Program Coordinator

EVENTS SPEC 2 CX (005414)

UCPath Position ID: 40090793

Position Description History/Status

For Reference ONLY - PeopleAdmin JA Number:

1109730

Approved Date:

10/12/2026 7:29:29 PM

Date Last Edited:

10/19/2026 2:32:59 PM

Last Action Effective Date:

12/8/2022

Organization Details

Business Unit (Location):

LACMP

Organization Code:

1300O

Organization:

LETTERS AND SCIENCE                    

Division Code:

1320D

Division:

L&S HUMANITIES                         

Department:

083700 - KAPLAN NORTH ADMINISTRATIVE GROUP

Position Details

UCPath Position Number:

40090793

Position Description ID

165884

UC Payroll Title:

EVENTS SPEC 2 CX (005414)

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:

40058512

Reports to Payroll Title:

ADMIN MGR 1

UCPath Department Head Position Number:

40054556

Department Head Payroll Title:

DEPARTMENT CHAIR

GENERAL SUPERVISION - Indicates that the incumbent develops procedures for performance of variety of duties; or performs complex duties within established policy guidelines.

POSITION SUMMARY

Under the direction of the Kaplan Administrative Group (KAG) CAO, the position will provide events and programmatic support for the day-to-day activities of the Department of Near Eastern Languages and Cultures (NELC), Department of Comparative Literature, and the Department of Slavic, East European, and Eurasian Languages and Cultures, as well as support for the Kaplan Administrative Group. Main functions include the planning, organization, and day-of execution/coordination of sponsored seminars, lectures and conferences; communication and PR (including social media and website maintenance) of events, programs and activities; and general financial and administrative support for the academic departments and KAG. Specific functions include: arranging program logistics; ensuring Visa compliance; interacting with visiting scholars and other campus offices; donor cultivation and maintenance of donor relations; processing BruinBuy Plus orders and Concur reimbursements; analyzing and preparing financial reports; and drafting and editing documents for the Department Chairs and CAO. Work will include some evening or weekend hours. The incumbent sets his/her own priorities and adjusts according to pending deadlines and scheduled activities/events. Independent problem solving is expected.   

The Department of Near Eastern Languages and Cultures offers instruction in all the major ancient and modern languages and civilizations of the Near East – classical and modern versions of Arabic, Hebrew, Persian, Turkish, Armenian, including all periods of ancient Egyptian, Akkadian, Aramaic, Old and Middle Iranian, Syriac, Hittite and a variety of Northwest Semitic languages. In order to meet increasing demands for knowledge of the Near East, we treat each language in its broader scholarly perspective: both as a vehicle of historical and cultural transmission and as an object of research itself. Our department has pushed for more emphasis on cultures and not only languages over the past two decades. We thus include among our faculty ranks language specialists, archaeologists, specialists of comparative literature, anthropologists, religious studies specialists, legal researchers, sociologists, and historians. We believe that the importance of teaching and research within the NELC department has gained a pressing significance in light of ongoing destruction of modern and ancient tangible and intangible heritage.

Standing at the forefront of innovative work in literary, theoretical, and cultural studies, the Department of Comparative Literature is one of the most exciting fields in the humanities. As a multifaceted discipline, it promotes linguistic proficiency in more than one language, fosters cultural knowledge of more than one culture, and empowers students with the critical and theoretical tools necessary for them to achieve success in a quickly globalizing world. The UCLA program offers students the opportunity to work with the diverse faculty members of the Department of Comparative Literature as well as with the vast number of faculty members in any language and literature departments.

Founded in 1948, the Department of Slavic, East European and Eurasian Languages and Cultures is one of the oldest and most prominent programs in its field in the United States. The program provides students with a comprehensive education in the languages, literatures, cultures, and history of Russia, Eastern and Central Europe and Eurasia. Students are encouraged to pursue their intellectual curiosity and develop analytical skills that will make them competitive in today’s job market. In a society that becomes progressively more diverse, the department encourages its students to become global citizens by giving them the opportunity to gain insight on one of the largest and most powerful regions in the world.

Event Planning & Coordination

1. Design, plan, and implement special projects and event related activities, including conferences and colloquia; and lectures and seminars on a national and international level (E)

2. Maintain productive relationships with vendors and organize and manage all event logistics including managing the event schedule, communicating with speakers, reserving appropriate facilities and coordinating room reservations, parking, AV, catering, and maintaining accurate records. (E)

3. Manage all visiting scholar and guest speaker travel arrangements and ensure compliance with travel policies in collaboration with UCLA Travel. (E)

4. Coordinate advertisements and promotion for events. Utilizing various graphic software applications, assist with the design or creation of flyers, announcements, invitations, and/or programs. Coordinate professional printing of promotional materials when needed. Strategically promote and publicize events and maintain websites and all relevant web content. Ensure timely distribution of materials and maintain all department calendars. (E)

5. Initiate and oversee visa and tax protocols in conformity with deferral regulations and university travel policy for lecture fee payments and travel reimbursement for speakers. Process payments and reimbursements in a timely manner. (E)

6. Serve as on-site manager for all events; manage volunteers/student workers (will include evening and possibly weekend work). (E)

7. Advise and assist participants on university policies and procedures and make recommendations to the Department Chair and CAO on ways in which to improve program goals. (E)

8. Collaborate with the SSA in event support of the Kaplan Administrative Group, as needed. (E)

45%

Financial

1. Establish and monitor event and program budgets, and event checklists and tracking spreadsheets. Conduct research and analyze data in order to make recommendations, maintain records, and draft reports. (E)

2. Advise CAO and Fund Manager of program priorities and schedule of events & activities, address any foreseeable issues, and provide guidance and recommendations on improvements. (E)

3. Inform faculty members, graduate students, and invited visitors and guests of UCLA Accounting policies for reimbursements, UCLA Travel policy, and deadlines to submit receipts for travel reimbursements. Use UCLA's Concur Travel system to process and track travel reimbursements. Independently follow up with Accounts Payable, Travel Accounting, and/or payee to resolve any problems that might delay payments. (E)

4. Solicit and track sponsorships (credits and debits) for lectures, conferences, and seminars. (E)

5. Oversee all financial transactions and create and maintain accurate records and established departmental tracking systems to monitor all invoices, purchasing orders, and reimbursements in compliance with UCLA’s recordkeeping policies. (E)

6. Utilize Bruinbuy Plus to order and purchase supplies in support of KAG operations and NELC, Comp Lit, and Slavic events. (E)

7. Compile and maintain records and save all relevant files and documents in UCLA Box. Ensure all financial and events tracking spreadsheets are up to date. (E)

9. Provide a wide variety of administrative and operational support and assist the Comp Lit, Slavic, and NELC Department Chairs, Sr. Fund Manager, and CAO with administrative tasks and duties. (E)

10. Assist with duties as assigned by the Comp Lit, Slavic, and NELC Department Chairs, Sr. Fund Manager, and CAO. (E)

45%

Operations

1. Distribute incoming mail and packages daily to all NELC, Comp Lit, Slavic and KAG mailboxes and/or offices. Responsible for outgoing mail via UCLA Mail & Document Center, Federal Express, UPS, UCLA Messenger Service, etc. Manage bulk mailings.

2. Serve as primary contact for UCLA Facilities requests. Ensure proper maintenance of all departmental offices and spaces. Independently follow up to ensure all issues are resolved.

3. Serve and Key and Parking Coordinator for NELC, Comp Lit, Slavic and KAG.

4. Maintain NELC website and email list servs for NELC, Comp Lit, Slavic and KAG.

5. Additional duties as assigned by the NELC, Comp Lit, Slavic Department Chairs, KAG CAO, and KAG Sr. Fund Manager in accordance with general guidelines of this position and departmental goals and activities.

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

Bachelor's Degree

in related area and/or equivalent experience and/or training

Required

Demonstrated Ability using PC Computer and high level of comfort with Microsoft Word, Excel, Windows, Outlook and platforms for web maintenance and RSVP forms.

Required

Ability to anticipate and solve problems independently, highly motivated, organized and capable of prioritizing duties/workload.

Required

Self-directed and able to work independently with minimal supervision, prioritize and complete assignments

Required

Skill in working as part of a team and collaborating with colleagues at all levels within the organization. Demonstrated ability to communicate effectively, graciously, and professionally with faculty, administration, staff, students, visiting scholars and fellows, donors, volunteers and members of

Required

Working knowledge of University rules and regulations and ability to use or learn university online systems as needed, such as Bruinbuy Plus, Concur, Glacier, FS and QBD reporting systems.

Preferred

Ability to maintain accurate and complete budget reports and present material in a concise manner.

Required

Excellent time management skills and ability to establish priorities, and work accurately and effectively with a high volume of detailed work, frequent deadlines, and consistent interruptions.

Required

Skill in writing concise, logical, and grammatically correct business communications such as memos, letters, meeting agendas, and promotional materials.

Required

Ability to exercise tact and discretion with confidential matters and sensitive information.

Required

Ability to learn and retain new programs, policies, and processes and integrate knowledge into position.

Required

Physical ability to move tables, chairs, and heavy platters for event set-up and clean-up.

Required

Ability to work evening or occasional weekend hours to assist at events with set-up, registration, and management.

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:

Kaplan Hall

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.