ELPA21 Operations Coordinator

BLANK AST 2 (004723)

UCPath Position ID: 41087413

Position Description History/Status

Approved Date:

8/13/2025 3:47:44 PM

Date Last Edited:

8/13/2025 3:47:42 PM

Last Action Effective Date:

Organization Details

Business Unit (Location):

LACMP

Organization Code:

1120O

Organization:

EDUCATION & INFO STUDIES

Division Code:

1121D

Division:

EDUCATION & INFO STUDIES DIV

Department:

028600 - CRESST

Position Details

UCPath Position Number:

41087413

Position Description ID

234401

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:

40875401

Reports to Payroll Title:

PROJECT POLICY ANL 3

UCPath Department Head Position Number:

41051550

Department Head Payroll Title:

HR 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

ELPA21 designs and delivers English Language Proficiency assessments to K-12 students, professional learning to educators, and technical advisement to states and schools.

We are seeking an adept Operations Coordinator to oversee the functions of ELPA21's administrative operations. This role demands a proactive approach to coordinating for a high-capacity leadership team, project coordination, supporting the hiring and staff onboarding process. In coordination with the main CRESST Business Office, the incumbent is responsible for preparing procurement requisitions for contractors, software, and supplies in accordance with the University's guidelines, policies and procedures, including entering transactions into systems such as BruinBuy+ and Concur. You'll provide direct support to the Internal Operations & Products Manager, acting as a facilitator in resolving problems, addressing issues, and responding to questions. Serve as the liaison to the consortium members, governing boards, committees, program/project directors and collaborators, supervised by the Internal Operations & Products Manager. Your responsibilities will include orchestrating logistical aspects for meetings and events, refining operational procedures, maintaining records, and leading special project coordination.

We value a detail-oriented, collaborative spirit capable of independent decision-making. Our team is committed to making a significant impact in K-12 education by helping states, schools, educators, and families improve outcomes for English learners. Join us to contribute to a mission-driven environment that empowers educators and students alike.

The Center for Research on Evaluation, Standards, and Student Testing (CRESST) at the University of California, Los Angeles is a leader in educational assessment and evaluation. Housed within CRESST, the ELPA21 program focuses on developing tailored assessment frameworks for English learners. This project leverages CRESST's expertise in research and innovation to create assessments that are both scientifically validated and highly effective in measuring language proficiency. http://www.elpa21.org

Executive and Client Services Support

A1. Coordinate meetings with Internal Operations & Products Manager to prioritize work, update on work in progress, receive and execute on action items and assignments, and resolve questions and issues related to the role's responsibilities.

A2.Coordinate scheduling of meetings and follow up regarding special requests and schedule related appointments. Produce and distribute agendas, identify and compile necessary background materials.

A3. Schedule meetings on behalf of the Internal Operations & Products Manager, respond or draft responses to emails, manage calendar, adapting to shifting priorities as necessary.

A4. Maintain database with a list of client topics and concerns; route to the relevant team members; track issue to resolution.

A5. Coordinate support for new client representatives, including orientation to collaborative workspaces, provision of resources, and service check-ins.

A6. Prepare travel expense reports for ELPA21 team members by entering them directly into Concur, including uploading receipts, justifications, and related documentation in alignment with UC travel policy. Coordinate with the CRESST Business Office for final review and submission. Support team members with travel pre-approvals, booking logistics, and itinerary planning.

35%

Operational Support

B1. Coordinate internal meetings; prepare meeting agendas, assist in compiling topics, identify action items, and produce and distribute call notes.

B2. Assist in the preparation of all materials to be presented by the Internal Operations & Products Manager, including slide presentations, analytical reports and graphic presentations.

B3. Track execution of action items and coordinate with program teams to support smooth flow of information from Executive Director to Directors/Managers, especially for emergent issues.

B4. Assist in the creation of diagrams, flow charts, infographics, and other communications to support program operations as directed by management.

B5. Create process documents, "how to" guides, and checklists for common business practices such as meeting planning.

B6. Assist in the dissemination and monitoring of ELPA21 program best practices. Document and build knowledge base of university policies and processes for ELPA21 staff reference and training.

B7. Coordinate logistics for semi-annual home week and staff planning meetings, ensuring seamless execution.

B8. Assist in procuring software tools and resources for the team, including completing and tracking software necessary paperwork for IT compliance.

30%

Vendor and

Contract

Management

Support

C1. Coordinate the procurement requirements with CRESST Business Office team members, track the development and renewal of vendor Statements of Work, vendor registrations, requisitions, and contracts to ensure continuous support.

C2. Monitor contract and requisition timelines and notify management of upcoming renewals. Track contract payments, contract value, and timeline for renewals.

C3. Prepare supporting documentation and assist the Internal Operations & Products Manager in routing vendor requisitions and invoices to the CRESST Business Office for approval. Once approved, enter transactions into BruinBuy+ and track submission and payment status through completion. Escalate complex or unresolved matters to the Internal Operations & Products Manager.

C4. Coordinate with vendors on the University's onboarding requirements (PaymentWorks) and serve as the point of contact for vendors in coordination with program managers on invoicing processes.

C5. Prepare and maintain reports on vendor payments, vendor spend, and contract utilization for management review and ensure documentation is audit ready.

C6. Prepare and update regular reports on the status of contractor invoice payments for review by management.

C7. Organize and file all vendor-related documentation, ensuring accessibility for audits and reviews.

C8. Provide financial support including: 1. Manage and log all incoming vendor orders 2. Assist in sending and tracking invoices and logging invoice payments. 3. Serve preparer of check deposits and secondary verifier of deposit tickets/transaction for CashNet system.

25%

Staff Support

D1. Maintain a database of ELPA21 duty statements and KSAs used to write job descriptions.

D2. Assist in organizing ELPA21 staff onboarding and offboarding materials, including training, application access, and workspace setup.

D3. Assist with the hiring process, provide training support, and help coordinate task assignments for undergraduate student workers.

D4. Coordinate with CRESST BO to implement best practices for reviewing applications, job descriptions, etc., and assist in organizing resources that help the ELPA21 team maintain compliance and streamline internal workflows.

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

Experience in training and onboarding staff with an empathetic approach to learning and development.

Preferred

3-5 years

Experience as project coordinator, administrative assistant, or

executive assistant

Preferred

Demonstrated experience in acceptable accounting and business

practices in financial, contract and grant, and administrative issues.

Required

Strong verbal and written communication skills, capable of being clear, direct, and concise.

Required

Ability to identify, analyze, and resolve problems, embraces incremental improvements in workflow

and process efficiency. Ability to identify, analyze, and resolve problems as they arise and keep the

Director apprised of problems.

Required

Knowledge in using new technologies to enhance work efficiency and productivity

Required

Ability to pay attention to details without losing sight of the bigger picture, ensuring thoroughness in all tasks. Ability to uphold confidentiality with integrity, crucial for maintaining a professional environment.

Required

Ability to exercise independent judgment, initiative, resourcefulness, and discretion in decision making. Ability to negotiate with campus departments when an exception to policy or procedure is required.

Required

Basic knowledge of the hiring process in a university setting, with working experience related to Personnel and Payroll policies, procedures, and organizational structure.

Preferred

Familiarity with AI capabilities and comfort using AI to support assigned work. Familiarity with K12 classroom education in US schools.

Required

Shows the capacity for efficient task management and execution and excellent time management skills, ensuring that tasks are completed efficiently, and goals are met promptly.

Required

Skill in proof reading and editing both draft and final copy for grammar, syntax, and spelling to ensure that all final documents issued by the Director are error-free.

Preferred

Demonstrated organizational skills with successful experience in coordinating the activities of a busy and productive executive office.

Required

Willingness to learn new subject matter such as high stakes assessment, US education policy, and contract management.

Preferred

Knowledge of University policy and procedures in areas of accounting, travel, purchasing, and subcontract awards to coordinate and expedite tasks with associated central offices.

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.

Based in LA, work history with UCLA desired

Preferred

LOCATION AND PHYSICAL, ENVIRONMENTAL, MENTAL (PEM) REQUIREMENTS

Environment and Work Location Information

Environment Type:

Non-Clinical Setting

Location Setting:

Campus

Location:

SEIS Building

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.