Program Coordinator

BLANK AST 3 (004722)

UCPath Position ID: 40960552

Position Description History/Status

For Reference ONLY - PeopleAdmin JA Number:

1137147

Approved Date:

6/9/2026 6:46:45 PM

Date Last Edited:

6/9/2026 6:46:40 PM

Last Action Effective Date:

1/9/2023

Organization Details

Business Unit (Location):

LACMP

Organization Code:

1140O

Organization:

SCHOOL OF LAW                          

Division Code:

1141D

Division:

LAW DIV                                

Department:

025000 - LAW

Position Details

UCPath Position Number:

40960552

Position Description ID

167530

UC Payroll Title:

BLANK AST 3 (004722)

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:

41155670

Reports to Payroll Title:

ACADEMIC ADMINISTRATOR VI

UCPath Department Head Position Number:

40040696

Department Head Payroll Title:

DEAN

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

The UCLA School of Law's International and Comparative Law Program (ICLP), which includes the Visiting Scholars, Jurists & Researchers Program, is seeking a Program Coordinator to oversee the operations of the program, including coordinating events, communications, tracking and processing expenses, organizing travel arrangements, processing reimbursements and invoice paying process, supporting the VSRJP application lifecycle, and program administration. This position will be supervised by the Director of ICLP. It is an exciting opportunity for someone interested in international and comparative law to contribute to a leading program at UCLA Law. The ideal candidate is highly professional, works independently with initiative, collaborates effectively with people at all levels in the organization, including faculty, administrators, and students, possesses excellent communication and problem-solving skills, and thrives in a purposeful, fast-paced environment.

The UCLA School of Law's International and Comparative Law Program (ICLP), which includes the Visiting Scholars, Jurists & Researchers Program, is seeking a Program Coordinator to oversee the operations of the program, including coordinating events, communications, tracking and processing expenses, organizing travel arrangements, processing reimbursements and invoice paying process, supporting the VSRJP application lifecycle, and program administration. This position will be supervised by the Director of ICLP. It is an exciting opportunity for someone interested in international and comparative law to contribute to a leading program at UCLA Law. The ideal candidate is highly professional, works independently with initiative, collaborates effectively with people at all levels in the organization, including faculty, administrators, and students, possesses excellent communication and problem-solving skills, and thrives in a purposeful, fast-paced environment.

Visiting Scholars, Jurists & Researchers Program (VSJRP) Coordination (Housed within International and Comparative Law Program)

1. Manage the applicant lifecycle for prospective visitors from inquiry to alumni status, including responding to inquiries, generating and ensuring the accuracy of communication through Salesforce and MS Outlook. Assist with the acceptance, waitlist, and rejection process of visiting scholars. This includes tracking the number of available spaces for each admission cycle, generating communications in Salesforce, responding to inquiries, and maintaining accurate records of those who accept or reject our offer. (E)

2. Serve as the main point of contact for Salesforce Administration of the program, identify pain points, and propose amendments or additions to the Salesforce software for improvement.  Test and implement any necessary Salesforce software updates in collaboration with the UCLA Salesforce team and program director. (E)

3. As needed, coordinate the purchasing of supplies, licenses, and services to satisfy the needs of academic and programmatic activities within the program in collaboration with the UCLA Business & Finance Office, obtaining UCLA Marks approval when needed. (M)

4. Coordinate the onboarding process for all incoming visitors with other departments on campus, including but not limited to the Graduate Division, Human Resources, the Academic Personnel Office, the Dashew Center for International Students and Scholars, the BruinCard Office, the Law Library, Law School IT, the Law School Facilities Office, and Business & Finance. (E)

50%

Visiting Scholars, Jurists & Researchers Program (VSJRP) Coordination (Housed within International and Comparative Law Program) Cont.

5. Responsibility for tracking program expenses and overseeing reimbursements, in coordination with the UCLA Business & Finance Office. Proactively notify the Law School Business & Finance Office of possible vendor use, initiating the request to set up vendors in BruinBuy+ as needed, initiating vendor payment, and tracking payment distribution. Obtain UCLA Marks approval when needed. (E)

6. Assist the Director with program reporting requirements for annual reports. (M)

7. Assist with maintaining the program website and digital Resources Guide. (M)

8. Coordinate all aspects of events, including communication and outreach with attendees and speakers, coordinating technology and logistics (Zoom, Room Reservations, AV support, etc.); ordering catering; coordinating with UCLA Business & Finance Office to issue POs and initiate payments; and coordinating day-of logistics. (E)

9. Maintain familiarity with changes to processes, policies, and updates regarding U.S. J-1, F-1, and OPT visa processes. Disseminated information to visiting scholars and respond to questions as needed. (E)

0%

International & Comparative Law Program (ICLP)

 1. Support the administrative and organizational needs of the International & Comparative Law Program, including ensuring the Program has the necessary materials to operate on a day-to-day basis (i.e., supply orders, maintaining events calendar, etc.); acting as a logistical point of contact for program matters, and executing partnership, sponsorship, and registration payments in line with UCLA policy. Obtain UCLA Marks approval when needed.  (E)

2. Coordinate travel arrangements for program Director, guest speakers, students and occasionally faculty, including booking flights, lodging, and car rentals through UCLA travel. Communicate UC travel policies and expense limits and prepare reimbursement documentation to ensure timely and compliant submissions. Act as liaison between ICLP leadership and the Law School Business & Finance Office for all fiscal matters, including approvals, documentation, and payment processing. Ensure correct funding sources are used and proactively follow up on payment status. (E)

50%

International & Comparative Law Program (ICLP) Cont.

3. Responsible for tracking program expenses and overseeing reimbursements, in coordination with the UCLA Business & Finance Office. Proactively notify the Law School Business & Finance Office of possible vendor use, initiating the request to set up vendors in BruinBuy+ as needed, initiating vendor payment, and tracking payment distribution. Obtain UCLA Marks approval when needed. (E)

4. Assist director with program reporting requirements. (M)

5. Assist with maintaining the content of program websites. (M)

0%

International & Comparative Law Program (ICLP) Cont.

6 Coordinate all aspects of events, including communication with attendees and speakers, coordinating technology and logistics (Zoom, Room Reservations, AV support, etc.); ordering catering; coordinating with UCLA Business & Finance Office to issue POs and initiate payments; and coordinating day-of logistics. (E)

7. Provide assistance and support in the training and guidance of student workers. Collaborate with and review work for accuracy for items within the scope of responsibility. (E)

8. Assist director with tracking student requirements for the international & comparative law specialization. (E)

9. Assist director with communication and outreach activities, including e-newsletters and social media. (E)

0%

•

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

or equivalent combination of education/experience

Required

Superb editing and proofreading skills required, including ability to identify and correct errors in spelling, grammar, and punctuation.

Required

Must be careful and detail-oriented, with the ability and willingness to work in a fast-paced environment.

Required

Demonstrated ability to communicate clearly, distinctly and diplomatically to relay concise and, relevant information.

Required

Advanced ability to initiate activities independently and organize, prioritize and complete work in a timely manner despite deadlines and competing requests. Strong time management skills .

Required

Familiarity with Microsoft Office software programs, various social media platforms and Canva or other design software.

Required

Familiary with Salesforce software.

Preferred

Interest in international law or comparative law.

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.

Ability to work on site at UCLA's Campus a minimum of 2 days per week or as operational needs dictate.

Required

LOCATION AND PHYSICAL, ENVIRONMENTAL, MENTAL (PEM) REQUIREMENTS

Environment and Work Location Information

Environment Type:

Non-Clinical Setting

Location Setting:

Campus

Location:

385 Charles E Young Drive East, Los Angeles CA 90095

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.