Program Coordinator, Institute for Technology, Law & Policy

BLANK AST 3 (004722)

UCPath Position ID: 40828961

Position Description History/Status

For Reference ONLY - PeopleAdmin JA Number:

1131013

Approved Date:

2/4/2025 5:46:06 PM

Date Last Edited:

2/4/2025 5:46:04 PM

Last Action Effective Date:

6/1/2021

Organization Details

Business Unit (Location):

LACMP

Organization Code:

1140O

Organization:

SCHOOL OF LAW

Division Code:

1141D

Division:

LAW DIV

Department:

025000 - LAW

Position Details

UCPath Position Number:

40828961

Position Description ID

166878

UC Payroll Title:

BLANK AST 3 (004722)

Business Title:

Program Coordinator, Institute for Technology, Law & Policy

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:

40787789

Reports to Payroll Title:

ACADEMIC ADMINISTRATOR VII

UCPath Department Head Position Number:

40040696

Department Head Payroll Title:

DEAN

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 general direction of the Executive Director, the Program Coordinator will serve as an integral staff member to support the operations and programmatic efforts of the Institute for Technology, Law & Policy. This includes operational and administrative support as necessary for a professional and efficient office, as well as on-sight support for the Institute's functions and events. An ideal candidate is highly professional, advances work autonomously and with initiative, has excellent communication and record keeping skills, can work effectively with both internal and external stakeholders, including faculty, students, current and prospective donors, and representatives from the tech sector, government and global civil society, and is looking to build a long term career in the Institute.The Program Coordinator is responsible for the logistics and execution of a variety of programming including program logistics, program representation and event promotion/marketing. They will also serve as a primary communications representative, including developing and maintaining the Institute's online and social media presence, and serving as a program liaison with internal and external stakeholders. Experience in communications is important, as is some knowledge of bookkeeping or accounting processes. Some basic graphic design skills would be useful, as would some experience with, or at least interest in, the law and technology space.

Communications

1. Manage the Institute's online communications efforts to ensure content is current, targets the right audience and markets upcoming events. (E)  2. Assist with the design, content and production of all materials relating to the Institute and its programs, including a departmental newsletter. (E)  3. Working with the directors, plan production schedules for promotional materials. (E)  4. Create and disseminate communications and publications to students regarding program services and resources. (E)  5. Support the development of reports and summaries of operations for donors and other stakeholders. (E)  6. Other communications initiatives, as assigned. (E)

35%

Departmental Operations

1. In collaboration with the Business and Finance Office, maintain budget records to track expenditures, issue vendor payments and request reimbursements. (E)  2. Manage program alumni databases and conduct outreach to alumni and donors. (E)  3. Provide daily operational and administrative support. (E)  4. Act as a liaison to other law school departments, including Communications, External Affairs, Career Services and Admissions. (E)  5) Coordinate with Executive Director on a variety of matters including presentations, research projects, and engagement with campus support offices. (E)  6) Assist with core office functions including but not limited to: ordering supplies and keeping inventory; tracking expenses, vendor payments, and reimbursement status; maintaining general office calendar; and coordinating with vendors to obtain outside services as needed for the department. (E) 

35%

Event Management

1. Support the Executive Director in developing, coordinating and overseeing Institute events within established budgets as needed. Ensure the execution of the event is in line with the mission of the programs. Responsibilities include coordination of speakers, ensuring travel and lodging has been reserved, liaising with speakers and campus departments, development of registration procedures, oversee agenda items, and ensure deadlines and budgets are met, reserve venue and catering, oversee registration process and design all printed and electronic communication and signage for the event as needed. (E)  2. Prepare calendar of events on a monthly basis to keep the Executive Director, Faculty Chair, and Dean's Office apprised of planning phases of each events. Ensure the events are on schedule and within budget. (E)  3. Ensure event compliance with University policies including Insurance and Risk Management guidelines. (E)

30%

•

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

or equivalent combination and education and experience/training

Preferred

Experience with Windows-based applications such as Microsoft Office suite, electronic mail systems.

Required

Experience managing data using software, such as Excel.

Required

2 - 4 Years

Professional work experience.

Required

Demonstrated ability to organize and present complex information effectively to a range of audiences including faculty, students, staff and the public.

Required

Demonstrated ability to organize and implement the logistical requirements of events and programs.

Required

Knowledge of WordPress and HTML coding.

Required

Detailed knowledge in editing correspondence for correct meaning, word usage, grammar, spelling, and punctuation. Excellent writing skills mandatory to draft correspondence, memos, reports, messages which are clear, logical and concise.

Required

Demonstrated ability to speak clearly, distinctly and diplomatically to obtain or relay concise, relevant information while using correct vocabulary and grammar. Demonstrated listening skills to accurately understand instructions and to carry out related tasks.

Required

Ability to maintain confidentiality of information with tact and discretion.

Required

Interpersonal skills to communicate and interact effectively with faculty, staff, students, vendors and the public.

Required

Ability to set priorities which accurately reflect the relative importance of job responsibilities and deadlines. Skill in working collaboratively to prioritize work demands and resources to meet anticipated deadlines.

Required

Ability to take initiative, pay attention to detail, work independently, organize workflow, establish a productive work environment and follow through on assignments with minimal supervision.

Required

Ability to post materials online and/or search the Internet for requested information. Ability to create and maintain Internet websites and pages.

Required

Some familiarity with, or interest in, law and technology issues, or relevant experience in the civil society or academic space.

Preferred

Basic bookkeeping or accounting skills.

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.

10%

Domestic Travel

Ability to attend on occasion early morning, evening or weekend events.

Required

Ability to travel offsite for occasional program meetings and events. 

Required

LOCATION AND PHYSICAL, ENVIRONMENTAL, MENTAL (PEM) REQUIREMENTS

Environment and Work Location Information

Environment Type:

Non-Clinical Setting

Location Setting:

Campus

Location:

Dodd Hall

Standing/Walking

X

X

Sitting

X

X

Bending/Stooping

X

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.