Campus Operations and Events Coordinator

BLANK AST 2 (004723)

UCPath Position ID: 40874978

Position Description History/Status

For Reference ONLY - PeopleAdmin JA Number:

1132944

Approved Date:

9/21/2026 2:22:04 PM

Date Last Edited:

10/6/2026 4:47:11 PM

Last Action Effective Date:

8/1/2022

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:

40874978

Position Description ID

167061

UC Payroll Title:

BLANK AST 2 (004723)

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:

40048118

Reports to Payroll Title:

FAC SUPV 1

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

Under the supervision of the Campus Operations Manager at Geffen Academy, the Campus Operations and Events Coordinator will perform a variety of reception, organizational, programming, and student social support tasks addressing the needs of the school's facilities, operations and students needs. The incumbent will serve as the first point of contact for visitors and callers and in many instances may provide supervision of students and will direct students and parents/guardians to the appropriate department/program. It is critical and essential that the incumbent have a basic understanding of risk management strategies and mitigation procedures in regard to health, safety and facilities and work continuously to broaden their knowledge, skills and abilities as there will be day to day occurrences where good judgement and mitigation measures will have to be executed and reported accordingly.The incumbent will also assist with a broad range of administrative customer service and clerical functions in support of the Geffen Academy at UCLA. As a result, superb customer service skills will be essential. Duties include assisting with daily basic maintenance requests and submitting repair and maintenance tickets, following up and closing such activities with the University's' Facilities department. The incumbent will also maintain the organization of storage and public spaces as directed. Duties will also include answering phones, emailing, typing, photocopying, conference room reservation, setting up rooms and spaces for events, processing mail and distributing materials, stocking and tracking relevant supplies, supporting event planning and other administrative support duties as needed.  It is essential that the incumbent be a self-starter, proactive, flexible, communicate effectively and can coordinate and execute tasks with expediency, reliability and good judgement. In addition, the Campus Operations and Events Coordinator must be able to work cross-departmentally, develop and maintain positive relationships, have a high level of attention to detail and have a pleasant attitude with the utmost care for attaining customer service results.

Operations/ Reception

 • Administer and maintain the school's lost and found process, including collection, organization, and disposition of items.

 • Coordinate daily morning and afternoon student drop-off and pick-up operations, monitoring student safety, traffic flow, and enforce procedures.

 • Manage the visitor check in kiosks. Ensure that all health and safety protocols, policies and requirements are being followed, report to the relevant supervisors of areas when they are not.

 • Under the direction of Campus Operations manager, assist with maintaining the work order and event management system.

 • Maintain the break/copy room, prepare coffee on a daily basis. Order coffee and other kitchen supplies as needed with the business office.

 • Provide routine printer checks, including, but not limited to: checking toner; paper; and adding new employees to the departmental address books.

 • On a daily basis deliver mail and materials to Geffen Academy Educators. Act as messenger for special campus mail deliveries/pick-ups.

 • Maintain routine and by request, set up and take down a variety of events, meetings, etc. Set up including tables, chairs and equipment.

 • Answer Geffen Academy emergency telephone line. Provide assistance  for routing calls and refer to the proper department or Geffen Academy Educator, answering questions and taking and delivering messages when needed.

 • Maintain storage and working areas organized, clear, and in operational ready condition.

 • Provide on-site operational support for events occurring after regular business hours, including afternoons, evenings, and weekends as needed.

 • Update and maintain Outlook calendars as directed.

 • Update and enter data into departmental platforms as directed (When2Work, Ebase, PickMyKid/VisitU, BOX etc.

 • Complete Incident Reports and report to Insurance and Risk Management as needed. Perform other related operational duties as requested.

70%

Student Operations

 • Serve as the first point of contact for students and visitors as they enter the school premises; direct students to the appropriate resources and/or personnel based on interpretation of their needs.

 • Support logistics, coordinate meetings, gather supplies and set up for special events on and off-campus. This will include before school, after school, and weekend events (e.g., Prom, dances, holiday celebrations, parent nights, assemblies, etc.).

 • Under the direction of the Campus Operations Manager, assist with directing the student chaperone team for event setup, scheduling, general building operations and specific tasks such as monitoring carpool pick-up and drop-off, managing visitor check-in, and ensuring the execution of daily management tasks.

 • Assist with communicating with student chaperones and prepare weekly work schedules under the direction of the Campus Operations Manager.

 • Support student supervision. This may include the breakfast and lunch timeframe, afterschool and monitoring hallways and passing periods etc.

 • Work with the Student Services Coordinator to ensure that students that are leaving school or arriving during non-standard hours are cleared to do so on our VisitU platform and other programs as needed.

20%

Project Coordination

 • Maintain and track operations and facilities reports as directed.

 • Track and maintain parking requests for substitute teachers, temporary employees, volunteers, and guests, and provide day parking passes as appropriate and per campus policy.

 • Be a member of the Emergency and Preparedness Committee and assist as needed, taking direction from the Incident Commanders and Project & Preparedness Specialist.

 • Conduct daily building walkthroughs to ensure environmental, health and safety standards are in effect, report as needed to supervisor and EH&S. Perform weekly quality control and safety audits of nighttime custodial services and daily reviews of the ceramics studio and Makerspace. Complete Daily Service Reports (DSR) and as directed.

 • Be part of the Geffen Academy planning committees as needed, including but not limited to the Employee Engagement Committee.

 • Perform other related operational duties as requested.

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

High School Diploma

Required

Skill in reading and understanding documents written in standard English text such as procedure manuals and policies.

Required

Strong written and verbal communication skills included but limited to being able to communicate using appropriate language to obtain and convey information to individuals at various organizational levels by phone and in person. Must be able to communicate with a wide variety of constituents.

Required

Intermediate to advanced skill set in software applications including Microsoft Word, Excel, Outlook, and calendar software.

Required

Entry level technology literacy and ability to quickly grasp the particular software used in the school's software programs.

Required

Knowledge and operation of basic tools and equipment as it relates to the facility/plant maintenance and operations of the school.

Required

Ability to work independently and within a team, carry out detailed oral and written instructions, and follow through on assignments with minimal direction.

Required

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

Required

Ability to handle multiple tasks and prioritize workload on a daily basis and to collaborate with co-workers as needed and complete projects in a productive and efficient manner.

Required

Ability to respond quickly and efficiently to operational needs and upkeep of the school in order to maintain safety and order.

Required

Ability to learn and apply related UCLA and departmental policy and procedures as they relate to travel reimbursement, confidentiality of records, entertainment, procurement, conflict of interest, Insurance and Risk Management (reporting health and safety incidents) and FERPA.

Preferred

Interpersonal skills of the highest quality, as the incumbent will be working closely with Geffen Academy Educators, students, parents, the UCLA community and the general public.

Preferred

Available to work weekends, nights and overtime when needed.

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 Ave., Los Angeles, CA  90095

Standing/Walking

X

X

Sitting

X

Bending/Stooping

X

X

Squatting/Kneeling

X

X

Climbing

X

X

Lifting/Carrying/Push/Pull 0-25 lbs

X

X

Lifting/Carrying/Push/Pull 26-50 lbs

X

X

Lifting/Carrying/Push/Pull over 50 lbs

X

X

Physical requirements other

X

Chemicals, dust, gases, or fumes

X

X

Loud noise levels

X

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.