Project and Administrative Coordinator

ADMIN OFCR 2 CX (004263)

UCPath Position ID: TBD_3056

Position Description History/Status

Approved Date:

6/30/2025 2:04:12 PM

Date Last Edited:

6/30/2025 2:04:08 PM

Last Action Effective Date:

Organization Details

Business Unit (Location):

LACMP

Organization Code:

8400O

Organization:

CONTINUING EDUCATION

Division Code:

8420D

Division:

DEAN, UCLA EXTENSION

Department:

563000 - UNEX: ACADEMIC AFFAIRS

Position Details

UCPath Position Number:

TBD_3056

Position Description ID

235751

UC Payroll Title:

ADMIN OFCR 2 CX (004263)

Business Title:

Project and Administrative 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:

40911804

Reports to Payroll Title:

ACAD PRG MGR 2

UCPath Department Head Position Number:

40049951

Department Head Payroll Title:

DEAN UNIV EXT

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

As the Project & Administrative Coordinator under the guidance of the Associate Dean of Academic & Faculty Affairs, the incumbent will be the primary administrative project manager who will spearhead key projects and initiatives tasked by the Associate Dean as well as oversee comprehensive administrative and operational support within Academic & Faculty Affairs function at UNEX. This pivotal role encompasses the dynamic stewardship and project coordination across the units of academic portfolios, program operations, academic partnerships, and academic innovation and learning (ATLI) within UNEX.

Key responsibilities include serving as the chief coordinator for long-term projects, initiatives, and strategic endeavors and orchestrating and steering the execution of daily administrative tasks for the Associate Dean and within Academic & Faculty Affairs. The role demands proactive engagement in communication and collaboration with UNEX & University stakeholders / partners, community entities, and external partners. The incumbent will be entrusted with the collection and analysis of critical data, ensuring the confidentiality and integrity of sensitive information pertaining to personnel, students, and institutional affairs.

Additionally, the role entails the management of organizational records, databases, and inventories, alongside overseeing financial operations such as budgeting, procurement, and fiscal analysis within the department. The Coordinator will also synthesize information to prepare briefing materials, coordinate logistics for events, manage the Associate Dean's schedule with strategic foresight, and supervise the procurement of supplies and travel arrangements. Providing overarching support to the two Assistant Deans in Academic Affairs and adapting to evolving priorities as designated by the Associate Dean are also integral to the role. Performance will be consistently reviewed to align with the organization's objectives and standards.

Excelling in quality, innovation, and impact, UCLA Extension (UNEX) is one of the top providers of continuing and professional education in the United States, offering programs and classes to more than 50,000 students per year through approximately 4,500 classes and certificate programs to meet the professional development, continuing education, and personal enrichment needs of the full spectrum of traditional, nontraditional, domestic, international, professional, and continuing education students throughout and beyond Los Angeles.

Access, Equity, Diversity, and Inclusion (AEDI) is one of UCLA Extension's guiding principles. We strive to extend access to UCLA, our programs, and services to underrepresented communities and populations, while serving as a model organization for AEDI in the field of continuing higher education. Committed to attracting and retaining diverse staff & instructors, UCLA Extension welcomes your experiences, perspectives, and unique identity.

Project Management and Administrative Analysis

1. Act as the primary project manager for the Associate Dean, leading administrative initiatives within Academic & Faculty Affairs - gathering and analyzing information and data relevant to projects and initiatives, planning and keeping track of progress towards project and Office goals and objectives, adhering to multiple timelines and deadlines, and coordinating among multiple stakeholders and key partners on projects.

2. Handle details and execute work of a highly confidential and mission-critical nature with a high degree of confidentiality on matters pertaining to employees/positions (i.e., bargaining or grievances), students, and other highly sensitive and privileged information where it is warranted and critical for the organization.

3. Conduct analytical studies on a variety of policies, initiatives, programs and issues related to academic programs, HR & program staffing within the Portfolios, instructor hiring, onboarding and evaluation, and product offerings.

4. Using subject matter knowledge, collect and prepare information for use in discussions, meetings with UNEX leadership, UCLA campus partners, and external community.

5. Collaborate with various stakeholders to drive project success and inclusion of critical perspectives.

6. Participate in the planning and development of administrative policies alongside the Associate Dean.

7. Coordinate events and various activities across the different units in Academic & Faculty Affairs.

8. Organize and coordinate events, activities, and meetings across different units, ensuring effective communication and follow-up.

9. Act as the primary liaison for the Associate Dean, managing communication with the public and internal teams, and collecting essential information for leadership.

10. Analyze financial and operational data to produce detailed reports, assessing the efficacy of services and operations.

11. Compile and evaluate data from various sources to draft comprehensive reports, providing insights on critical issues for the academic programs.

12. Conduct research and data analysis to prepare briefing materials and statistical reports for meetings and other communications.

13. Participate in developing and revising standard operating procedures and guidelines.

14. Perform trend analysis to inform strategic recommendations for the operational excellence and improvement.

15. Assess and recommend changes to maintain compliance with federal and state requirements and internal policies.

16. Edit and proofread documents, ensuring accuracy and coherence with existing plans and clear communication to target audiences.

17. Oversee document management, including editing and formatting research reports, manuscripts, presentations, and proposals.

18. Coordinate the planning and execution of events sponsored by the Associate Dean’s Office.

19. Proactively address the Associate Dean's business requirements, fostering an efficient work environment with professional discretion and interpersonal skills.

20. Engage in the design and execution of systems for effective information, project, and communication management, guaranteeing prompt and precise responses.

70%

Administrative Coordination

1. Managing and directing incoming correspondence, phone calls, and requests, ensuring proper tracking and archiving of critical information.

2. Handling purchasing tasks, equipment upkeep, and financial transactions using designated systems, including the procurement and inventory management of office supplies for various facilities.

3. Overseeing the office's financial operations, including budget formulation, ongoing management, periodic review, and report generation.

4. Serving as a knowledgeable point of contact for complex financial queries, escalated customer service issues, and supplier relations.

5. Maintaining organized filing systems to ensure the swift retrieval of essential documents and data.

6. Supervising the receipt of mail, recording financial transactions in the check log, drafting outgoing correspondence, and orchestrating sizable mail distributions.

7. Regularly updating and preserving contact databases and other critical information in multiple formats.

8. Planning and executing meetings and events sponsored by the office, which encompasses room reservations, material preparation, catering arrangements, audiovisual and video conferencing setup, along with the subsequent organization and cleanup.

9. Acting as the program manager for the function, handling various operational and administrative duties.

10. Arranging travel plans for meetings and conferences, securing necessary approvals, completing registration details, and managing travel and mileage reimbursements in line with University guidelines.

11. Sorting and prioritizing the daily influx of mail and calls, filtering communications, addressing routine inquiries, and directing them to the appropriate departments or individuals.

12. Crafting and dispatching communications and mailings to various groups, including professional associations and potential backers or donors.

13. Providing information autonomously, rerouting questions, and delving into complex issues to find resolutions.

14. Organizing and maintaining the Associate Dean's filing system, ensuring efficient management of documents such as Letters of Agreement, Memorandums of Understanding, Agent Agreements, and Internal Request Authorizations; overseeing the database systems to guarantee that all records are accurate and up-to-date, providing a reliable foundation for administrative operations.

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

Bachelor's Degree in related areas such as communication, business, social sciences or equivalent combination of work experience and training.

Required

1 - 2 years

Minimum of professional experience in project management coordination and / or administrative operations coordination as it relates to higher education, human resources, and / or student affairs.

Required

Ability to multi-task, prioritize work, take initiative, meet deadlines of assignments, be flexible and adaptable, and to work well under pressure when faced with fluctuating workloads, pressures of deadlines, and competing demands. Ability to anticipate, identify and troubleshoot problems and recognize

Required

Strong ability in handling confidential matters with discretion, tact, and sensitivity – maintaining a high-degree of confidentiality on matters that impact the organization.

Required

Proficient in written and verbal communication and interpersonal skills in interfacing with all levels/segments of the organization and externally: ability to relate complex information clearly, concisely, logically, and diplomatically; ability to write and edit grammatically correct business correspond

Required

Particular attention to detail, accuracy, and follow up with particular attention to context, precision, and clarity.

Required

Excellent follow-up skills when working on all assignments under the direction of multiple supervisors.

Required

Ability to work effectively as part of a team and be a team-player - works collaboratively with other departments and external units: interacts collegially and diplomatically with all levels of staff.

Required

Solid computer/technical skills and experience with MS Office Suite, MS Outlook, Adobe, and MS Visio. Excellent proficiency with complex scheduling via MS Outlook.

Required

Ability and willingness to provide excellent, consistent service with sound judgement to external and internal customers; respond to customer needs, issues, concerns, and expectations in a supportive and professional manner.

Required

Posses a high degree of independence and initiative to support the full range of the Associate Dean's activities as well as possesses analytical and problem-solving skills; Demonstrates ability to analyze, research, and synthesize large amounts of data.

Required

Ability to organize administrative work functions in an efficient and effective manner and exhibits solid judgment and organizational skills, applying working knowledge of applicable policy analysis techniques.

Required

Working knowledge of UCLA Travel policies, procedures and systems to arrange travel and process reimbursements; Working knowledge of the UCLA purchasing/procurement system and P-card to process vendor invoices and contracts.

Preferred

Knowledge and experience in project management.

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:

Non-University Setting(s)

Location:

UCLA Downtown 433 S. Spring Street Los Angeles, CA 90013

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.