Department Coordinator

BLANK AST 2 (004723)

UCPath Position ID: 40131359

Position Description History/Status

For Reference ONLY - PeopleAdmin JA Number:

1138016

Approved Date:

10/3/2024 10:19:11 PM

Date Last Edited:

10/3/2024 10:18:53 PM

Last Action Effective Date:

2/22/2023

Organization Details

Business Unit (Location):

LACMP

Organization Code:

1300O

Organization:

LETTERS AND SCIENCE                    

Division Code:

1330D

Division:

L&S LIFE SCIENCES                      

Department:

088300 - LIFE SCIENCES CORE CURRICULUM PROGRAM

Position Details

UCPath Position Number:

40131359

Position Description ID

167606

UC Payroll Title:

BLANK AST 2 (004723)

Business Title:

Department Coordinator

Personnel Program

Professional and Support Staff (PSS)

Salary Grade:

STEPS

Job Code FLSA:

Non-Exempt

Union Code (Collective Bargaining Unit):

CX: Clerical & Allied Services

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:

40066164

Reports to Payroll Title:

ADMIN SUPV 2

UCPath Department Head Position Number:

40066164

Department Head Payroll Title:

ADMIN 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 supervision of the Chief Administrative Officer (CAO), the Administrative Assistant will be the Department Coordinator. As the Department Coordinator the incumbent will provide general administrative support to the Chair, CAO,  faculty, staff, students, and affiliates/visitors of the Life Sciences Core Education Department. Major duties include: front office management and facilities, including department emails and phone calls, mailing and packages, opening rooms, AV and equipment inventory and check out, office assignments, assist with departmental room calendar and scheduling. The incumbent will also serve as Space Inventory Coordinator and Floor Warden/Building Coordinator for emergency and safety. The incumbent will oversee, execute, and staff department events and meetings, including flyer creation and outreach, managing RSVPs, set up/clean up, processing orders and invoices, room reservations, etc. Manage all arrangements for colloquia, seminars, and receptions, including travel logistics and accommodations for speakers. Maintain departmental bulletin boards, email lists, and website.

The Life Sciences Core Education Department is the result of a cooperative effort by faculty, staff, and students from all life science departments to provide a uniform and integrated set of courses during the first years as an undergraduate. With total undergraduate enrollments exceeding 20,000 students annually, the Life Sciences Core Education Department is responsible for providing required pre-major Biology, Mathematics, Statistics coursework for students in the Life Sciences, Social Sciences, Physical Sciences, School of Nursing, School of Engineering (Bioengineering), and the undergraduate majors in the School of Public Health. The Center for Education Innovation & Learning in the Sciences (CEILS) serves as a clearinghouse for the education tools and assessment resources instructors need to engage in effective, validated teaching practices that promote student learning, create inclusive and culturally-responsive classrooms, and retain students in Life and Physical Sciences majors. CEILS fosters the professional development and training of faculty who wish to incorporate evidence-based teaching approaches into their courses. CEILS also assists with the design and conduct of assessments needed to develop successful grant proposals that will fund curricular innovations. Together, the LS Core and CEILS are comprised of 24 full-time employees and they annually employ 300+ graduate teaching assistants, 70+ readers, 200 learning assistants, and 40 instructors.

Administrative Support

A1. Answer phones, taking messages, forwarding calls as necessary and screening calls for Life Science Core Education staff. (E)  A2 Act as receptionist for the office, greeting and assisting visitors with inquiries, accepting deliveries and distributing to appropriate person, announcing individuals scheduled for meetings with staff, and maintaining front office desk in professional manner. (E)  A3. Manage the department's overall cleanliness and appearance (from the coordination of the decor to the maintenance of bulletin boards) to convey a welcoming and professional image. Serve as Space Inventory Coordinator and Floor Warden/Building Coordinator for emergency and safety. (E)   A4. Regularly inventory and track departmental supplies (paper, pens, markers, etc.) and restock materials as needed. (E)   A5. Hire and supervise student employees and assign schedule and tasks based on staff and departmental needs.  A6. Assist with the hiring of Academic Student Employees as needed.(E)  A7. Assist with purchasing orders, and reimbursements for the under the supervision of the Fund Manager and Departmental Analyst. Input transaction data using University's purchasing, BruinBuy, Travel Express, Concur, and related systems. (E)  A8. Provide administrative support to Director and Assistant Director as needed. Assist with special projects as directed. (E)  A9. Assist the with scheduling classes and inputting data via OASIS. (E)  A10. Submit on-line Facilities Service Request (FSR's) for requesting facility type services and on-line Information Technology Services (ITS) requests for requesting telephone related services. (E)  A11 Operations. Attend UCLA Training and Development courses as necessary (i.e. Bruin Buy, Express Travel, and Office Products). (E)  A12. Disseminate information regarding class times, room numbers, and faculty/TA office hours; manage orders for textbooks and other necessary academic material. (E)  A13. Assist staff members with special projects and general operations. (E)  A 14. Use WordPress to update the website with f(E).  A15. Create flyers, advertise to department and non-department members. (E)  A16. Administer department listservs, mailings, directory, and announcements. (E)

75%

Event and Meeting Support

B1. Oversee, execute, and staff department events and meetings, including flyer creation and outreach, managing RSVPs, set up/clean up, processing orders and invoices, room reservations, etc. (Essential)  B2. Electronically reserve rooms, audio-visual and presentation equipment, etc. for events and meetings. (Essential)  B3. Oversee all arrangements for colloquia, seminars, and receptions, including travel logistics and accommodations for speakers. (Essential)  B4. Maintain departmental bulletin boards, email lists, and website. (Essential)  B5. Oversee catering ordering, payment and set up of furniture, catering and audio-visual equipment. (Essential)  B6. Correspond with presenters to gather necessary information. (Essential)

25%

•

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

High School

High School Diploma or equivalent experience

Required

1. Demonstrated skill in providing clerical and administrative support in an office environment

Required

2. Ability to communicate program information and answer questions, accurately and effectively to students, parents, faculty and other individuals, in person and over telephone and via email.

Required

3. Ability to communicate effectively using appropriate grammar and vocabulary. Skill in writing clear, concise, logical and grammatically correct forms, correspondence and memos

Required

4. Ability to effectively handle individuals who visit the Life Science Core Education offices if situations become difficult or escalated, and in emergency situations

Required

5. Skill in prioritizing assignments to complete work in a timely manner when there are changes in workload, changes in assignment, frequent interruptions, and/or pressures of deadlines.

Required

6. Demonstrated skill in using word processing and editing software and web- based formats.

Required

7. Skill in systematically organizing and maintaining materials, information, and files to effectively accomplish duties and tasks.

Preferred

8. Skill in interpreting policies and procedures and the ability to accurately convey information to individuals.

Required

9. Demonstrated skill in event and meeting planning. Ability to coordinate the logistics of planning and implementation of small to large scale events.

Preferred

10. Ability to handle confidential material with discretion. Ability to deal tactfully and diplomatically with employees and supervisors on sensitive matters. Understanding the importance of keeping sensitive information confidential.

Required

11. Demonstrated skill in setting priorities and performing a variety of duties with constant interruptions.

Required

12. Working knowledge of Microsoft Office applications, such as Excel, Access, and Word; email and internet proficient.

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:

UCLA

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.