Program Coordinator

BLANK AST 3 (004722)

UCPath Position ID: TBD_189523

Position Description History/Status

Approved Date:

7/11/2025 6:35:33 PM

Date Last Edited:

7/11/2025 6:35:29 PM

Last Action Effective Date:

Organization Details

Business Unit (Location):

LACMP

Organization Code:

1120O

Organization:

EDUCATION & INFO STUDIES

Division Code:

1121D

Division:

EDUCATION & INFO STUDIES DIV

Department:

007000 - EDUCATION

Position Details

UCPath Position Number:

TBD_189523

Position Description ID

242150

UC Payroll Title:

BLANK AST 3 (004722)

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:

40263693

Reports to Payroll Title:

ACADEMIC ADMINISTRATOR VII

UCPath Department Head Position Number:

41051550 

Department Head Payroll Title:

HR MGR 1

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 UCLA Educational Leadership Program (ELP) develops innovative, equity-driven leaders who are committed to transforming education systems. Grounded in UCLA's public service mission and the social justice vision of the School of Education and Information Studies (SEIS), ELP prepares educators to lead with purpose, integrity, and a deep understanding of systemic inequities. ELP centers urban leadership development and works to expand equitable, accessible opportunities across PreK–16 education. Under the general direction of the Director and Associate Director in ELP, and with guidance from the Education Manager, this position will serve as the Program Coordinator. The incumbent will manage, coordinate, and implement daily programmatic, financial, and administrative activities for ELP. The major responsibilities for the incumbent are management of program activities, including event management and coordination for on- and off-site meetings and professional development initiatives; support and coordination of course scheduling for graduate students; support with the maintenance of student recruitment information; maintenance of ELP social media presence; support for day-to-day monitoring of ELP's financial activities; serving as liaison to SEIS academic personnel and ELP graduate students. The Program Coordinator is also responsible for representing the Project Director in various settings/meetings and supporting ELP events when necessary.

The Department of Education at the UCLA School of Education and Information Studies (Ed&IS) is dedicated to excellence in teaching, research, and service, with a steadfast commitment to advancing educational equity and social justice. We are committed to advancing educational research, practice, and policy to foster equity, diversity, and inclusion in education. By preparing future educators, researchers, and leaders and conducting cutting-edge research, we strive to create positive change and address the complex challenges facing education locally, nationally, and globally for the betterment of society.

Program Implementation and Management

The Project Coordinator will support ELP programmatic activities, manage timelines and logistics, and ensure seamless coordination across faculty, students, alumni, and community partners.

A1. Coordinate the day-to-day operations of ELP, including course scheduling, event logistics, and academic calendar alignment. Maintain accurate program records, documentation, and databases.

A3. Assist with budget tracking, procurement processes, and vendor communications and support the preparation of reports, grant proposals, and presentations.

A4. Serve as initial resource for ELP students and faculty. Manage questions or, when deemed appropriate, direct them to Education Manager, Director, or Associate Director.

A5. Collaborate with the Education Manager, Director, and Associate Director to manage implementation of academic-year activities, such as managing systems for program tracking, including student progress, deliverables, and evaluation metrics.

A6. Analyze and work through possible scheduling difficulties—for example, with meetings, programs, events, classroom assignments—and recommend alternatives to the Education Manager.

A7. Implement and manage events and programs hosted by ELP, community events and conferences.

a. Coordinate and arrange meetings, venues/rooms, lodging accommodations, transportation and meals within university policies and procedures.

b. Develop a reporting process for event and program participants; coordinate delivery of event material; process any post-event payments and/or stipends owed.

c. Secure all instructional, promotional and technology media needs for events and conferences.

A8. In collaboration with the Education Manager, establish administrative procedures to enable ELP to effectively respond to various types of requests for information, supplies, and services from students and faculty. This includes maintaining promotional materials by coordinating requirements with various vendors; taking inventory of stock; placing orders; verifying receipt.

A9. Prepare and disseminate communications, newsletters, and event announcements. Support coordination of advisory board meetings, alumni engagement efforts, and student recruitment events.

A10. Support the supervision of assigned student workers, including by delegating tasks related to program operations, communications, event support, and administrative duties.

A11. Orient student workers to program goals, expectations, and relevant university policies. Provide training on tools, platforms, and workflows necessary for successful task completion.

A12. Track progress on assigned tasks, offer regular feedback, and ensure accountability to project timelines and quality standards.

A13. Manage student worker schedules to meet program needs, ensuring appropriate coverage for key tasks and events. Review and approve timesheets in accordance with university policies.

40%

Financial Management

B1. Monitor program budget across multiple funding sources (e.g., state contracts, grants, gifts, and operational funds). Track expenditures, reconcile transactions, and ensure alignment with approved budgets and funding guidelines.

B2. Process purchase orders, reimbursements, travel expenses, and vendor payments in compliance with UCLA procurement policies. Liaise with vendors and the UCLA purchasing office to ensure timely delivery and proper documentation. This includes management and processing of all payments, including travel reimbursements related to staff, events, and conferences via UCLA systems, BruinBuy and Travel Express.

B3. Support the reconciliation of monthly ledgers and identify discrepancies to report to the Education Manager and Fiscal Team. Prepare regular financial summaries for program leadership. Ensure all financial records are accurate and audit-ready.

30%

Data Management

C1. Design and implement systems for collecting qualitative and quantitative data related to program outcomes, student progress, and partnership engagement. Ensure consistent documentation across cohorts, events, and initiatives.

C2. Track indicators of program effectiveness, including student retention and completion, alumni impact, and recruitment.

C3. Maintain the integrity and confidentiality of all collected data in accordance with FERPA, IRB protocols, and university guidelines. Establish systems for secure storage, sharing, and access management.

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

High School Diploma

Required

Bachelor's Degree

Preferred

Demonstrated working knowledge of accounting principles and computerized purchasing and accounts payable systems.

Required

General office management skills to oversee operations and implement efficient office systems.

Required

Working knowledge of University policies and procedures—such as accounting, travel, purchasing, facilities, mail—and ability to expedite tasks with associated central offices.

Preferred

Demonstrated ability with University online financial systems/ledgers including BRUINBUY, TOF, and OFSR. - Can be trained

Preferred

Ability to deal with confidential and sensitive information with discretion, and to maintain professional working relationships with students, faculty, sponsors, industry, government, the UC and other academic and corporate institutions.

Required

Excellent interpersonal skills, communication skills, and usage of language to clearly convey information verbally and in writing. Ability to present persuasive arguments and use negotiation skills to achieve mutually agreeable solutions.

Required

Demonstrated ability to efficiently use Macintosh and PC computers with advanced working knowledge in Excel and Microsoft Project or equivalent project management software.

Required

Demonstrated knowledge of Word, PowerPoint, and FileMaker Pro and Canva and other software for newsletter and social media.

Required

Ability to work responsibly and accurately with detailed information, including financial data and calculations, contract clauses and performance dates, and other numeric narrative information.

Required

Independently determine appropriate personnel to handle action items; monitor status of tasks and follow through to completion. Ability to work independently, meet fixed deadlines, and follow through on tasks to completion.

Required

Ability to conduct effective small-group meetings with project support staff to plan, schedule, and coordinate workflow.

Required

Strong organization skills to set priorities and work with frequent interruptions.

Required

Ability to accept delegated work, validate expectations, problem-solve obstacles, and follow-up to completion and/or report status of delegated tasks.

Required

Ability to identify methods to increase efficiency in working operations and propose modifications.

Required

Demonstrated ability to work as part of a team and assist other administrative support staff with clerical and administrative tasks as needed.

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 work on-site 2 day2 per week and 1 Saturday per month.

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:

Moore Hall - 457 Portola Plaza Los Angeles, CA 90025

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

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.