Projects & Emergency Preparedness Coordinator

ADMIN OFCR 2 CX (004263)

UCPath Position ID: 40100471

Position Description History/Status

Approved Date:

11/6/2025 4:01:21 PM

Date Last Edited:

11/6/2025 4:01:17 PM

Last Action Effective Date:

Organization Details

Business Unit (Location):

LACMP

Organization Code:

1150O

Organization:

UNIVERSITY CONSORTIUM OF SCHOOLS

Division Code:

1151D

Division:

UNIVERSITY CONSORTIUM OF SCHOOLS DIV

Department:

380700 - GEFFEN ACADEMY AT UCLA

Position Details

UCPath Position Number:

40100471

Position Description ID

246631

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:

40040530

Reports to Payroll Title:

ADMIN MGR 1

UCPath Department Head Position Number:

 40927647

Department Head Payroll Title:

ACADEMIC ADMINISTRATOR VII

SUPERVISION - Indicates that the incumbent performs a variety of routine duties within established policies and procedures or by referral to the supervisor’s guidelines.

POSITION SUMMARY

Working under the direction of the Chief Financial & Administrative Officer (CFAO), and in conjunction with the Business Office, the Projects & Emergency Preparedness Coordinator is responsible for the project coordination and management of multiple programs, activities and work streams in the business office and its operations. The incumbent will research, write and help implement procedures, manuals, handbooks, and protocols. Perform other required business operations duties as needed.

Work closely with the CFAO to design, develop, analyze and implement policies and procedures for K-12 in accordance with state, federal, UC and Department of Education requirements and industry standard best practices.

Emergency Preparedness Planning and Response: serve as the main point of contact (in partnership with CFAO) and planner for school-wide drills, evaluate and enhance preparedness and safety efforts, serve as the administrator for multiple emergency response platforms (InformaCast, PikMyKid, BruinAlert), researches best practices, audits plans and updates handbook.

The Projects & Emergency Preparedness Coordinator will also manage the Geffen Academy Concurrent Enrollment and Summer programs, in addition to the Wellness Institute; establish relationships with university partners and its schools, UNEX and Geffen Academy Leadership in order to successfully implement, supervise, and report on the performance metrics of said program and its budget. Set planning meetings, issue agendas, workflows, content for the website, newsletters and contracts.

In addition, the incumbent will support the business office enrollment management, business continuity planning, emergency and disaster response plan, purchasing and training needs as directed. Moreover, the incumbent will track the general & administrative budget, submit reports and develop other project-based budgets as needed.

Geffen Academy at UCLA is a university-affiliated school for students in grades 6-12. We value academic depth and inspiration within a humane educational environment. Our community is guided by principles of diversity, equity, and inclusion. Geffen Academy students are encouraged to be questioners, analysts, and presenters, who are creative, collaborative, and active young adults. Our students practice their skills, competencies, and relationships with deliberation. Geffen Academy graduates believe that knowledge is beautiful, transformative, and relevant to one’s life and civic responsibility in a global community.

Business Operations Coordination and Compliance

 • Working under the direction of the Chief Financial & Administrative Officer (CFAO), The Projects & Emergency Preparedness Coordinator will plan, develop, implement and evaluate programs and projects, coordinate project activities, collaborate with project team members, develop measurable project goals and objectives, and monitor progress toward achievement. Submit reports on findings with recommendations to enhance the work. Work to anticipate roadblocks and develop mitigation strategies.

In partnership with the CFAO, maintain and update the school’s business continuity plan and UCReady system. Work with the CFAO and Campus Operations Manager to ensure plans are reviewed and exercised as needed.

 • Emergency Preparedness Planning and Response: serve as the main point of contact (in partnership with CFAO), subject matter expert, trainer and facilitator for emergency planning and preparedness development efforts; serve as co-chair with CFAO on emergency planning and safety committee, plan and execute school-wide drills, perform SWOT analysis and internal audits on processes, update handbook at least annually, set up and execute annual trainings for all employees. Work to enhance school wide preparedness efforts.

 • Emergency Preparedness and Response Platform Administrator: Partner with the IT/Systems Administrator Lead to manage the emergency communications systems/platforms (Bruin Alert, PikMyKid and Informacast), build out the platforms, run reports as needed, seek operational efficiencies, train employees and create manuals/SOPs as needed. Update EH&S report as needed and directed.

 • In partnership with the Campus Operations team, perform regular process, management and records audits on high risk areas; science labs, makerspace, ceramic and arts rooms etc. Serve as administrator to relevant online platforms and maintain the data integrity and compliance reporting as needed. Work with EH&S to set up annual visits, execute remediation plans, update the Injury & Illness Prevention Program (IIPP), with vendors and UCLA partners as needed. The position requires a high degree of pre-planning, strategic planning, confidentiality and excellent judgment.

 • Coordinate and report on the performance of the summer, concurrent enrollment and enrichment abroad programs. Coordinate meetings, communicate program results, submit reports, update handbooks in partnership with CFAO, and maintain financial records and the budget. Develop program records, performance metrics and dashboards as requested. Issue contracts, process tuition payments, manage enrollment workflow calendar, set reminders and trigger projects associated with the calendar.

 • Work closely with colleagues to help support student enrollment in both regular school, and summer programs and Institutes, write and disseminate communications to families/participants, colleagues and students, help coordinate deadlines, issuance of contracts and auditing data to ensure integrity and compliance. Partner with the communications manager to update the website, market and develop partnerships with community members as needed.

 • Take direction from Business Operations Manager and Senior HR Manager as directed on special projects per CFAO to achieve goals and objectives on behalf of the business operations and human resources departments.

 • Maintain records for the business office and enhance records retention procedures and other SOPs as needed. Support the business office by performing the financial day-to-day administrative duties such as processing vendor invoices, purchase orders, employee reimbursements, and contracts both for enrollment and in the UCLA purchasing systems.

55%

Administrative Executive Assistant

to CFAO

 • Working under the direction of the Chief Financial & Administrative Officer (CFAO), and in conjunction with project staff, the Projects & Emergency Preparedness Coordinator will assist with and may lead the implementation of programs and projects. Creates workflow charts and sets check-in meeting and planning dates as needed, including calendaring for such events.

 • Plan, develop, implement and evaluate programs and projects, coordinate project activities, collaborate with project team members, develop measurable project goals and objectives, and monitor progress toward achievement. Submit reports on findings. Work to anticipate roadblocks and develop mitigation strategies.

 • Update, edit and coordinate annual reviews of the school's student and educator handbooks. Work collaboratively with leadership to ensure deadlines are met. Requires superb writing and editing skills.

 • Maintain records for the CFAO and business office and enhance records retention procedures and other SOPs as needed.

 • Manage the CFAO's calendar, including making appointments and prioritizing the most sensitive matters, develop agendas and presentations for meetings and follow up on deliverables from multiple colleagues across departments. Endure Audio/Visual support at meetings and presentations.

 • Develop dashboards and update and distribute to stakeholders as needed. Ensure CFAO and other team leadership is informed of priorities, deadlines and challenges. Organize and compile records and data, researching facts and coordinating information retrieval.

 • Plan retreats, meetings and events, including managing budgets, procuring venues, catering, and coordinating with vendors. Lead teams’ professional development exercises, set agendas, create presentations, goals, execute SWOT reviews with CFAO as needed.

 • Support CFAO with legal records management.

 • Performs recharge administration. Manage PD/Training budget, process travel reimbursements and report on overall General and Administrative budget and expenses.

 • Represents CFAO at general meetings as directed, takes notes and communicates business office needs and deliverables. Attends school-wide committee meetings as needed.

45%

•

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

in a related area and/or equivalent experience/training

Preferred

1-3 years of experience

with demonstrated success in project coordination.

Preferred

Ability to develop and maintain effective working relations with all levels of employees within Geffen Academy, campus units, and outside vendors.

Required

Demonstrated skill in analyzing and resolving problems that require both independent thought and action and resourcefulness in consulting others as appropriate.

Required

Demonstrated organizational skills to work effectively within a complex and rapidly changing environment, to simultaneously manage a wide range of responsibilities, and to perform a variety of duties with frequently changing priorities and deadlines.

Required

Advanced knowledge of Microsoft Suite; Word, Excel, Outlook, PowerPoint.

Required

Working knowledge of University Purchasing (Bruinbuy Plus online system), Equipment and Facilities Management, Travel Express, Online Financial Systems Reports, and Information Technology Services policies and procedures.

Required

Excellent communication skills with superb ability to write clearly, effectively, and have high grammatical standards.

Required

Skill in providing logical, clear analytical reports.

Required

Knowledge of University policy and procedures as they relate to procurement, health and safety, travel reimbursement, confidentiality of records, entertainment, check requests, low value orders, purchase orders, and other university business and finance policies and procedures.

Required

Ability to read and interpret contracts, agreements, and policies and be able to convey them to other colleagues and students in an understandable manner.

Required

Ability to work responsibly and accurately with detailed information including: financial data and calculations, contract clauses and performance dates, and other numeric and narrative information.

Required

Ability to learn, apply and disseminate University policies and external regulations using good judgment to interpret and resolve discrepancies.

Required

 Skill in organization, directing, motivating and mobilizing the work of vendors and staff involved in events.

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.

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

TB Test: Continued employment is contingent upon the completion of a satisfactory TB test.

CANRA: The position is designated as a mandatory reporter under CANRA. The employee must sign the "Statement Acknowledging Requirement to Report Child Abuse".

LOCATION AND PHYSICAL, ENVIRONMENTAL, MENTAL (PEM) REQUIREMENTS

Environment and Work Location Information

Environment Type:

Non-Clinical Setting

Location Setting:

Campus

Location:

11000 Kinross Ave. Los Angeles, CA 90095

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.