School and Center Administrative Coordinator

EVENTS SPEC 2 (006291)

UCPath Position ID: 41100644

Position Description History/Status

Approved Date:

12/11/2025 12:29:35 PM

Date Last Edited:

12/11/2025 12:29:29 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:

118000 - DEAN'S OFFICE, SPA

Position Details

UCPath Position Number:

41100644

Position Description ID

172063

UC Payroll Title:

EVENTS SPEC 2 (006291)

Personnel Program

Professional and Support Staff (PSS)

Salary Grade:

Grade 19

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:

40043269

Reports to Payroll Title:

EVENTS SPEC 4

UCPath Department Head Position Number:

40060705

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.

POSITION SUMMARY

The School and Center Coordinator is responsible for working with unit directors and the school's business office to assist with administrative and event functions. Provides support for a variety of activities related to select programs that include the Master of Real Estate Development (MRED) program, the Luskin School Events Office, and the Luskin Institute on Inequality and Democracy.

Self-starter with a keen eye for details and ability to independently problem solve. Organizes and implements select events and activities, educational programs, workshops, and conferences. Ability to manage event and program-related logistics as needed.

Organizes and implements programs and activities, workshops and conferences, and related financial operations. Ability to manage project-related budgets, justifications, tracking, event and program-related logistics as needed. This position is expected to exhibit excellent communication skills, be extremely organized, and able to juggle several tasks at once as priorities shift.

Ensures that managed programs meet objectives and stay on target in terms of timelines and deliverables. Acts as point of contact for select events and day of coordination as needed. Manages related university and vendor relations. Staffs events and supports programs as needed and provides support on event-related projects.

Coordination

1. Provide support in the planning and implementation of numerous programs, meetings and events.

2. Attend related meetings and events, sometimes requiring working on evenings and weekends.

3. Work effectively with vendors, including solicitation of bids. Manage vendor relationships and follow-up to ensure vendor bills arrive and are processed through the accounting system.

4. Arranges travel and accommodations for consultants and guests, processes travel reimbursements and honoraria as needed.

5. Keep accurate records and prepare reports for internal and external constituents on event outcomes.

6. Assists in arranging logistics for programs and events: coordinates with venue, manages RSVP lists, arranges catering, audio visual, and parking needs.

60%

Staffing

1. Help prepare for programs and events through pulling inventory, organizing necessary supplies, coordinating registration, or other events.

2. Liaise with vendors and partners.

3. Attend programs and events and assist with set up, tear down, and any other staffing needs.

4. Maintains a professional manner with all students, faculty, and the campus community-at-large, as well as community and industry partners, disseminates event and program-related information and communications as directed.

20%

Support

1. Provide support on a project by project basis as needed (i.e. databases, attendee analysis, guest lists, calendar support, budget reconciliation, general inquiries) (E)

2. Assist with the supplies inventory, purchases, and use

3. As directed, establishes and maintains cooperative working relationships with key campus offices and individuals, both internally and externally. (E)

4. Prepares expense reports, reimbursements, payment processing, supply orders, observing and enforcing grant-related and University policies and procedures. (E)

5. Oversees awards to fund graduate student working groups, student research, as well as student events. (E)

6. Supports the management of and compensation for consultants as needed. (E)

20%

•

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 related area and / or equivalent experience / training.

Required

Demonstrated experience identifying relevant vendors and securing goods and services. Skill in managing procurement and payment through an established purchasing system.

Required

Knowledge and experience with planning events in a university environment, dealing with on-campus entities and constituencies. Knowledge of university protocol. 

Preferred

Demonstrated experience designing visual materials that are informative and engaging

Preferred

Demonstrated experience with software programs including Windows, Microsoft Office suite (e.g., Word, Excel, PowerPoint, Outlook), Google Workspace suite (e.g., Drive, Sheets, Docs, Slides, Calendar)

Required

Demonstrated ability to plan, organize, and implement multifaceted projects, events, meetings and programs for diverse constituencies with complex logistics involving multiple tasks showing great attention to detail and the ability to work effectively with conflicting demands and changing priorities

Required

Demonstrated ability to track, assess priorities, and coordinate workflows and track budgets across projects to complete tasks in a timely and accurate manner within a high-paced work environment including taking appropriate and immediate action as necessary

Required

Skill in communicating effectively with management, academic and other staff on sensitive matters; ability to take direction from numerous partners.

Required

Knowledge of all logistical support elements of special events and programs, including but not limited to catering, on site management, printed material design, production and mailing, registration, travel, parking, permits, processing reimbursements and honoraria.

Required

Demonstrated ability to write and proofread clearly and effectively. Ability to identify, assess, and plan for risks that could impact a project’s schedule, budget, and/or quality.

Required

Identifying relevant vendors and securing goods and services. Skill in managing procurement and payment through an established purchasing system and budget reconciliation.

Required

Skill in on-site event management. Demonstrated skill in immediate problem solving at events. Ability to work evenings and weekends.

Required

Ability to exercise independent judgment and initiative, and follow through on assignments with minimal direction. Demonstrated ability to learn new software and web-based applications as required with minimal hands-on training.

Required

Demonstrated ability to communicate effectively, graciously and professionally with campus administration, faculty, staff, students, and various external and community-based contacts.

Required

Demonstrated strong ability in writing and editing concise, compelling, well-organized and grammatically correct communications materials and correspondence, including web and email copy.

Required

Ability to arrange for complex national and international travel and itineraries.  Knowledge of UCLA administrative and travel policies (including Travel Express)

Required

Familiarity with UCLA departments, policies, procedures and academic mission.

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.

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:

Campus

Location:

Luskin School of Public Affairs

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.