Operations and Program Coordinator

ADMIN OFCR 2 CX (004263)

UCPath Position ID: 40110189

Position Description History/Status

For Reference ONLY - PeopleAdmin JA Number:

500199

Approved Date:

10/15/2026 6:17:28 PM

Date Last Edited:

10/19/2026 2:03:30 PM

Last Action Effective Date:

6/2/2022

Organization Details

Business Unit (Location):

LACMP

Organization Code:

1300O

Organization:

LETTERS AND SCIENCE                    

Division Code:

1320D

Division:

L&S HUMANITIES                         

Department:

064000 - EUROPEAN LANGUAGES/TRANSCULTURAL STUDIES

Position Details

UCPath Position Number:

40110189

Position Description ID

164581

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:

40958953

Reports to Payroll Title:

ADMIN SUPV 2

UCPath Department Head Position Number:

40058746

Department Head Payroll Title:

PROF-AY

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 direction of the CAO, the Operations & Program Coordinator provides direct support to the Chair of the Department of European Languages and Transcultural Studies (ELTS) and the Chair of the Department of Digital Humanities (DH). The incumbent manages the day-to-day operations of ELTS and DH and supports program activities across both departments. The incumbent supports departmental leadership, including the Vice Chairs for Graduate and Undergraduate Studies, by coordinating projects, analyzing information, resolving problems, responding to internal and external inquiries, organizing meetings and committees, and handling sensitive matters requiring discretion and diplomacy. Responsibilities include managing UC Recruit and faculty searches; coordinating applicant communications, search committee logistics, recruitment advertisements, search waivers, and faculty onboarding; arranging travel and reimbursements for candidates and visitors; coordinating visiting scholars and postdoctoral scholars, including visa requests; and assisting with lecturer onboarding. The incumbent maintains departmental files and calendars, coordinates seminar room use, facilities and telecommunications requests, supplies, mail, parking, and website and bulletin board updates; assists with graduate student recruitment; supervises work-study students; and serves as Department Security Administrator (DSA). The incumbent also coordinates departmental programs and events, including conferences, lectures, receptions, summer research institutes, visiting scholar and student events, and annual events such as the Fall Reception, Julefest, End-of-Year Reception and Award Ceremony, ELTS Job Fair, and World Language Day, overseeing logistics such as catering, communications, travel, honoraria, reimbursements, and event execution, including occasional evening or weekend hours.

The Department of European Languages and Transcultural Studies (ELTS) and Department of Digital Humanities (DH) are both housed in UCLA’s landmark building, Royce Hall. ELTS is comprised of the former individual departments of French and Francophone Studies, Germanic Languages, Italian and the Scandinavian Section. Digital Humanities is a newly established department, effective July 1, 2026, and the first of its kind in the nation. DH offers a major and minor degree. ELTS and DH consists of 6 career staff, 30-35 permanent and temporary faculty members, 20 teaching assistants and 10 graduate student researchers and readers. Both departments provide instruction to approximately 6,700 students annually by teaching 275 courses.

Chairs' Support

A.1. Provide a variety of administrative support to Chairs including but not limited to assistance in the preparation and writing of reports and providing research services on academic and administrative issues serve as liaison to the Dean's Office, take initiative on administrative matters and ensure that deadlines are met. A.2. Establish and maintain effective communication with department Chairs; clarify goals and objectives, identify and address problems, and adapt communication and coordination strategies to support different management styles. A.3. Act as representative of Chairs with respective faculty members, students, the Dean's Office, the Chancellor's Office and the general public. Communicate with faculty on Chairs’ behalf. A.4. Schedule and track agenda for department faculty and committee meetings, including pre-planning, taking minutes, and onsite logistics for meetings. Requires knowledge of A/V, ability to physically move tables and chairs for set-up. A.5. Prepare business correspondence and mail merges; proofread departmental correspondence and other materials for accuracy, clarity, and consistency.A.6. In collaboration with the Chairs, CAO, and Humanities Development Officers, support departmental fundraising efforts, including coordinating donor communications, publicity, events, and related mailings. Maintain donor and prospective donor lists, ensure timely acknowledgment of gifts by the Chairs, and coordinate the preparation and distribution of newsletters, invitations, and other donor-related materials.A.7. Upon request of faculty and approval of the Chairs, place and manage paid advertisements for individual courses and/or events or programs.

5%

Faculty Recruitment & Academic Personnel Support

B.1. Plan and execute effective advertising campaigns for all temporary and Senate faculty andacademic recruitments. Must be resourceful and utilize graphic software applications, electronic communication, websites, and mailing lists to announce upcoming recruitments. Coordinate professional printing of publicity material and special mass mailings upon request. B.2. Utilize online systems, namely UC Recruit, to post, track and complete senate and non-senate academic hires. Understand and apply policy related to recruitment and hiring of these academic title codes ensuring compliance with UC and state/ federal policies. B.3. Independently manage arrangements for all aspects of recruited faculty campus visits, including travel, accommodations, and schedule. B.4. Organize and oversee candidates' campus visit, including meetings with Chair, Dean and individual faculty, graduate students, job talk, reception, and dinners. Ensure appropriate dissemination of candidate materials. Design and implement publicity for all recruitment events. B.5. Develop budget for all recruitments and track expenditures; ensure appropriate submission of purchase orders, guest lists and reimbursements for faculty recruitment related expenses paying special attention to UCLA’s Travel & Entertainment policies. Maintain Travel & Entertainment (T&E) card, reconcile monthly, and ensure UCLA’s Travel & Entertainment policies are being followed. B.6. Schedule search committee meetings and handle communications pre to post search. B.7. Provide onboarding of new faculty and visitors to the department or program. Distribute keys, copy cards, and explain departmental and/or UCLA procedures. Collect keys upon termination of academic appointments. B.8. Coordinate temporary faculty and short-term scholar visits. Initiate visa requests and serve as liaison to the Dashew Center for International Students and Scholars. Maintain knowledge of Visa requirements and policies for J/H/B Visas. Keep AP manager and CAO informed on status of academic Visa issues. B.9. In consultation with each individual Chair and CAO, identify faculty offices for newly recruited members and facilitate necessary office moves.

5%

Unit Support

C.1. Respond to general inquiries about the departments and their programs and serve as part of a team that provides information about the languages and cultures taught within the departments. C.2. Act as Department Key Coordinator, Department Parking Coordinator, and serve as primary contact for UCLA facilities. Manage facilities requests and all FSRs. C.3. Answer departmental telephones in ELTS main office and perform receptionist duties. C.4. Manage textbook and desk copy orders. Ensure appropriate receipt and distribution of textbook materials. C.5. Acquire and maintain supplies and purchases for main office and copy rooms. Actively monitor supply needs and ensure that office is appropriately stocked. C.6.Recruit, hire, train, and supervise 1–2 work-study staff annually; coordinate their workload and schedules to ensure adequate coverage, and consult with the CAO on personnel matters. C.7. Serve as Department Security Administrator. C.8. Provide administrative and operational support to faculty, staff, and students within both departments, as needed, to support departmental priorities and ensure effective day-to-day operations.C.9. Maintain and oversee the departments’ central websites and email communications using WordPress and Outlook; coordinate with relevant staff to ensure departmental information is accurate, current, and up to date. C.10. Maintain departments’ bulletin boards, schedule of departmental seminar rooms and north balcony on electronic calendar. Communicate with relevant staff and faculty when there are conflicts or potential problems with seminar room scheduling. C.11. Under supervision of CAO, maintain space inventory and manage office moves including FSR’s, furniture purchase, ergonomic set ups, etc. Ensure that faculty offices and lounges are adequately equipped. Identify any potential space issues in advance and communicate with Chairs and CAO with potential solutions. C.12. Regularly visit departmental conference rooms, lounges, faculty common areas and North balcony to ensure proper maintenance and professional appearance. C.13. Oversee building directory information and update faculty office name cards when necessary. C.14. Maintain various departmental listservs in consultation with the CAO and the Department Tech Analyst.

40%

Coordination of departmental programs

D.1. Plan and staff departmental events including conferences or symposia on the national and international level. On occasion a flexible schedule is required that may include weekend hours or after normal business hours. Collaborate with CAO regarding larger events. D.2. Reserve appropriate facilities for events and coordinate with the UCLA Conference Center, Housing Services, AVS, Parking, Security, Fleet Services, etc. Reserve online courtesy parking for visitors and invited guests, arrange conference parking. D.3. Must be able to physically move tables and chairs for conference setup and follow strict policies for the use of conference facilities. D.4. Coordinate advertisement for events utilizing Canva and other graphic design software for creation of flyers, announcements, invitations, etc. Coordinate professional printing of publicity material and ensure timely distribution of materials (including social media component) D.5. Maintain communication with CAO and colleagues and identify problems to be addressed. D.6. Update departmental information on websites for event purposes working with CAO and HumTech, as needed. D.7. Use, maintain, and update the department's recordkeeping system (Excel format) for events. D.8. Prepare business correspondence with proper grammar on PC desktop using software such as Microsoft Word and Outlook. D.9. Plan, lead, and execute the annual Fall reception, Julefest, end of year reception, and other departmental events for both Digital Humanities and European Languages and Transcultural Studies which includes reserving appropriate venues, setting up, placing catering orders, etc. D.10. Develop and implement effective promotional campaigns for departmental events through social media and on-campus communications. D.11 Plan and coordinate annual commencement and student award activities for both departments, including preparing award certificates and managing the schedule and logistics for award ceremonies.D.13. Establish and maintain an organized filing system for departmental correspondence, projects and events specific to each department. Must keep meticulous records of expenses and share information with CAO on a continual basis.

20%

Purchasing & Procurement

E.1. Create purchase orders for purchase of administrative supplies, catering orders, purchases for faculty supply and research needs. E.2. Process travel and entertainment reimbursements for the departments, using UCLA Concur under the direction of the CAO. E.3. Follow up with rejected travel and entertainment expense reports, responding to Travel Accounting regarding discrepancies and/or unallowable expenses in timely manner. E.4. Reconcile Procurement Card (P-Card) bi-monthly and Travel & Entertainment (T&E) card monthly and ensure UCLA policies are being followed. E.5. Process Travel & Entertainment purchase orders and process honorarium payments for guest lecturers utilizing BruinBuy Plus under guidance of CAO. For payments to non-citizens, ensure that correct visa and immigration documents are in effect and properly processed in the UCLA Glacier on-line system.

30%

•

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 related area and / or equivalent experience/ training

Required

1. Ability to establish priorities over multiple assignments, work accurately and effectively with a high volume of detailed work, frequent deadlines, constant interruptions, and delegation of tasks to student staff.

Required

2. Must be punctual and value the importance of excellent attendance with strong organizational and time management skills with clear understanding of academic mission of departments.

Required

3. Self-directed and able to work independently with minimal supervision, prioritize and finish assignments.

Required

4. Assume responsibility for special projects with the ability to take initiative and follow through on all projects.

Required

5. Outstanding oral and written communication skills with skill in writing concise, logical, and grammatically correct business correspondence (ability to proofread). Excellent telephone interaction and customer service skills. Ability to relay messages to Chairs, staff, etc.

Required

6. Knowledge of UCLA general policies and procedures, familiarity with Accounts Payable and Travel and Entertainment policies and systems, BruinBuy Plus and Concur.

Preferred

7. Ability to work a flexible schedule when necessary, to oversee special events in the evenings or on weekends. Ability to organize faculty meetings, recruitment events, etc. (staying within strict budgetary limitations) which requires physical ability to move tables and chairs for event set-up.

Required

8. Knowledge of INS rules and regulations for foreign visitors, including visa requirements, payment of lecture fees, travel reimbursements, and taxation.

Preferred

9. Demonstrated computer skills, including knowledge of Word, Excel, Outlook, the Windows operating system, Adobe, Google Forms and various graphic applications (Canva).

Required

10. Ability to use university on-line systems (BruinBuy Plus, Concur, UC Recruit, Glacier, SIS) on-line calendar systems, and the Internet.

Preferred

11. Ability to maintain confidentiality of personnel files & sensitive information; ability to deal with problems in a calm and collected manner, explore options & recommend solutions. Must have a positive team-work attitude and a willingness to go the extra mile to make the departments run smooth.

Required

12. Ability to establish & maintain cooperative working relationships with colleagues, chairs & administrators. Ability to take directives from multiple individuals with vastly different styles of communication and establish/maintain cooperative working relationships with Chairs, colleagues, etc.

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.

LOCATION AND PHYSICAL, ENVIRONMENTAL, MENTAL (PEM) REQUIREMENTS

Environment and Work Location Information

Environment Type:

Non-Clinical Setting

Location Setting:

Campus

Location:

Royce Hall 334

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

Other Mental Requirements

If "Mental demands other" was selected above, please explain:

Other mental demands include multitasking, planning, emotional regulation, and comprehension skills.

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.