Faculty Services Coordinator

ADMIN OFCR 2 CX (004263)

UCPath Position ID: 40206112

Position Description History/Status

For Reference ONLY - PeopleAdmin JA Number:

1125957

Approved Date:

12/10/2025 2:33:49 PM

Date Last Edited:

12/10/2025 2:33:47 PM

Last Action Effective Date:

6/7/2022

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:

40206112

Position Description ID

166616

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:

40048228

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

The Faculty Services Coordinator at Geffen Academy will report to the Dean of Faculty (DoF) to oversee specific project management work and a variety of organizational, programming, and academic support tasks that address the needs of the school's educators. This person will serve as the first point of contact for the Dean of Faculty (DoF), Middle School Division Director (MSDD), and Upper School Division Director (USDD). The Faculty Services Coordinator will manage all calendaring and will oversee the operational management of the school-wide classroom observation and substitution systems. This person will also manage the visitor flow to the Educator suite, will help support projects involving other academic leadership staff, and will complete a variety of tasks related to school events, communications, special presentations, field trips, academic programs, and project initiatives.

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.

Projects Management and Coordination

 • Maintain an internal calendar of events, trainings, and Educator meetings obtained from stakeholders across the institution and send invites accordingly. Arrange and lead bi-monthly meetings to ensure the accuracy of this calendar as well as the calendar in Blackbaud and provide support to the Registrar and Scheduler.

 • Maintain dashboard of classroom observation and evaluation work flow; draft follow-up communications to ensure compliance to year-long observation and evaluation schedule.

 • Manage the administration of the school-wide classroom observation and evaluation process: oversee the scheduling of pre-observation meetings, classroom observations, and post-observation meetings for the educators.

 • Oversee the operational management of the School's substitution process, including: securing substitute educators from Teachers on Reserve (TOR), creating and distributing parking information, creating schedules, procuring lesson plans, rosters, managing and updating the absence tracker, and seating charts. Arrange or provide coverage when TOR or classroom educator is not available.

 • Review, Edit, and Approve Official Notes in Blackbaud. Review for spelling, content, and tone before approving them to go out to students and families. Alert appropriate personnel to developing academic or social-emotional issues.

 • Work with directors, deans and department chairs to ensure adherence to observation and evaluation schedules and documentation. Provide information on processes and documents for supervisors and classroom educators to track classroom observations and evaluations.

50%

Events Support

 • Work with the MSDD and USDD to design and develop presentations for school events such as Back to School Nights, Open Houses, informational mornings and/or evenings, UCLA Day at Geffen Academy, New Family Welcome Day, Graduation and 8th Grade Promotion academic advising, and other events as assigned.

 • Provide IT support to parents and educators to events as needed.

 • Provide support to the Academic Team for annual projects such as narrative comments, parent/Educator conferences, and grade audits. Oversee the creation of Google Docs and Zoom links for such events with directories.

 • Provide coordination support for field trips as needed.

20%

Administrative Support

 • Serve as the first point of contact for students and visitors to the educator suite.

 • Facilitate the flow of students, visitors and provide documents to the relevant educator.         

 • Direct visitors to appropriate resources and/or personnel based on interpretation of their needs.

 • Provide a high level of executive support for the Dean of Faculty, Dean of Instruction, and Division Directors to include managing complex calendars, coordinating meetings, preparing and proofreading materials and presentations, and maintaining accurate records across multiple platforms.

 • Ensure compliance with record retention policies and contribute to the development of special projects such as presentations, field trips, professional development sessions, and other initiatives as assigned.

 • Help track strategic goals and initiatives related to academic programming management. This includes managing educator meeting attendance, communicating educator substitution expectations, tracking educator classroom coverages, and providing administrative support during summer program.

 • Provide support to the DoF, Division Directors, Department Chairs and other academic leadership team members when hiring for new positions, including communicating with prospective candidates and scheduling and coordinating interviews.

 • Provide support for Thursday and Friday Morning Educator Meetings and Professional Development including sending calendar invites, managing the Zoom room, and providing materials as needed.

 • Provide additional administrative and general office support to the educators, including the Associate Head of School (AHoS), Learning Specialists, Dean of Instruction (DoI), and Academic Deans.

 • Provide scheduling support for the Head(s) of School and Student Life Suite (SLS) in the absence of the Executive Assistant to the Head(s) of School and the Student Services Coordinator.

 • Manage Bruin Corps classroom support.

 • Manage oversight of educator lunch duty, assessing where educators are needed and following up.

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 education or public business administration or related field

Required

1-3 years of experience

demonstrated experience in an academic or educational environment

Preferred

Strong organizational skills with the ability to prioritize and maintain a variety of different projects and tasks at one time

Required

Ability to take initiative on projects and proactively communicate with stakeholders regarding project management and deliverables

Required

Ability to meet deadlines and goals within a fast-paced environment

Required

Excellent written, spoken, and non-verbal communication skills with an emphasis on the ability to communicate professionally and proactively.

Required

Ability to maintain a high level of confidentiality and discretion

Required

Ability to authentically connect with youth (6th-12th graders) and educators

Required

Advanced skills and knowledge of Microsoft Office and Google suite

Required

Ability to think fast and be flexible and to be able to tailor responses immediately to different needs

Required

Knowledge of the CA Education Code, laws, and best practices of secondary schools

Preferred

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.