Events and Communications Coordinator

BLANK AST 2 (004723)

UCPath Position ID: TBD_335

Position Description History/Status

Approved Date:

4/11/2024 1:06:04 PM

Date Last Edited:

4/11/2024 1:05:59 PM

Last Action Effective Date:

Organization Details

Business Unit (Location):

LACMP

Organization Code:

1300O

Organization:

LETTERS AND SCIENCE                    

Division Code:

1350D

Division:

L&S SOCIAL SCIENCES                    

Department:

110000 - ECONOMICS

Position Details

UCPath Position Number:

TBD_335

Position Description ID

172332

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:

40064070

Reports to Payroll Title:

FINANCIAL ANL 3

UCPath Department Head Position Number:

40047957

Department Head Payroll Title:

ADMIN 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.

4922

STDT 1

0.72

POSITION SUMMARY

Under the direction of the Chief Administrative Officer (CAO) for the Department of Economics and Senior Fund Manager, provide general administrative and communication services to the Department of Economics. Major duties include: coordination for all department events, workshops, and invited guests, including faculty recruitment candidates. Book travel and/or lodging as needed, arrange guest parking, reserve meeting space, make catering and any other necessary arrangements. Make all necessary arrangements for the Department's attendance at the annual American Economics Association (AEA) meeting. In charge of junior recruitment: organization of files and setting up interviews for the AEA meeting; schedule candidates to fly out for job talks and meetings with faculty; maintain an appropriate database to house and communicate complicated schedules.  Additional responsibilities include managing the Department newsletter, designing and writing for distribution, social media/website improvement and management, parking coordination, and implementing summer sessions marketing campaign, flyer design, and distribution including Pre-collegiate summer institutes.  Serve as key contact with facilities for building maintenance, phone and internet services. Responsible for insuring department spaces are in good order, including regular cleaning of graduate student labs and general offices. Also responsible for furniture orders and office moves and any larger construction or facilities upgrade projects including making sure these projects remain on schedule and on budget. In coordination with the CAO is in charge of the Department's emergency plan and compliance with University safety practices, including scheduling inspections and training.As coordinator, the incumbent will supervise, and train in coordination with other front office staff, five undergraduate student office workers who will be expected to perform most front office receptionist duties: receive and screen phone calls and walk-in inquires, process mail, photocopying, faxing, scanning, distributing paychecks, managing mail and messenger services, maintaining the office and all its machines in good order, maintaining stocks of supplies and instructional photocopying, being prepared to fill in when students are not available.Serve as a back-up to the other Front Office Coordinator and other duties or special projects as assigned by the Chair and/or the CAO.

Event Coordination

1. Coordination for all department events, workshops, conferences, and invited guests, including faculty recruitment candidates, insuring there is no inappropriate overlap.

2. Track all expenses against workshop and recruitment budgets. 

3. Manage the Department faculty club membership, transferring expenses to appropriate accounts on a monthly basis.

4. Schedule Departmental gatherings. Responsible for sending out notices of all department meetings, conferences and receptions and tracking RSVP's as needed.

5. Coordinate all aspects of travel for Department's invited guests. Book travel and/or lodging as needed, arrange guest parking, meals. If required, arrange appointments to meet and interview with Departmental Faculty.

6. Reserve meeting space, insure proper equipment is available and make catering and any other necessary arrangements. Coordinate re-arranging furniture before and after if needed.

7. Process all necessary purchase orders, interdepartmental recharges, event registrations etc. to insure events run smoothly and comply with University policies and procedures, and that vendors are paid on time.

8.  For faculty recruitment: make arrangements for UCLA faculty to have appropriate space and support at the annual American Economics Association (AEA) meeting; responsible for contacting candidates identified by the Faculty to scheduling interviews at the AEA, job talks at UCLA, and arranging interviews for potential new faculty.

9.  Insure faculty attending the meeting have all necessary documentation and schedules for their interviews.

10.  Maintain an appropriate database to house and communicate complicated schedules. 

11.  Process requests for departmental and guest travel reimbursements, insuring they comply with University policy and Department practice using Travel Express.

12.  Serve as Parking Coordinator

25%

Department Services

1.  Report building problems to Facilities trouble desk - Generate FSRs (Facilities Service Requests). 2.  Coordinate and process moving requests including relocating furniture from one office to another, moving out old furniture to be replaced with new furniture, clearing offices of unwanted papers, books, furniture, and equipment after faculty have left UCLA.

3.  Distribute office door keys to authorized personnel. Maintain database on their location.

4.  Generate all TSRs (Telecommunication Service Requests). Report any telephone problems to Telecommunications' help desk. Request new telephone service or change in service.

5. Oversee annual cleaning of the Graduate student offices and the Departmental kitchens in the first two weeks of September and during Winter break.

7.  In coordination with the CAO, regularly examine and update the Department's emergency plan and restock emergency supplies if necessary, while insuring Departmental compliance with University safety policies; including, but not limited to scheduling and performing annual safety inspections, arranging for delivery of annual safety training for faculty and graduate students and bi-annual training for career staff.

25%

Front Office Management

1. Hire, supervise and train approximately five undergraduate student workers so that they can:

a. Oversee and share in daily operation of front office: provide assistance to all faculty and staff, including receiving and screening phone calls and inquires, process mail, process Federal Express and other deliveries;  photocopying, faxing and scanning, use of all manner of office machines; 

b. Answering phones and visitors to the office, assisting them by providing general information, referring them to appropriate faculty or staff member, taking messages and etc.

c.  Serving as the key contact for all visitors to the department and setting a welcoming, efficient and effective tone in the office.

d. Manage mail and messenger service

e. Maintain stocks of supplies.

 f.  Maintain and/or order maintenance for instructional and office equipment (overhead and LCD projectors, photocopying machines, FAX machine, PDF scanner, other equipment).

g. Ensure front office and department public areas are in good order.

h. Maintain department's physical and virtual bulletin boards.

i.  If needed, deliver urgent documents on campus.

2.  Along with other Front Office Coordinator, be prepared to fill in when students are not available. 3.  Photocopy exams, insure exam security

 Serve as a back-up to the Administrative and Instructional Services Coordinator.

 Assist all faculty and staff with ad-hoc administrative requests.

 Perform special projects as assigned by Chief Administrative Officer.

 Manage and implement marketing campaign for summer sessions and Pre-Collegiate summer programs, including design, and distribution.

 Serve as liaison for UCLA Partnership and Alumni Affairs when needed.

 Manage department newsletter, gather information, interview, design and write for distribution. 7.  Manage department website, social media and university directory.

50%

•

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

Bachelor's Degree in Economics, Finance, or related field, or an equivalent combination of education and experience.

Preferred

1 year or more

Demonstrated skill in communicating clearly and effectively with faculty, staff, students and visitors, both orally and written, to convey accurate and timely information to individuals and groups at

Required

1 year or more

Ability to compose, edit, and proofread reports, memos and correspondence using Standard English grammar, punctuation, prose styles and formats.

Required

1 year or more

Demonstrated skill in completing tasks in a confidential manner, and with tact and sensitivity.

Required

1 year or more

Interpersonal skill to establish and maintain cooperative relationships with faculty, administrators, students, staff and visitors in order to maintain a harmonious and productive work environment

Required

Work as a team player and in a fast-paced, cross-functional environment, dealing with persons of diverse social, cultural, economic and educational backgrounds with tact and sensitivity.

Required

Skill in working independently, following through on projects with minimal direction to make independent judgments and decisions, and to discern when action of a higher level is required; prioritizing assignments and completing work with changes in workload, competing requests, deadline pressures

Required

Ability to analyze disparate information and formulate and implement creative and effective solutions to problems as they arise.

Required

Demonstrated ability to plan, organize and implement small and large projects with complex logistics involving multiple tasks and priorities, showing great attention to detail and the ability to complete tasks free of errors.

Required

Skill in staff supervision, including selection, training, motivating, delegating responsibility, evaluating performance and taking appropriate corrective action.

Required

Ability to interpret, explain and implement Department and University policies, and regulations, including knowledge of campus policies, procedures regarding financial management, accounting, purchasing, equipment management, personnel/payroll, benefits, academic support, on-line computing, etc.

Required

Ability to effectively utilize all manner of University resources, such as on-line and/or paper based systems to complete the tasks described herein.

Required

Demonstrated proficiency and ability to use computer software programs including word processing, spreadsheets, and database programs including but not limited to MS Office Suite (Word, Excel, Access), Outlook (e-mail), the internet, and familiarity with graphics and multimedia programs.

Required

Computing skills sufficient to create and maintain databases to streamline procedures and manage simple budgets.

Required

Demonstrated skill in operating and maintaining various office machines.

Required

Ability to adhere to office working hours and expectations, and occasionally to work during evening and weekend events.

Required

SPECIAL REQUIREMENTS AND/OR CONDITIONS OF EMPLOYMENT

Background Check: Continued employment is contingent upon the completion of a satisfactory background investigation.

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:

Campus

Location:

Bunche Hall

Standing/Walking

X

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.