UCLA/Hebrew University Research Exchange Coordinator

EVENTS SPEC 1 (006290)

UCPath Position ID: TBD_189621

Position Description History/Status

Approved Date:

10/2/2025 2:57:20 PM

Date Last Edited:

10/2/2025 2:57:16 PM

Last Action Effective Date:

Organization Details

Business Unit (Location):

LACMP

Organization Code:

1180O

Organization:

LUSKIN SCHOOL OF PUBLIC AFFAIRS

Division Code:

1181D

Division:

SCHOOL OF PUBLIC AFFAIRS

Department:

035000 - SOCIAL WELFARE

Position Details

UCPath Position Number:

TBD_189621

Position Description ID

243348

UC Payroll Title:

EVENTS SPEC 1 (006290)

Personnel Program

Professional and Support Staff (PSS)

Salary Grade:

Grade 18

Job Code FLSA:

Non-Exempt

Union Code (Collective Bargaining Unit):

99: Non-Represented (PPSM)

Employee Relations Code:

E: All Others - Not Confidential

Employee Class (Appt Type):

1 - Staff: Contract

Full-Time Equivalent (FTE)

1

SUPERVISION

UCPath Reports to Position Number:

40196902

Reports to Payroll Title:

PROF-AY

UCPath Department Head Position Number:

40066971

Department Head Payroll Title:

DEPARTMENT CHAIR

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

This position will play a critical role in furthering the Hebrew University/ UCLA School Safety research exchange through coordinating meetings and events, annual conference, assisting team members, and supporting daily activities.

The EOC will report directly to the PI's of the School Safety Exchange to coordinate all event planning, office management, purchasing, and volunteer/ student worker tasks.

Job duties include:

*Coordinating all pre-event and onsite logistics related to administrative meetings, lectures, events, and major meetings held at UCLA and at outside venues including but not limited to arranging speaker travel and reimbursements, securing venues and arranging catering and lodging for all participants. This also includes onsite coordination during events such as event set-up and take-down, monitoring guest check-in, troubleshooting audio/visual equipment, and supporting guests.

*Coordinating administrative and financial-related tasks. The coordinator will work with faculty, staff, and students to prepare travel arrangements, reimbursements, purchases, and complete the quarterly ledger reconciliation.

*Support the centers' office management tasks such as space functionality, organization and repairs. This will include the management of the projects inventory of supplies, technology, equipment, office space and keys.

*Monitor, maintain, and initiate research subcontracts with research partners in Los Angeles.

* The EOC will help assign tasks and train volunteers and student employees to meet the project events and operational needs.

The UCLA Department of Social Welfare offers the Master of Social Welfare (MSW) and a Ph.D. in Social Welfare. Joint degrees offer an even broader range of skill and expertise development.  An undergraduate B.A. in Public Affairs, Minor in Public Affairs, and Minor in Gerontology are also available.

The UCLA Department of Social Welfare’s research and teaching guide policy makers, shape practice and programs in such areas as welfare, aging, health care, mental health, children and families, and long-term support. UCLA Social Welfare faculty members are committed to placing their knowledge at the service of communities and empowering the disadvantaged and the vulnerable.

The Master of Social Welfare is a two-year period of full-time study program (6 quarters) merging theory, leadership, and research with generalist and specialized practicums of practice. Our curriculum is comprised of coursework and two separate year-long field placement components with social work agencies that allows our students to actualize what they are learning in the classroom, providing holistic, integrated experiences.

The Ph.D. in Social Welfare is a national leader in educating the next generation of social welfare scholars. Whether your interest is in service delivery or scholarly research, you will design your own advanced education aimed at pursuing your own intellectual interests.

The B.A. in Public Affairs offers an in-depth and engaged educational experience with a clear public service ethos. Drawing from UCLA Luskin’s expansive resources in Public Policy, Social Welfare, and Urban Planning, the major combines critical thinking, social science methodology, and experiential learning, connecting the dots between theory and action. The Minor in Public Affairs teaches students the skills of policy analysis and exposes them to the many issues facing today’s policymakers and opinion leaders.

Administrative and Financial

-Process purchasing requests including, bills and invoices, reimbursements, honoraria, travel booking in BruinBuy and Concur, while enforcing University policies and procedures.

- Updates administrative databases related to research, events, students, personnel, IT, space, accounting, and communications.

-Represents the Project in a professional manner to students, faculty, the campus community-at-large, as well as partners to respond to department and event inquiries.

-Perform other duties as directed by the faculty member.

- Maintains/curates an inventory of research projects.

- Maintains communications with research partners in L.A. and abroad.

20%

Events and Meeting Support

-Arrange logistics for Institute events: coordinates with venue, manages RSVP lists, arranges catering, audio visual, and parking needs.

-Ensure the proper set up for all administrative meetings including staff, board, and research team meetings.

- Attend each event, arrange set-up, audio-visual. equipment, and materials. Acts as onsite support

- Prepare a budget for each event.

-Work with staff to develop guest lists to market event flyers and issue event notifications

- Arrange travel for speakers and guests as appropriate, including travel and accommodations, pick up/drop off at airport or other point of contact. Ensure receipt of speaker bios, headshots, logos.

65%

Volunteer and Student Worker Management

Provide orientation of all volunteers, student staff, and community participants including general training. Prioritize and assign work to meet the the research projects operational needs. Coordinate quarterly performance reviews for student workers.

10%

Other Events

Support

Monitor, maintain, and research subcontracts with research partners in Los Angeles.

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

High School Diploma

Required

Associate's Degree

Preferred

Bachelor's Degree

Preferred

Skilled in scheduling and managing logistics for events including lecturers and conferences.

Preferred

Knowledge of UCLA procurement and reimbursement systems including BruinBuy and Concur

Preferred

Accounting skills sufficient to check expenditures on financial ledgers

Preferred

Strong interpersonal skills to establish and maintain professional, effective working relationships with event speakers, event attendees, partners, faculty, staff, and students.

Required

Written communication skills to prepare concise, logical, and grammatically correct emails and other communication pieces.

Required

Working knowledge of web-based event registration, communication, and management systems, such as Eventbrite.

Preferred

Ability to both take direction and work independently with minimal direction

Required

Ability to manage time and workload effectively and complete assignments in a timely manner amid conflicting demands, multiple deadlines, competing requirements, and changing priorities.

Required

Demonstrated skill in prioritizing tasks and assigning appropriate work to others.

Preferred

Working knowledge of computer systems (Windows environment), Microsoft Office's basic suite, and web-based collaboration tools including Excel, Word, Google Drive, Google Apps and Airtable.

Required

Positively represent the Hebrew University/ UCLA School safety research project with professionalism to the UCLA, L.A., communities and beyond

Required

Patience when working with researchers, community partners, and high school youth who speak primarily Arabic, Hebrew, English, and Spanish.

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.

COVID and Flu Vaccinations: The position is subject to providing evidence of inoculation.

LOCATION AND PHYSICAL, ENVIRONMENTAL, MENTAL (PEM) REQUIREMENTS

Environment and Work Location Information

Environment Type:

Non-Clinical Setting

Location Setting:

Non-University Setting(s)

Location:

Hybrid University/Home position

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.