Executive Support Coordinator

ADMIN OFCR 2 (007376)

UCPath Position ID: 40108089

Position Description History/Status

For Reference ONLY - PeopleAdmin JA Number:

704703

Approved Date:

7/10/2025 2:27:07 PM

Date Last Edited:

7/10/2025 2:27:01 PM

Last Action Effective Date:

7/11/2021

Organization Details

Business Unit (Location):

LACMP

Organization Code:

6200O

Organization:

CHANCELLOR'S ORGANIZATION

Division Code:

6210D

Division:

CHANCELLOR'S ORGNZTN DIV

Department:

380500 - CHANCELLOR'S OFFICE

Position Details

UCPath Position Number:

40108089

Position Description ID

165009

UC Payroll Title:

ADMIN OFCR 2 (007376)

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:

F: All Others - Confidential

Employee Class (Appt Type):

2 - Staff: Career

Full-Time Equivalent (FTE)

1

SUPERVISION

UCPath Reports to Position Number:

41027004

Reports to Payroll Title:

EXEC ADVISOR 4

UCPath Department Head Position Number:

40064339

Department Head Payroll Title:

EXEC ADVISOR MGR 3

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 Executive Support Coordinator will provide vital administrative support to the Chancellor by drafting correspondence, scheduling routine meetings, and handling other key calendaring tasks. This role includes coordinating with the Executive Assistant to the Chancellor to ensure all appointments are organized and conflicts are resolved, while prioritizing time-sensitive matters. The coordinator will also cover the reception desk, acting as the first point of contact for visitors and phone inquiries. The position requires exceptional attention to detail, communication skills, and the ability to manage multiple tasks efficiently in a fast-paced environment, ensuring smooth operations for the Chancellor's office.

The Office of the Chancellor at UCLA serves as the central executive authority, guiding the university's strategic vision and ensuring the fulfillment of its mission in education, research, and public service. The chancellor shapes the campus's strategic plan and oversees a substantial budget, managing a diverse community of over 43,000 students, 4,300 faculty, and 42,000 staff members.

Drafting Correspondence

Prepare, proofread, and edit professional correspondence on behalf of the Chancellor, ensuring it aligns with the tone, style, and objectives of the office. This includes drafting emails, memos, letters, and coordinating signature. The coordinator must maintain clarity, professionalism, and accuracy while communicating key messages. The ability to synthesize information quickly and write concise, effective content is crucial, ensuring all correspondence reflects the Chancellor’s position and priorities.

20%

Scheduling Routine Meetings

Arrange and schedule regular meetings for the Chancellor with internal and external stakeholders, ensuring adequate time for preparation and follow-up. This responsibility involves coordinating with the Executive Assistant as well as other departments, faculty, staff, and outside parties to set meeting agendas, confirm availability, and distribute necessary information. The coordinator must ensure that all participants are informed and prepared in advance.

20%

Reception

Serve as the first point of contact for visitors and callers to the Chancellor’s office, greeting them warmly and professionally. The coordinator will direct visitors, answer general inquiries, and provide information as needed. Managing the reception area includes maintaining a positive, welcoming environment while efficiently handling requests and managing the flow of people into the office. Strong customer service and communication skills are essential for this responsibility.

20%

Conference Room Management

Oversee the scheduling and use of the Chancellor’s office conference rooms, ensuring all bookings align with the Chancellor’s priorities. This includes coordinating with internal and external stakeholders to reserve rooms, confirming availability, and managing conflicts which arise. The coordinator will ensure the rooms are maintained in optimal condition, manage any conflicts in bookings or last-minute adjustments, and ensure smooth operations for all meetings and events held in the conference rooms.

15%

Meeting & Event Support

Provide logistical and administrative support for meetings, events, and conferences hosted by the Chancellor’s office. This includes reserving meeting spaces, preparing materials, coordinating with vendors, and assisting with on-site operations. The coordinator will ensure all events run smoothly, providing support during the event and managing follow-up activities. Attention to detail and organizational skills are crucial to ensure that every event aligns with the Chancellor’s goals and vision.

10%

Chancellor's Calendar

Continuously monitor and adjust the Chancellor’s calendar as new events or urgent requests arise. This includes managing cancellations, rescheduling meetings, and adjusting the calendar to accommodate new priorities. The coordinator must be proactive in making these adjustments and ensuring all affected parties are notified promptly. Flexibility and adaptability are crucial to this role, as the Chancellor’s calendar often changes rapidly based on new developments.

5%

Communications

Maintain consistent and professional communication on behalf of the Chancellor with staff, students, faculty, and external partners. The coordinator will monitor and respond to emails, phone calls, and requests for meetings or information. They will ensure timely responses, manage priorities, and escalate issues when necessary. This includes crafting clear, professional responses that represent the Chancellor’s office and maintaining the flow of communication smoothly.

5%

Administrative Support

Provide administrative assistance to the Chancellor’s team as needed, including organizing and managing office supplies, maintaining inventory, and assisting with special projects. The coordinator will ensure that office equipment is functioning and schedule repairs or replacements as necessary. This responsibility also includes overseeing general office upkeep and assisting with day-to-day operational tasks to keep the office running efficiently.

5%

•

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

Preferred

Understanding of office management, scheduling practices, and procedures to efficiently coordinate tasks and support the Chancellor’s office operations.

Required

Capable of handling multiple tasks simultaneously, prioritizing responsibilities, and meeting deadlines in a fast-paced environment.

Required

Ability to resolve scheduling conflicts, address issues proactively, and find solutions in high-pressure situations.

Required

Strong focus on accuracy in drafting communications, managing calendars, and organizing office materials and documents.

Required

Providing excellent service to visitors, callers, and team members, ensuring professionalism and responsiveness.

Required

Handling sensitive and confidential information with discretion and maintaining privacy in line with institutional policies.

Required

Ability to adapt to sudden changes in schedule or tasks while maintaining composure and efficiency.

Required

Building and maintaining professional relationships with staff, students, and external stakeholders in a collaborative environment.

Required

Bilingual in English and Spanish.

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:

Murphy Hall

Standing/Walking

X

Sitting

X

X

Bending/Stooping

X

Squatting/Kneeling

X

Climbing

X

Lifting/Carrying/Push/Pull 0-25 lbs

X

Lifting/Carrying/Push/Pull 26-50 lbs

X

Lifting/Carrying/Push/Pull over 50 lbs

X

Physical requirements 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.