Operations & Events Coordinator

EVENTS SPEC 2 (006291)

UCPath Position ID: 40113866

Position Description History/Status

For Reference ONLY - PeopleAdmin JA Number:

1118866

Approved Date:

3/10/2025 10:54:51 PM

Date Last Edited:

3/10/2025 10:54:48 PM

Last Action Effective Date:

9/20/2019

Organization Details

Business Unit (Location):

LACMP

Organization Code:

7100O

Organization:

INSTITUTE OF AMERICAN CULTURES

Division Code:

8120D

Division:

ETHNIC STUDIES RESEARCH CENTERS

Department:

204500 - AMERICAN INDIAN STUDIES CENTER

Position Details

UCPath Position Number:

40113866

Position Description ID

171066

UC Payroll Title:

EVENTS SPEC 2 (006291)

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:

E: All Others - Not Confidential

Employee Class (Appt Type):

2 - Staff: Career

Full-Time Equivalent (FTE)

1

SUPERVISION

UCPath Reports to Position Number:

40052118

Reports to Payroll Title:

ADMIN OFCR 3

UCPath Department Head Position Number:

40047744

Department Head Payroll Title:

Director

CLOSE SUPERVISION - Indicates that the incumbent is assigned duties according to specific procedures. Work is checked frequently, and in addition there may be formal training.

POSITION SUMMARY

Under the general direction of the Management Services Officer (MSO), provide departmental support on all finance, personnel, and administrative matters. Responsible for all phases of Purchasing, Accounts Payable orders, travel and entertainment requests. Serve as UCPath initiator for various employee classes, including staff, academic student employees, visiting scholars, lecturers, and faculty. Manage all facilities and operational requests. Act as the Events coordinator in arranging travel, contacting venues and caterers, and following through to completion. Must be flexible in work hours to ensure for a successful event.

Event Support

Provide support with preparing for, organizing and working at AISC sponsored events to completion, including but not limited to, seeking venues, submitting Facilities Service Requests (FSR), purchasing parking, arranging travel, ordering catering, processing honorariums, and other speakers' needs. Schedule meetings and events, manage and organize attendee polls, send calendar invites using MS Outlook, and other event invitations with Eventbrite and Google Forms. Provide AV support at events and AV needs for speaker(s), such as laptop, projector, microphones, cables, and adapters. Manage and update listserv subscribers. Send out monthly eNewsletters, eblasts, and event reminders. Maintain AISC's social media presence, such as Facebook, Twitter, Instagram, LinkedIn, and YouTube. Utilize social media to promote events, news, and updates.

50%

Purchasing

Initiate all classes of ordering and reimbursement using Purchasing and Accounts Payable Online Systems, Bruinbuy Plus, and Concur from all sources. Collect necessary documentation from different order classes. Actively investigate and resolve problems in accounting and purchasing, including unpaid invoices, unfilled orders, cancellation of encumbrances, vendor selection, etc. either independently or at the request of the MSO. Maintain agreements with off-campus supply and storage vendors, manage delivery schedules, services/goods provided, and payment to said vendors. Prepare Telecommunication Service Requests (TSR) and Facilities Service Requests (FSR) forms as requested by the MSO and/or Director/Deputy Director. Use CashNET to look up book orders, confirm payments, create packing slips and arrange Brinks pickups and check deposits. Order office supplies and help process travel requests.

20%

Accounting

Process reimbursements, check requests, travel requests, and payments using Bruinbuy Plus and Concur. Aid the MSO with annual fiscal closing, providing information requested for reports. Provide IAC grant recipients with reports on a monthly or quarterly basis. Process travel requests and travel reimbursements using the UC Travel Center and Concur for faculty, staff, students, researchers, department recruits and visitors in accordance with University policy and procedure. Make deposits of Publications revenues and file records. 

20%

Personnel and payroll

Complete personnel and payroll transactions using UCPath and TRS for all staff and students, and serve as the back-up on academic personnel UCPath processing. Follow-up with the payroll office on personnel and payroll issues when necessary. Review UCPath and TRS transactions at cycle end. Troubleshoot and investigate payroll problems such as non-issuance of paychecks, stop-payments, and paychecks issued with incorrect rates and/or hours. Process all undergraduate student work-study hires. Process all academic apprentice appointments including teaching assistants, graduate student researchers and readers, including fee remission roster, fee deferral, mandatory medical insurance, benefits and taxes. This includes communication with home departments of said students. Coordinate the re-appointment of student employees when necessary.

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 / training

Required

Skill in analyzing information and situations to define the problem and/or objective, identify issues, and formulate logical conclusions

Required

Skill in organizing material and information in a systematic way to optimize efficiency and minimize duplication of effort.

Required

Excellent verbal communication skills to interact effectively and diplomatically with others.

Required

Demonstrated skill in organizing work, defining tasks, setting priorities, working independently and following through on all assignments with minimal direction and  supervision

Required

Ability to establish and maintain cooperative working relationships with co-workers, administrators, faculty, vendors, and external sources.

Required

Ability to complete work assignments accurately and with attention to detail.

Required

Flexibility in accepting new or special assignments and/or projects on short notice to enable the Center to cover essential functions and/or meet urgent deadlines.

Required

Experience with processing purchases, reimbursements, and special requests in Bruinbuy and Travel Express.

Preferred

Working knowledge of UCPath and TRS. Experience processing hiring paperwork for career/contract employees, work-study, and GSR appointments.

Preferred

Demonstrated knowledge of social media networks, including but not limited to Facebook and Twitter.

Preferred

General working knowledge of fund management at UCLA to aid in the compilation of information for reports.

Preferred

Working knowledge of UCLA's web-based payment and deposit processing system, CASHNet

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.

LOCATION AND PHYSICAL, ENVIRONMENTAL, MENTAL (PEM) REQUIREMENTS

Environment and Work Location Information

Environment Type:

Non-Clinical Setting

Location Setting:

Campus

Location:

3220 Campbell 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.