Program Representative (Limited)

PUBL EDUC SPEC 2 (004167)

UCPath Position ID: TBD_941107

Position Description History/Status

Approved Date:

3/12/2026 8:41:37 PM

Date Last Edited:

3/12/2026 8:41:33 PM

Last Action Effective Date:

Organization Details

Business Unit (Location):

LACMP

Organization Code:

8400O

Organization:

CONTINUING EDUCATION

Division Code:

8420D

Division:

DEAN, UCLA EXTENSION

Department:

558700 - UNEX: PHYSICAL AND LIFE SCIENCES

Position Details

UCPath Position Number:

TBD_941107

Position Description ID

253047

UC Payroll Title:

PUBL EDUC SPEC 2 (004167)

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):

4 - Staff: Limited

Full-Time Equivalent (FTE)

1

SUPERVISION

UCPath Reports to Position Number:

40802829

Reports to Payroll Title:

PUBL EDUC SUPV 1

UCPath Department Head Position Number:

41178630

Department Head Payroll Title:

PUBL EDUC SPEC 4

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 Program Representative provides high-quality administrative, logistical, and operational support for UCLA Extension academic programs. Working under the supervision of a Program Manager, this role ensures efficient coordination of course logistics, instructor support, and cross-functional communication. The Program Representative collaborates closely with Enrollment Management and the Center for Academic Advising and Student Success to support accurate program information flow and effective service delivery. This position supports portfolio operations and may assume delegated responsibilities to ensure continuity of service during Manager absences.

Excelling in quality, innovation, and impact, UCLA Extension (UNEX) is one of the top providers of continuing and professional education in the United States, offering programs and classes to more than 50,000 students per year through approximately 4,500 classes and certificate programs to meet the professional development, continuing education, and personal enrichment needs of the full spectrum of traditional, nontraditional, domestic, international, professional, and continuing education students throughout and beyond Los Angeles.

Core Program Operations & Instructional Support

1) Coordinate course logistics, including scheduling, classroom or online setup, learning platform preparation, and materials distribution to ensure seamless program delivery.

2) Maintain accurate program and course records, including outlines, instructor data, enrollment information, and evaluations in accordance with UCLA standards.

3) Provide administrative and logistical support to instructors, including onboarding coordination, contract processing support, and materials collection.

4) Collaborate with Enrollment Management and academic advising units to ensure accurate course listings, schedules, and timely issue resolution.

5) Assist with the instructor recruitment process following proper guidelines established by HR.

6) Troubleshoot a variety of unexpected issues associated with the implementation of courses.

7) Contact advisory board members, coordinate, and schedule advisory board meetings.

8) Provide administrative and logistical support to instructors, including onboarding coordination, contract processing support, and materials collection.

9) Assist Program Manager and Program Director in keeping track of collaborative activities between the department, UCLA Campus department(s) and the professional organizations as needed.

10) Stay current with UCLA Extension programming policy and procedural matters relating to program development and implementation.

50%

Program Development, Marketing & Performance Support

1) Review and proof marketing and promotional materials.

2) Assist Program Managers with data collection, report preparation, and operational support for new or revised course and program proposals.

3) Gather, organize, and summarize course evaluation and performance data to support quality improvement initiatives.

4) Attend and contribute ideas during marketing strategy and program planning meetings. Participate in brainstorming sessions to help promote courses and events, and assist in implementing promotional tactics to enhance the visibility and success of courses, programs, and event.

5) Support marketing and outreach efforts by maintaining program web content and coordinating logistics for promotional events and activities.

6) Attend and represent the unit at opening of classes and special programs on weekends and evenings. Assist with coordination of information sessions, student orientations and other special events.

7) Assist managers and supervisors in implementing new program opportunities, partnerships, and collaborations.

30%

Operational Continuity, Collaboration & Service Support

1) Assist with logistical planning and coordination of program events, instructor meetings, and engagement activities.

2) Provide peer guidance or training support to new Program Representatives when delegated.

3) Perform other duties as assigned and comply with UCLA policies and the UCLA Principles of Community.

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

in related area and / or equivalent experience / training.

Required

2 - 3 Years

Experience providing administrative or program coordination support, preferably in higher education.

Required

Demonstrated ability to independently organize workflow, set priorities, manage competing demands, meet deadlines, and adapt effectively to changing priorities and frequent interruptions.

Required

Strong decision making and judgment skills, including the ability to take appropriate independent action and discern when leadership involvement or escalation is required.

Required

Excellent oral and written communication skills, with the ability to communicate clearly, professionally, and diplomatically in one on one and group settings, including explaining processes and delivering presentations.

Required

Superior writing, editing, and proofreading skills, with the ability to prepare clear, accurate, and audience appropriate correspondence, reports, course descriptions, and promotional materials.

Required

Demonstrated attention to detail, accuracy, and follow through, with the ability to manage multiple priorities while maintaining high standards of quality.

Required

Strong organizational and analytical skills, including the ability to gather and interpret data, identify trends, evaluate alternatives, and develop sound recommendations.

Required

Proven ability to provide exceptional internal and external customer service, emphasizing responsiveness, professionalism, collaboration, and a solutions oriented approach.

Required

Strong interpersonal and relationship building skills, with the ability to collaborate effectively with faculty, staff, students, administrators, advisory members, and members of the public from diverse backgrounds.

Required

Demonstrated skill in coordinating academic or continuing education programs, including working with instructors and stakeholders to identify program needs and implement timelines and logistics.

Required

Proficiency with Microsoft Office applications, as well as experience using CRM systems and learning management platforms, with the ability to learn and adapt to new technologies.

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.

Ability to work occasional evenings and weekends and travel to on site or off site locations for classes, events, or program related activities.

Required

LOCATION AND PHYSICAL, ENVIRONMENTAL, MENTAL (PEM) REQUIREMENTS

Environment and Work Location Information

Environment Type:

Non-Clinical Setting

Location Setting:

Non-University Setting(s)

Location:

433 S. Spring Street, Los Angeles, CA 90013

•

Commonly used office equipment.

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.