Administrative Coordinator

ADMIN OFCR 3 CX (004800)

UCPath Position ID: TBD_940787

Position Description History/Status

Approved Date:

1/23/2026 7:06:49 PM

Date Last Edited:

1/23/2026 7:06:46 PM

Last Action Effective Date:

Organization Details

Business Unit (Location):

LACMP

Organization Code:

5200O

Organization:

CAMPUS AND COMMUNITY SAFETY

Division Code:

5405D

Division:

POLICE DEPARTMENT

Department:

336500 - POLICE DEPARTMENT

Position Details

UCPath Position Number:

TBD_940787

Position Description ID

250283

UC Payroll Title:

ADMIN OFCR 3 CX (004800)

Personnel Program

Professional and Support Staff (PSS)

Salary Grade:

STEPS

Job Code FLSA:

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:

40059981

Reports to Payroll Title:

Police Captain Mgr 2

UCPath Department Head Position Number:

40936386

Department Head Payroll Title:

Police Chf Mgr 4

GENERAL SUPERVISION - Indicates that the incumbent develops procedures for performance of variety of duties; or performs complex duties within established policy guidelines.

POSITION SUMMARY

The Administrative Coordinator provides essential support to the Police Department, helping ensure smooth day-to-day operations through effective coordination of business processes and administrative functions. This role involves managing a wide range of tasks, including overseeing office workflows, handling complex scheduling, preparing reports, and facilitating communications between internal departments and external partners.

The coordinator will play a key role in supporting leadership by managing administrative operations such as budget tracking, procurement processes, and project coordination. Additionally, the position requires handling sensitive information with discretion, organizing meetings and events, and assisting in the development and implementation of office procedures to improve efficiency.

The UCLA Police Department is a leader in providing progressive law enforcement services to a culturally diverse urban campus and its surrounding community. We are dedicated to providing a safe and secure environment for teaching, research and public service. We do this through patrol, rapid response to calls for service, investigations, education and implementation of preventative strategies. Our work, grounded in a community policing philosophy, utilizes campus partnerships as the most effective approach for insuring a safe campus.

Administrative Operations

Oversee and streamline daily administrative functions to ensure the Police Department runs smoothly and efficiently. This includes managing office workflows, maintaining organized records, and ensuring timely follow-through on operational tasks. The coordinator will identify areas for improvement, propose solutions, and help implement processes that enhance productivity while supporting the overall mission of promoting a secure and well-functioning campus environment.

25%

Financial and Procurement Support

Assist with tracking and monitoring the department's budget, ensuring expenditures are documented accurately and align with university policies. This includes processing purchase orders, invoices, and reimbursements while ensuring timely payments to vendors. The coordinator will collaborate with leadership to resolve discrepancies and ensure the department has the necessary resources to operate smoothly while staying within budget.

25%

Calendar and Scheduling Coordination

Manage and maintain complex calendars for leadership and key personnel, ensuring meetings, appointments, and events are scheduled efficiently and without conflicts. This includes coordinating across multiple departments, prioritizing time-sensitive engagements, and adjusting schedules as needed. The coordinator will ensure leadership is prepared for each meeting by providing relevant materials, confirming attendance, and handling last-minute changes with professionalism and adaptability.

20%

Project Coordination

Support the planning and execution of safety-related projects by managing administrative tasks, timelines, and deliverables. The coordinator will track progress, prepare status updates, and ensure project documentation is organized and up to date. This role involves coordinating with team members, departments, and external partners to keep initiatives moving forward efficiently, helping ensure the successful implementation of programs that enhance public safety.

15%

Travel and Expense Coordination

Manage travel arrangements for leadership and key staff, ensuring compliance with university policies and budget constraints. This includes booking flights, accommodations, and transportation, while providing detailed itineraries. The coordinator will also process travel expense reports, ensuring timely reimbursement and accurate financial records. Proactive planning and attention to detail will minimize disruptions and allow travelers to focus on their responsibilities.

5%

Meeting and Event Support

Plan, coordinate, and support meetings and events, ensuring all logistics are handled seamlessly. This includes preparing agendas, distributing materials, reserving spaces, and setting up technology or resources. During meetings, the coordinator will take detailed minutes, track action items, and ensure follow-up tasks are completed. For larger events, the role involves managing guest lists, coordinating with vendors, and troubleshooting day-of issues to ensure everything runs smoothly.

5%

Human Resources

Serve as the backup liaison between the Police Department and Human Resources, facilitating smooth communication and ensuring compliance with university policies and procedures. This includes supporting recruitment efforts, coordinating onboarding and offboarding processes, and managing employee records. The coordinator will assist with performance evaluations, track training requirements, and address general HR inquiries from staff, ensuring a responsive, supportive, and organized approach to personnel matters that promotes a positive and productive work environment. The coordinator will be the primary preparer of position descriptions and job requisitions in the JDXpert and iCIMS systems.

5%

•

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

Understanding of office management practices, business processes, and administrative operations in a large, fast-paced environment.

Required

Familiarity with institutional policies related to finance, HR, procurement, and data management.

Preferred

Familiarity with law enforcement functions and public safety practices in a university setting.

Preferred

Ability to prioritize tasks, manage multiple projects simultaneously, and meet deadlines with minimal supervision.

Required

Ability to work collaboratively with diverse groups, including leadership, staff, external partners, and campus stakeholders.

Required

Proficient in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook), calendar management tools, and data entry systems.

Required

Experience with financial or HR systems.

Preferred

Ability to anticipate challenges, propose solutions, and adapt to changing priorities while maintaining efficiency.

Required

Handle sensitive information with discretion, manage confidential personnel records, safety data, and high-stakes communications with professionalism.

Required

Skilled in drafting professional correspondence, preparing reports, and facilitating clear, effective communication.

Required

Basic understanding of budgeting, expense tracking, and procurement processes to support financial operations.

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.

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

Clery Act: The position is a designated CSA (Campus Security Authority) under Clery Act requirements.

5%

Training and Conferences

Exercise the utmost discretion in managing sensitive information learned in the course of performing their duties. Sensitive information includes but is not limited to employee and student records, health and patient records, financial data, strategic plans, proprietary information, and any other sensitive or non-public information learned during the course and scope of employment. Understands that sensitive information should be shared on a limited basis and actively takes steps to limit access to sensitive information to individuals who have legitimate business need to know. Ensure that sensitive information is properly safeguarded. Follow all organizational policies and laws on data protection and privacy. This includes secure handling of physical and digital records and proper usage of IT systems to prevent data leaks. The unauthorized or improper disclosure of confidential work-related information obtained from any source on any work-related matter is a violation of these expectations.

Required

LOCATION AND PHYSICAL, ENVIRONMENTAL, MENTAL (PEM) REQUIREMENTS

Environment and Work Location Information

Environment Type:

Non-Clinical Setting

Location Setting:

Campus

Location:

Police Department

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.