External Affairs Coordinator

ADMIN OFCR 2 CX (004263)

UCPath Position ID: TBD_1000237

Position Description History/Status

Approved Date:

9/22/2026 8:43:46 PM

Date Last Edited:

9/23/2026 1:30:16 AM

Last Action Effective Date:

9/23/2026

Organization Details

Business Unit (Location):

LACMP

Organization Code:

8400O

Organization:

CONTINUING EDUCATION                   

Division Code:

8420D

Division:

DEAN, UCLA EXTENSION                   

Department:

577500 - UNEX: EXTERNAL AFFAIRS

Position Details

UCPath Position Number:

TBD_1000237

Position Description ID

263323

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:

41083619

Reports to Payroll Title:

FUNDRAISING MGR 1

UCPath Department Head Position Number:

41083619

Department Head Payroll Title:

FUNDRAISING MGR 1

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

Under the general direction of the Assistant Dean of External Affairs, the External Affairs Coordinator serves as the operational hub for UCLA Extension's External Affairs department, providing comprehensive project management, development operations, executive support, stewardship coordination, and administrative leadership that advances the division's fundraising, institutional engagement and collaboration, and strategic priorities.

The incumbent coordinates multiple concurrent projects supporting fundraising operations, donor stewardship, executive communications, campaign planning, events, sponsorship fulfillment, and department administration.

The position develops and maintains operational systems, manages development communications, oversees donor data integrity, prepares reports and executive briefing materials, and coordinates cross-functional initiatives that strengthen External Affairs' effectiveness and organizational capacity.

Working collaboratively with campus external affairs staff, donors, volunteers, corporate partners, and community stakeholders, the External Affairs Coordinator builds the operational infrastructure necessary to support philanthropy, increase executive capacity, and advance UCLA Extension's mission and strategic goals.

This position requires exceptional judgment, initiative, analytical ability, discretion, project management expertise, outstanding communication skills, and the ability to manage multiple priorities within a dynamic, fast-paced environment.

UCLA Extension is one of the nation's leading continuing and professional education providers, serving more than 35,000 students annually. The External Affairs department advances UCLA Extension's mission by cultivating and stewarding philanthropic support, strengthening institutional and campus partnerships, engaging donors and community leaders.

External Affairs Operations & Development Project Management

1) Serve as the primary operations coordinator for the Office of External Affairs, managing multiple concurrent projects supporting fundraising, stewardship, communications, executive projects, and strategic priorities.

2) Gather, analyze, and synthesize information to prepare executive briefing materials, reports, presentations, and decision-support documents.

3) Coordinate cross-functional initiatives involving Academic Programs, Finance, Strategic Communications, Campus Advancement, Gift Administration, and external partners.

4) Develop and maintain administrative procedures, workflow documentation, and standard operating practices that improve operational effectiveness.

5) Coordinate development work plans, project timelines, deliverables, campaign milestones, and operational workflows to ensure successful execution of fundraising and engagement initiatives.

6) Develop and maintain project management systems, dashboards, calendars, tracking tools, and operational reports.

7) Track departmental metrics for External Affairs team and recommend process improvements that strengthen fundraising operations and constituent engagement.

8) Coordinate leadership meetings, planning sessions, and strategic initiatives, including agendas, meeting materials, minutes, and follow-up.

9) Serve as liaison between External Affairs and campus partners to facilitate communication, project coordination, and timely completion of work in a fast-paced environment.

10) Perform additional analytical, operational, and strategic projects as assigned.

40%

Development Operations, Stewardship & Communications

1) Coordinate daily fundraising operations by maintaining accurate donor, prospect, alumni, corporate partner, and constituent information within the CRM system.

2) Process charitable gifts and coordinate documentation with Gift Administration while ensuring timely and accurate tracking.

3) Generate fundraising reports, stewardship reports, donor activity summaries, campaign dashboards, executive reports, and development analytics.

4) Coordinate stewardship activities, ensuring timely donor acknowledgements, recognition efforts, impact reporting, and stewardship communications.

5) Draft, edit, proofread, and coordinate donor correspondence, gift acknowledgements, stewardship reports, executive letters, sponsorship communications, campaign materials, and other development-related

communications.

6) Manage the department's development communications calendar to ensure consistent and timely donor engagement throughout the stewardship cycle.

7) Conduct prospect research utilizing CRM databases, Foundation Directory, LinkedIn, University resources, and publicly available information.

8) Prepare prospect profiles, meeting briefing materials, donor biographies, cultivation materials, and background research for leadership.

9) Track fundraising activity, sponsorship commitments, proposal submissions, stewardship deliverables, and campaign progress.

10) Coordinate scholarship stewardship reporting by collecting student stories, program updates, impact narratives, photographs, and beneficiary information from Extension departments.

11) Maintain CRM data integrity and support reporting standards, document activity management for Assistant Dean, and development operations best practices.

35%

Executive & Administrative Coordination

1) Manage the Assistant Dean's complex calendar, coordinating meetings with donors, leadership, volunteers, corporate partners, and community stakeholders.

2) Coordinate travel arrangements, reimbursements, purchasing, procurement, expense reconciliation, and financial documentation in accordance with University policy.

3) Prepare executive correspondence, reports, presentations, and briefing materials.

4) Coordinate confidential meetings, agendas, minutes, and logistics.

5) Maintain confidential records and sensitive information with professionalism and discretion.

6) Support daily administrative operations of the External Affairs department.

15%

Events & Special Projects

1) Coordinate planning and logistics for events, recognition programs, and institutional community engagement activities.

2) Manage event registrations, facilities coordination, catering, audiovisual support, event communications, vendor coordination, volunteer logistics, and event materials.

3) Coordinate sponsorship fulfillment, recognition opportunities, and donor hospitality.

4) Prepare event briefing materials, run-of-show documents, guest lists, sponsorship summaries, and event reports.

5) Coordinate post-event stewardship activities including donor acknowledgements, follow-up communications, photography management, event metrics, and wrap-around reports documenting outcomes and recommendations.

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 Business Administration, Communications, Public Administration, Higher Education, Nonprofit Management, Marketing, or a related field; or an equivalent combination of education/training and professional experience.

Required

2+ years

Progressively responsible experience in project coordination, administrative operations, fundraising support, higher education administration, nonprofit organizations, or external relations.

Required

And

2 years

Experience in supporting executive leadership

Required

And

3 years

Experience utilizing CRM databases or comparable information management solutions.

Required

Demonstrated knowledge of fundraising, donor stewardship, and constituent engagement practices, including gift processing and development support activities.

Required

Strong project management and organizational skills with the ability to coordinate multiple concurrent initiatives and ensure timely completion of deliverables.

Required

Ability to independently prioritize and manage competing assignments, exercise initiative and sound judgment, adapt to changing priorities, and proactively resolve problems in a fast-paced environment.

Required

Ability to research, gather, analyze, and synthesize information to prepare reports, dashboards, executive briefings, and recommendations.

Required

Excellent written communication skills, including drafting, editing, proofreading, and preparing professional correspondence, reports, and presentations.

Required

Strong verbal communication and interpersonal skills to effectively engage with donors, volunteers, faculty, administrators, corporate partners, and community stakeholders.

Required

Demonstrated ability to build and maintain collaborative relationships while providing exceptional customer service to diverse constituents.

Required

Experience utilizing Blackbaud CRM or similar database systems to maintain data integrity, track activities, and generate reports.

Required

Ability to conduct prospect research and develop donor profiles, briefing materials, and background analyses using multiple information sources.

Required

Knowledge of event planning and logistical coordination, including registrations, vendor management, communications, and post-event follow-up.

Required

Ability to support budget administration, financial tracking, expense reconciliation, purchasing, and related reporting activities.

Required

Proficiency with Microsoft Office Suite, Google Workspace, Excel, Adobe Acrobat, Zoom, and project management platforms, with the ability to maintain confidentiality and handle sensitive information with professionalism and discretion.

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:

Non-University Setting(s)

Location:

433 S. Spring Street, Los Angeles, CA 90013

•

Commonly used office equipment.

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.