Archive Operations Coordinator 

ADMIN OFCR 2 CX (004263)

UCPath Position ID: TBD_3939

Position Description History/Status

Approved Date:

3/11/2025 12:45:41 PM

Date Last Edited:

3/11/2025 12:45:37 PM

Last Action Effective Date:

Organization Details

Business Unit (Location):

LACMP

Organization Code:

8300O

Organization:

UNIVERSITY LIBRARY

Division Code:

8310D

Division:

UNIV LIBRARY DIV

Department:

046100 - FILM & TV ARCHIVE

Position Details

UCPath Position Number:

TBD_3939

Position Description ID

236796

UC Payroll Title:

ADMIN OFCR 2 CX (004263)

Business Title:

Archive Operations 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:

40061941

Reports to Payroll Title:

ADMIN MGR 2

UCPath Department Head Position Number:

40061941

Department Head Payroll Title:

ADMIN MGR 2

DIRECTION - Indicates that the incumbent establishes procedures for attaining specific goals and objectives in a broad area of work. Only the final results of work done are typically reviewed. Incumbent typically develops procedures within the limits of established policy guidelines.

POSITION SUMMARY

The Archive Operations Coordinator (AOC), reporting to the Associate University Librarian (AUL) and Director of the Film & Television Archive, provides high-level administrative, fiscal, logistical, project management, and operational support for the Archive and its units. Working closely with the AUL, the AOC supports the strategic direction of an organization of approximately 40 full-time equivalent (FTE) staff engaged in diverse activities such as administrative operations, programming, licensing, preservation, curation, and collection management for a significant and complex archival collection. The AOC supports the Archive's mission to disseminate and preserve knowledge, collaborating with various departments and units within the UCLA Library.

The AOC supports high-priority projects, including reports, meetings, and strategic analyses, often requiring research, data collection, and detailed reporting. In this capacity, the AOC performs project management and data compilation tasks, assists with staff recruitment,  onboarding, and offboarding processes specific to the Archive. The AOC assists contract and grant administration, facilities management, and high-profile program planning and implementation.

The UCLA Film & Television Archive, a department of the UCLA Library, is renowned for its pioneering efforts to rescue, preserve and showcase moving image media, and is dedicated to ensuring that the collective visual memory of our time is explored and enjoyed for generations to come. Established in 1965, the Archive is the second-largest repository of motion pictures and broadcast programming in the United States, after the Library of Congress, and the world's largest university-held collection. More than 520,000 holdings of films, television programs, news footage, and radio recordings are conserved in a state-of-the-art facility at The Packard Humanities Stoa, in Santa Clarita, California.

Analytical and Administrative Support

1. Provides high-level administrative support to the AUL Director & Archive divisions.

2. Creates and maintains onboarding and offboarding checklists for Archive departments, oversees implementation for employees and student workers.

3. Circulates and drafts policies for Archive staff and updates finalized policies on Library intraweb.

4. Responds to inquiries from internal constituents, campus administrators, Archive users, donors, and vendors of highly confidential and time-sensitive nature.

5. Coordinates high-priority projects, meetings, and special projects, including managing research, data collection, and analysis.

25%

Project Management and Reporting

1. Tracks, gathers, & analyzes data for reporting to the International Federation of Film Archives in collaboration with the Motion Picture Curator.

2. Researches and provides data to AUL for development, program planning, strategic planning, and implementation.

3. Coordinates  projects across the Archive in collaboration with UCLA Library departments.

4. Ensures that required grants reports are submitted in a timely fashion at required intervals, including final reporting.

5. Tracks important dates for all grants including due dates for reports and end dates. In cooperation with the Library Grants Administrator, ensures that all appropriate reports and forms are submitted in a timely manner.

25%

Grants and Contract Administrative Support

1. Assists the AUL in monitoring expenses & review FTVA  funds to ensure proper FAU's allocations & verifies expenses are as expected, assists w/tracking discretionary, grant & endowment funds, alerting the project lead & if needed, the AUL.

2. Works closely with Library Business Services (LBS) to make necessary corrections in a timely manner.

3. Submits PO requests to LBS & monitors its progress and vendor-set up & invoices for special projects, & if needed, seeks sole source vendor exceptions through LBS in compliance with UC & UCLA Library policies.

4. Collaborates with Development & project lead to review grant proposals & coordinate necessary internal approvals as well as track drafted budgets & LBS approval for proposals.

5. Serves on the Library's Grants Coordination Council.

20%

Facilities & Equipment Coordination

1. Assists AUL in performing long-term space assessment & planning, including repurposing of space.

2. Works closely with UCLA Library teams, Packard Humanities Institute (PHI) partners, and UCLA Facilities to track building repairs and renovation requests.

3. Assists with space inventory for offices & spaces at the PHI Stoa and Archive locations.

4. Coordinates the disposal of obsolete equipment and supports the maintenance of functional equipment within the Archive’s operational spaces.

5. Serves as the  Archive’s Health & Safety Committee Chair & ensures the Archive’s compliance with UCLA requirements and federal, state, and local regulations, including fire codes and public safety protocols in coordination with Head of Collection Services, PHI, and the Health & Safety Committee members

20%

Tour and Event Coordination

1. Coordinates tours and high-profile events.

2. Advises staff regarding UCLA Library travel policies & procedures.

3. Coordinates with LBS on AUL travel arrangements.

4. Provides travel arrangement assistance for guests & arranges for guest transportation & lodging in compliance and in coordination with LBS and UC policies.

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

Bachelor’s Degree in related area and/ or equivalent experience / training

Required

Demonstrated previous experience providing high-level administrative and logistical support and customer service, preferably in an archive or non-profit arts organization.

Required

Experience with rules and regulations, processes, protocols and procedures for budget, accounting and fund management.

Required

Demonstrated experience with UCLA purchasing, accounts payable and travel/entertainment policies and procedures.

Preferred

Experience working with UCLA units, departments, fund accounts, policies, practices, and procedures.

Preferred

1. Operational experience in a moving image archive, film library, public arts organization, or within an academic higher education or academic/research library setting.

Required

2. Demonstrated at least two years of experience providing support to senior-level administrators.

Required

3. Demonstrated financial management skills. Demonstrated ability using spreadsheet and database software for moderately complex financial analysis, fiscal management, and financial reports.

Required

4. Demonstrated skill in facilities & space assessment, planning, utilization, & management & in managing equipment & other material resources. Experience in managing collections & public spaces in multiple locations.

Required

5. Ability to establish & maintain cooperative working relationships with other staff members, subordinates, administrators, & Non-Archive personnel.

Required

6. Ability to work independently & follow through on assignments with minimal direction, with strong attention to detail & demonstrated capacity for carrying out tasks in an accurate & timely manner.

Required

7. Outstanding organizational & analytical skills to manage multiple projects & perform efficiently & courteously in a fast-paced environment with a fluctuating workload, conflicting & competing priorities, & frequent distractions & interruptions.

Required

8. Skill in recognizing, defining, & analyzing problems, situations, or procedures to define objectives & implement action plans, recommendations. Ability to conduct research, gather & analyze data, and prepare concise, logical reports & make recommendations.

Required

9. Skill in budget and expense trend analysis and fiscal projections, including impact analysis.

Required

10.  Demonstrated ability to exercise sound judgment, initiative, and resourcefulness in identifying and solving problems, and making decisions quickly and efficiently.

Required

11. Excellent verbal and written communication and interpersonal skills to convey information accurately and interact effectively and diplomatically.

Required

12. Knowledge of moving image &/or television history & research methodologies.

Preferred

SPECIAL REQUIREMENTS AND/OR CONDITIONS OF EMPLOYMENT

Background Check: Continued employment is contingent upon the completion of a satisfactory background investigation.

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:

Other University Setting(s)

Location:

Packard Humanities Institute (PHI) Stoa

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.