Programs Coordinator

STDT SVC ADVISOR 2 (004574)

UCPath Position ID: MI-DPT578000-JC004574-PD239270

Position Description History/Status

Approved Date:

7/10/2026 7:38:15 PM

Date Last Edited:

7/10/2026 7:38:12 PM

Last Action Effective Date:

10/14/2025

Organization Details

Business Unit (Location):

LACMP

Organization Code:

8400O

Organization:

CONTINUING EDUCATION                   

Division Code:

8420D

Division:

DEAN, UCLA EXTENSION                   

Department:

567000 - UNEX-CUSTOM PROGS & CORPORATE EDUCATION

Position Details

UCPath Position Number:

MI-DPT578000-JC004574-PD239270

Position Description ID

239270

UC Payroll Title:

STDT SVC ADVISOR 2 (004574)

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):

2 - Staff: Career

Full-Time Equivalent (FTE)

1

SUPERVISION

UCPath Reports to Position Number:

40139925

Reports to Payroll Title:

PUBL EDUC SUPV 1

UCPath Department Head Position Number:

TBD

Department Head Payroll Title:

PUBL EDUC SUPV 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

Under the direction of the Program Manager and the general guidance of the Program Director of Corporate Education, the Programs Coordinator plays a central role in program planning and student experience & advising services. This position is responsible for planning and implementing engaging programming to enhance the overall experience of students/participants across the Corporate Education programs. The Coordinator provides student life guidance, ensuring a seamless and supportive learning environment, while also offering academic and personal advising tailored to the unique needs of students.

Additionally, the Coordinator supports administrative functions, including managing course setup in the UCLA Extension Enrollment Management System, maintaining website content for accuracy, overseeing instructor relationships, and facilitating the coordination of curricular, extracurricular, and co-curricular programming. The role also encompasses budget and finance support, contributing to financial planning and ensuring alignment with program goals.

To further strengthen the program's impact, the Coordinator engages in marketing and outreach initiatives, promoting international programs through strategic communication efforts aimed at reaching prospective students, partners, and stakeholders. This dynamic role requires a balance of creativity, organization, and student-centered focus to drive program success and enhance global education opportunities.

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.

Student Experience &  Advising

1. Assist and advise students and participants on inquiries related to academic programs, student services, and overall international experience.

2. Provide wrap-around student support services, ensuring a smooth transition and enriching academic experience throughout the program lifecycle.

3. Provide student support services which provide counseling, guidance, and personal development for international students and oversees programs and services that are diverse and complex in scope, including but not limited to a variety of student support services (identifying housing, using insurance, referrals to on- and off-campus resources, etc.) and activities, (international student orientation, workshops, departmental events) as appropriate.

4. Plan, coordinate, and implement student orientation programs, workshops, and engagement activities to enhance international students' experiences.      

5. Coordinate and manage information sessions, special events, and workshops aimed at program awareness and student success.

6. Evaluate program applications in coordination with International Programs Administration, as needed, and follow up on incomplete applications.

7. Inform and assist students with registration, enrollment processes, course placements, and availability.

8. Maintain accurate student records in electronic systems while adhering to FERPA and other privacy regulations in all student interactions; uphold privacy and data regulations (FERPA) in student interactions and program administration.

9. Provide holistic, equitable, and multicultural advising to support student success.

10. Apply knowledge and advise students on academic standing, programs, and dismissal procedures while ensuring compliance with all applicable policies, guidelines, and procedures. 

11. Collaborate with student leaders to address sensitive challenges and navigate complex situations related to international student affairs.

12. Advise international students participating in Concurrent Enrollment, ensuring compliance with deadlines, fees, and petition processes.

13. Develop cross-unit and cross-campus programming, including career counseling, resume workshops, and student success initiatives.       

14. Coordinate with UCLA Extension (UNEX), UCLA campus departments, and external partners to expand access to educational resources and student activities.      

15. Develop and execute curricular, extracurricular, and co-curricular programming tailored to the needs of international students.

16. Represent the unit in special programs, including educational fairs, seminars, promotional events, and class openings.        

17. Serve on the IP Crisis and Risk Management Team, being an on-call coordinator as needed.

40%

Program Implementation & Coordination

1. Develop, implement, and coordinate curricular, extracurricular, and co-curricular programs and courses as assigned.

2. Serve as a contact for staff, partners, instructors, and students/participants to ensure high customer satisfaction, program quality, and positive business relations.

3. Provide administrative, operational, financial, and logistical support for undergraduate, graduate, and professional level programs and courses.

4. Collect, compile, and maintain course descriptions, instructor bios, and instructor profiles.

5. Actively participate in courses/programs as needed and lead programming events, including orientations, co-curricular events, closing ceremonies, etc.

6. Develop and implement robust experiential programming that includes, but is not limited to pre-departure, on-site, and re-entry programming in collaboration with the Program Manager and Director - managing logistics, introducing speakers, resolving issues, and contributing to program evaluation.

7. Troubleshoot issues that arise with the implementation of courses (in coordination with the incumbent's supervisor and the academic units) and programs.

8. Finalize all program or course details, including comprehensive documentation of financial costs, program evaluations, and instructor and/or event assessments.

9. Assist in the development of risk assessments, oversee the student waiver process for student participation in off-campus activities, and participate (on-call as needed) in managing student concerns/issues of custom/corporate education programs.

10. Support program development by gathering and analyzing data for new programs, co-curricular activities, and courses. Assist with targeted research tasks under staff guidance.

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

12. Participate in the coordination and dissemination of information to UNEX Program Operations regarding courses and programming activities to meet student needs; make recommendations for adding additional sections, making course modality changes based on demand, and inviting key personnel to participate in IP programming as needed.

13. Stay current with changes, trends, and resources available in the field of international education.

14. Provide student assistant supervision as needed.                                                                        

15. Provide on-site support for courses and activities, which include weekend and evening events. 

16. Provide periodic support to the International Programs departments when needed, especially during busy periods.     

40%

Budget & Financial Support

1. Verify expense and administrative service charges and assist in future programming.

2. Assist with developing and maintaining budget spreadsheets with accurate data (actuals

3. Enter instructor and guest speaker compensation in Enrollment Management System and process any travel expenses.

4. Assist with general administrative duties, travel and entertainment, P-Card, and Bruin Buy payments and reconciliation for programmatic expenses, special projects, and other duties.

5. In coordination with management, determine course/program needs e.g., activity costs, program expenses, Recreation and Library fees, Bruincards, and others. Ensure advance arrangements for scheduling and reserving the appropriate space(s) and activities.

6. Manage program finances by tracking expenses, generating reports, and reconciling against the approved budget                                                                      

7. Assist in maintaining and reconciling all financial records for billing, invoicing, and commission preparation. This includes assisting with outstanding invoices and AR report auditing as needed.

10%

Marketing & Outreach

1. Assist with promoting programs, courses, and other events, such as conferences - implementing specific tactics, including using social media to promote courses, programs, and events.

2. Provide on-site support for courses and activities, which will include weekend and evening events.   

3. Support public video creation activities with marketing, Program Manager, Director, and instructors to promote the department programs.

4. Systematically gather student testimonials and photos for course/program promotional purposes. 

5. Assist with website maintenance and updates.

6. Monitor and respond to students and stakeholders via departmental telephones, Zendesk tickets, student appointments, walk-in’s, email boxes, etc.

7. Track and manage UNEX IP promotional and marketing items, including maintaining inventory, tracking usage/distribution, and managing the maintenance of supplies.

8. Develop and oversee a master calendar for courses/programs, relevant meetings, marketing deadlines, and other requirements, and ensure other staff are aware in advance regarding important events, dates, and deadlines.

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

Bachelor's degree in related area and/or equivalent experience/training.

Required

Other Type of Degree

Continuing education certification in related field.

Preferred

1 - 2 years

Minimum of experience in providing administrative/program coordination and student support in an academic/higher education environment.

Required

Skill in working with a team or independently on a variety of interdependent functions with the ability to independently set priorities and organize workflow, determine, and meet reasonable deadlines, and proactively adjust where appropriate and practical.

Required

Ability to communicate effectively with diverse groups - including those with limited English proficiency - using appropriate vocabulary and grammar to advise, exchange information, explain procedures, make presentations, and risk management.

Required

Excellent customer service skills for internal clients and external stakeholders with attention to promptness, effective solutions, and respectful interactions.

Required

Ability to write and compose correspondence, summary reports, and copy in a clear, logical, and concise style.

Required

Demonstrate savviness in using service technology accelerators such as live chat platforms, CRM systems, student information systems, and automated phone systems, plus Microsoft Office products as Outlook, Word, Power Point and Excel.

Required

Math and budgetary skills sufficient to monitor program expenses and prepare course budgets.

Required

Excellent verbal and written communication skills, to effectively communicate ideas, status, and issues to various stakeholders of various international, social, cultural, and educational backgrounds (many of whom speak little or no English) to convey and obtain information.

Required

Knowledge of academic standing policy and probation and dismissal procedures.

Required

Strict adherence to the Federal Educational Rights and Privacy Act (FERPA) and Health Insurance Portability and Accountability Act (HIPAA) laws and standards. Ability to honor confidentiality and handle confidential/sensitive matters with discretion and tact.

Required

Basic Supervisory skills, including the ability to provide guidance and support, delegate work appropriately, follow up on progress in a timely manner, provide constructive feedback and evaluate performance.

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.

Position is hybrid, and incumbent is required to work a minimum of 2-days per week on site.

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:

1145 Gayley Ave. Los Angeles, CA 90024

•

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.