda, and other correspondence on behalf of the director using various word processing, database, spreadsheet and graphic art software.

25%

Fiscal and Project Management

 • Provide project management for Director's initiatives related to the Department's teaching, research, and service mission.

 • Develop project milestones and schedules, track progress towards desired outcomes, analyze strengths and weaknesses of project elements and make recommendations for adjustments to strategy and operations.

 • Develop and implement streamlined processes and procedures to improve efficiency and effectiveness of Director's office operations.

 • Develop and track budgets for Director's initiatives related to the unit's teaching, research, and service mission.

 • Provide monthly financial statements, analyze strengths and weaknesses of project elements and make recommendations for budgetary adjustments.

25%

Event Management

 • Manage all aspects of departmental events - often in collaboration with other individuals or teams such as Development, Communications, and Academic Programs.

 • Establish budget, set up online e-registration procedures, and negotiate all venue arrangements and catering orders, in consultation with director and CAO.

 • Manage the departmental planning calendar to facilitate important events in the life of the department, e.g. lectures, development events, fellowship application deadlines, and other activities.

 • Manage online reservation calendars for department conference rooms and departmental classrooms.

 • Arrange domestic and international travel for chair, colloquium and seminar speakers, and other department visitors; collect proper documentation, process receipts and submit travel reimbursement requests, and follow up as needed with Travel Accounting.

 • Manage visits for faculty search candidates by arranging travel and individual meeting agendas.

25%

General and

Program

Administrative

Duties

 • Manage databases for different IoES contacts (alumni, community and friends, affiliates, and others).

 • Manage faculty award nomination process and maintain updated database of faculty awards.

 • Manage departmental website directory and campus directory updates.

 • Manage departmental facilities, IT, and transportation needs.

 • Assist with purchasing requests (purchases, travel, reimbursements), prioritizing director's activities and events.

 • Manage the front desk and supervise on site student workers assigned to a variety of projects and initiatives.

 • Provide general support and manage special projects as needed.

25%

•

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

Bachelor's Degree

Related area and/or equivalent experience/training.

Required

Ability to create, maintain, and coordinate schedules and calendars for events and activities.

Required

Excellent communication skills with persons of various cultural and educational backgrounds.

Required

Demonstrated skill, understanding, or ability to learn UC policies and apply them appropriately.

Required

Proven ability to perform diverse job functions effectively, managing and prioritizing competing deadlines.

Required

Excellent written communication skills, adapting writing styles to fit a diverse array of contexts.

Required

Ability to interact effectively and professionally with faculty, students, departmental staff, the general public and various levels of campus administrators.

Required

Ability to establish and maintain cooperative working relationships with Department staff, faculty, students, visiting scholars and the public.

Required

Ability to work in a collaborative manner as part of a team.

Required

Skill in using University systems such as but not limited to BruinBuy Plus, Concur; or the ability to learn.

Preferred

Ability to work occasional overtime and weekends for events.

Preferred

Ability to work independently and with minimal supervision, under a fluctuating workload with frequent interruptions without sacrificing quality or accuracy.

Required

Fluency with essential software including but not limited to Zoom, MS Office, and Google apps.

Required

SPECIAL REQUIREMENTS AND/OR CONDITIONS OF 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.

LOCATION AND PHYSICAL, ENVIRONMENTAL, MENTAL (PEM) REQUIREMENTS

Environment and Work Location Information

Environment Type:

Non-Clinical Setting

Location Setting:

Campus

Location:

300 La Kretz Hall

Standing/Walking

X

Sitting

X

X

Bending/Stooping

X

Squatting/Kneeling

X

Climbing

X

Lifting/Carrying/Push/Pull 0-25 lbs

X

X

Lifting/Carrying/Push/Pull 26-50 lbs

X

Lifting/Carrying/Push/Pull over 50 lbs

X

Physical requirements other

X

Chemicals, dust, gases, or fumes

X

Loud noise levels

X

Marked changes in humidity or temperature

X

Microwave/Radiation

X

Operating motor vehicles and/or equipment

X

Exposures other

X

Sustained attention and concentration

X

X

Complex problem solving/reasoning

X

X

Ability to organize & prioritize

X

X

Communication skills

X

X

Numerical skills

X

X

Mental demands other

X

X

Classification 3:  Position in which exposure to blood, body fluids or tissues is not part of the position description. The normal routine task involves no exposure to blood, body fluids or tissues and the employee can decline to perform tasks which involve a perceived risk without retribution.