Research Concierge Program Coordinator

PROJECT POLICY ANL 2 RP (005256)

UCPath Position ID: 40116231

Position Description History/Status

For Reference ONLY - PeopleAdmin JA Number:

1132466

Approved Date:

1/23/2026 8:03:46 PM

Date Last Edited:

1/23/2026 8:03:41 PM

Last Action Effective Date:

12/5/2023

Organization Details

Business Unit (Location):

LACMP

Organization Code:

3100O

Organization:

VC RESEARCH

Division Code:

3110D

Division:

VC RESEARCH DIV

Department:

215000 - VC RESEARCH ENHANCEMENT OFFICE

Position Details

UCPath Position Number:

40116231

Position Description ID

168193

UC Payroll Title:

PROJECT POLICY ANL 2 RP (005256)

Personnel Program

Professional and Support Staff (PSS)

Salary Grade:

STEPS

Job Code FLSA:

Non-Exempt

Union Code (Collective Bargaining Unit):

RP: RESEARCH AND PUBLIC SERVICE PR

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:

40063992

Reports to Payroll Title:

ADMIN OFCR 4

UCPath Department Head Position Number:

40063992

Department Head Payroll Title:

EXEC ADVISOR MGR 2

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 Research Concierge Program (RCP) serves as a centralized campus resource for streamlined faculty onboarding activities and processes that enable new faculty to begin their research as soon as possible upon arrival at UCLA.Under the direction of the Research Concierge Program Director, the RCP Coordinator will provide comprehensive faculty transition support in alignment with programmatic objectives, tools, standard operating procedures, and workflows. Incumbent will execute an integrated and structured approach to address faculty needs and service requests as they begin their research activities at UCLA.  The RCP Coordinator liaises with hiring academic departments to identify needs, collect requirements and specifications, and communicate RCP services and processes. This involves analytical studies on a variety of policies, projects, programs and issues in support of overarching programmatic functions and strategic objectives. Incumbent will also serve as a liaison with campus partners, including the Academic Affairs and Personnel Office (AAPO), Environment, Health and Safety (EH&S), Purchasing, UC Path, Graduate Divisions, Facilities Management (FM), DLAM, Libraries, Research COREs, and other groups to provide comprehensive onboarding coordination for the faculty's transition and set-up of research operations. The incumbent will provide programmatic administrative services including data analysis, report drafting, document editing and maintenance, and other administrative duties as assigned using University systems, policies, and procedures. The RCP Coordinator will apply professional concepts to conduct analysis and projects of moderate scope and complexity to address a variety of policy, research, and procedural issues while using data and information to evaluate alternatives and make sound recommendations.

The Research Concierge Program (RCP) serves as a centralized campus resource for streamlined faculty on-boarding activities and processes that enable new faculty to begin their research as soon as possible upon arrival at UCLA.

Faculty Transition Coordination

Provides centralized coordination for new faculty to provide comprehensive support for full transition into the University using RCP processes, procedures, workflows, and tools. Consults with new faculty to assess transition needs and research program components to properly assemble the onboarding team consisting of academic and administrative department specialists.  Coordinates program planning and collaboration with program leadership and partnering entities. Collaborates with the faculty's academic department Chair, CAO/MSO, Academic Personnel, and Business Office to provide comprehensive onboarding. Coordinates onboarding efforts between different administrative departments and service units including but not limited to Academic Affairs and Personnel Office (AAPO), Environment, Health and Safety (EH&S), Facilities Management (FM), Office of the Vice Chancellor for Research and Creative Activities (OVCR), Purchasing, Accounts Payable, ORA, DLAM, Graduate Division, Office of Diversity, Equity and Inclusion, Dashew Center, Faculty Housing, IT Services/Health IT, etc. Maintains progress of a Faculty member's onboarding progress utilizing programmatic tools such as Asana, Teams, Planner, and internet dashboards. Ensures communications regarding onboarding and off-boarding processes, procedures, and practices are clear; adjusts communications as required. Provides suggestions/recommendations to the RCPD on a broad range of operational and administrative issues affecting faculty onboarding and research program transition/setup. Uses subject matter knowledge to collect and prepare information for use in discussions and meetings with internal and external constituents.

60%

Data and Administrative

Applies professional concepts to perform analysis of data and systems pertaining to moderately complex projects, policies, initiatives, processes, and/or functions. Gathers and assembles analytical and factual data on assigned problems and issues to prepare reports and / or analyses summarizing information on the assigned issues and commenting on other significance for internal or external constituents. Such as the new faculty survey conducted by RCP. Establishes and maintains a wide variety of department, subject, financial, program, and project files for easy retrieval and reference. Prepares, edits, and modifies documents including program reports, presentations, and meeting materials. Draft and maintain minutes for program and committee meetings. Serves as editor for programmatic documents, SOP's and onboarding materials in collaboration with the RCPD, and maintain documents according to document review schedule.

20%

Business and Financial Systems

Collect required documentation to meet department and University records practices and policies from vendors. Work with departments/academic units to submit purchase orders and invoices. Collaborate with department representatives to ensure compliance with university policy and procedures. Collaborate with departments/academic units to submit FSRs, and remain proactive to ensure timely completion.

10%

Special Projects and Student Supervision

Assists in work study student supervision and daily task assignment under the general direction and oversight of the RCPD. Provides support and coordination to the RCPD for special projects, work groups, and tasks forces as applicable to processes affecting faculty onboarding, research program set-up, and transition of faculty and research groups in and out of the University. On a project basis, performs analytical studies on a variety of policies, research initiatives, programs and issues. Additional duties may be assigned to the employee as requested by Supervisor.

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 a closely related field or a combination of education and experience.

Required

Working knowledge of academic research as a primary component of the University mission.

Required

Ability to implement, maintain, and provide evaluation of existing programmatic workflows, SOP's, and documents.

Required

Demonstrated experience performing financial analysis and budget management and reconciliation.

Preferred

Advanced MS Office Suite skills with an emphasis on Excel, PowerPoint, Outlook, Visio and Project.

Preferred

Ability to initiate and maintain cooperative working relationships with co-workers, supervisors, and colleagues. Ability to work harmoniously and as a team player, thrive in a team-based environment, and skill in fostering teamwork among others.

Required

Using proactive attitude and initiative, demonstrated ability to perform independently and effectively under conditions of fluctuating workloads and a variety of assigned duties. Ability to complete assignments independently or with minimal supervision. Ability to take direction and follow through on details.

Required

Demonstrated critical thinking, analytical skills, and sound judgment skills in responding to issues and concerns and understanding of group dynamics, diplomacy and negotiation.

Required

Thorough writing skills sufficient to prepare clear, concise, logical, and grammatically correct reports, analysis, correspondence, etc. for management, faculty, and staff.

Required

Ability to maintain composure and productivity despite multiple deadlines, frequent interruptions, and distractions and competing priorities.

Required

Experience working independently, using sound judgment under pressure; working effectively with faculty, university administrators, staff and students in a large, complex organization while also proficient in ability to use discretion and maintain all confidentiality.

Required

Demonstrated skill in the use of computers using Windows-based software, general working knowledge of spreadsheet software and database entry.

Required

Ability to work in a fast-paced environment with frequent interruptions and changing priorities.

Required

Working knowledge of University systems and security concerns, including, but not limited to Shibboleth; repository for shared documents; document management systems; financial systems; and online content management systems.

Required

Working knowledge of UCLA policies and procedures pertaining to UCLA Research and Creative Activities, Academic Personnel Office, Environmental Health and Safety, Accounts Payable, Purchasing, and Facilities Management.

Preferred

Experience working in an academic research environment with additional experience in the health sciences/biomedical/life and physical sciences research environments. Experience working with researcher and/or faculty start-up and transfers into an academic environment.

Required

Experience creating workflows and performing data analysis in online systems including but not limited to LucidChart, SurveyMonkey, and PowerBI.

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.

LOCATION AND PHYSICAL, ENVIRONMENTAL, MENTAL (PEM) REQUIREMENTS

Environment and Work Location Information

Environment Type:

Non-Clinical Setting

Location Setting:

Campus

Location:

Los Angeles

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.