Student Programs & Operations Coordinator

ADMIN OFCR 2 CX (004263)

UCPath Position ID: 40112394

Position Description History/Status

For Reference ONLY - PeopleAdmin JA Number:

1119194

Approved Date:

7/23/2026 12:28:49 PM

Date Last Edited:

7/23/2026 12:28:47 PM

Last Action Effective Date:

4/20/2022

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:

40112394

Position Description ID

166284

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:

40041916

Reports to Payroll Title:

ACADEMIC ADMINISTRATOR VII

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

Geffen Academy seeks a highly organized, student-centered, and collaborative professional to serve as   Student Programs & Operations Coordinator. The position works in a matrix environment; it reports to the Middle School Division Director and has a dotted-line reporting relationship with the Upper School Division Director.

This position plays a vital role in supporting the daily operations of Student Life and Student Services while ensuring students and parents receive timely, responsive, and compassionate support throughout the school day.

Serving as the first point of contact for the Student Life Suite, the Student Programs & Operations Coordinator manages daily student logistics, attendance, operational systems, student programming, and administrative processes that contribute to a safe, organized, and inclusive school environment. The Coordinator partners closely with Division Directors, Deans, counselors, learning specialists, educators, the business office and families to facilitate communication, implement student support processes, and ensure the smooth execution of student life initiatives.

The Student Programs & Operations Coordinator combines strong operational skills with a genuine passion for working with adolescents, maintaining a visible presence throughout the school day, while helping cultivate a positive, supportive, and engaging school culture.

Student Services Operations

 • Serve as the first point of contact for students, families, visitors, and Educators within the Student Life Suite, directing individuals to appropriate resources and personnel.

 • Coordinate daily student logistics, including attendance, hall passes, locker assignments, Yondr/cell phone procedures, lost and found, and other student-facing operational systems.

 • Maintain accurate student records (collaborate with the School Registrar and Business Office to ensure integrity of the data), attendance data, and student information systems while ensuring compliance with school policies and record retention procedures.

 • Prepare attendance reports and dashboards highlighting attendance trends, chronic absenteeism, late arrivals, early dismissals, and emergency-related attendance.

 • Collaborate with the school nurse, front desk, security personnel, Educators, and administrators to ensure accurate student attendance and accountability throughout the school day.

30%

Student and Community Engagement

 • Coordinate orientations, assemblies, Community Time activities, student leadership initiatives, affinity group and clubs support, and other student programming.

 • Provide logistical and operational support for school dances, retreats, field trips, parent programs, holiday celebrations, and other before-school, after-school, and other relevant programs/activities and occasional weekend events.

 • Assist in creating opportunities that foster student engagement, leadership, belonging, and school spirit.

 • Chaperone student activities and field trips as assigned.

 • Partner with the health and counseling office to refer student health concerns and high risk management cases to them.

20%

Student Liaison

 • Serve as a trusted and approachable resource for students, providing guidance and connecting them with appropriate academic, social-emotional, wellness, and behavioral supports.

 • Assist with triaging student concerns and discipline situations, providing immediate support while collaborating with Deans and Division Directors and/or counselors as appropriate.

 • Support Educators by assisting with classroom supervision, student transitions, or temporarily supervising students when necessary.

 • Partner with counselors, learning specialists, Educators, and administrators to facilitate implementation of student support plans and interventions as appropriate.

 • Support peer mediation, counseling referrals, and other student support programs as needed and appropriate.

 • Participate in restorative conversations and disciplinary meetings by serving as a note-taker or logistical support as appropriate.

 • Maintain a visible presence throughout campus, fostering positive relationships and promoting a welcoming, inclusive school climate.

 • Refer inquiries to appropriate parties, manage departmental inbox and ensure an excellent internal and external customer services experience through professionalism and swift responsiveness.

20%

Administrative & Executive Support

 • Provide high-level administrative support to Division Directors and the Dean Team, including calendar management, scheduling meetings, preparing agendas and presentations, maintaining records, and coordinating projects.

 • Organize logistics for student meetings, family conferences, disciplinary meetings, and student support meetings.

 • Coordinate supplies, facilities, communications, and event logistics for Student Life programming and divisional initiatives.

 • Design and produce communications, presentations, flyers, signage, and other materials supporting student programs and school events.

 • Maintain the Student Life Suite, ensuring resources, supplies, and student materials are organized and readily available.

 • Maintain and audit internal records to ensure compliance with UC and Geffen Academy records management policies. Perform data entry into multiple platforms as needed. Report compliance issues to Division Directors and CFAO as needed.

 • Create and/or maintain templates to track events, activities, expenditures, logistics planning or other department needs as directed.

20%

Process Improvement & Operational Excellence

 • Review and improve procedures related to student services, communication, recordkeeping, and operational workflows, working closely with team members to discuss compliance and maintenance of standards.

 • On behalf of Division Directors, communicate deadlines to team members and track inputs and outputs, communicate gaps in service and project deliverables to Division Directors as needed.

 • Serve as an interdepartmental liaison to improve efficiencies across Student Life, Academics, Student Support, and Business Operations.

 • Develop recommendations for improving student-facing systems and implement process improvements as directed.

 • Serve on the School Safety committee, implement its procedures, and serve as point of contact for student attendance and reunification plans, identify and report risks per school protocols. Support implementation of visitor screening, hall passes and other procedures on platforms as directed.

10%

•

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 education, administration, student affairs, or a related field, or an equivalent combination of education and experience

Preferred

1-3 years

experience working with adolescents in an educational or youth development setting.

Required

Demonstrated ability to build authentic, professional relationships with students while maintaining appropriate boundaries.

Required

Strong understanding of adolescent development and student well-being.

Required

Excellent interpersonal, written, verbal, and organizational skills.

Required

Exceptional attention to detail and ability to manage multiple priorities simultaneously.

Required

Demonstrated problem-solving skills with the ability to exercise sound judgment and discretion.

Required

Ability to collaborate effectively with educators, families, administrators, and support staff.

Required

Experience maintaining confidential student information with professionalism and discretion.

Required

Commitment to equity, inclusion, belonging, and culturally responsive educational practices.

Required

Proficiency with student information systems, Google Workspace, Microsoft Office, and other educational technology platforms.

Required

Willingness to work occasional evenings and weekends to support student programming and school 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 Avenue, 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.