Administrative Coordinator

BLANK AST 3 (004722)

UCPath Position ID: TBD_4171

Position Description History/Status

Approved Date:

4/7/2025 11:50:29 AM

Date Last Edited:

4/7/2025 11:50:26 AM

Last Action Effective Date:

Organization Details

Business Unit (Location):

LACMP

Organization Code:

1180O

Organization:

LUSKIN SCHOOL OF PUBLIC AFFAIRS

Division Code:

1181D

Division:

SCHOOL OF PUBLIC AFFAIRS

Department:

118600 - INSTITUTE OF TRANSPORTATION STUDIES

Position Details

UCPath Position Number:

TBD_4171

Position Description ID

238175

UC Payroll Title:

BLANK AST 3 (004722)

Business Title:

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):

1 - Staff: Contract

Full-Time Equivalent (FTE)

1

SUPERVISION

UCPath Reports to Position Number:

40058776

Reports to Payroll Title:

ADMIN OFCR 3

UCPath Department Head Position Number:

40727951

Department Head Payroll Title:

PROF-AY

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 Institute of Transportation Studies and Lewis Center for Regional Policy Studies seek a proactive Administrative Coordinator (AC) to provide administrative, purchasing, event planning, and office management support to facilitate the day-to-day operations. The research centers are located with the UCLA Luskin School of Public Affairs and support and advance cutting-edge research, the highest-quality education, and meaningful and influential civic engagement on the many pressing housing and transportation issues facing Los Angeles, the state of California, the nation, and the world today. We are home to the world's leading experts in housing affordability, parking, public transit, transportation equity, traffic, new mobility, and more. We focus on how these areas intersect and shape the well-being of residents, especially those from marginalized and underserved communities. By understanding and addressing these complex issues, we aim to inform policies and interventions that create more inclusive, sustainable, and equitable communities.

The position will play a critical role in furthering the mission of the research centers and supporting the community of faculty, staff, and student researchers.  Reporting to the Assistant Director, the AC will coordinate all purchasing, event, office management, and student worker tasks. Specific job duties include:

Work with faculty, staff, and students to prepare travel arrangements, and reimbursements, complete purchases, and conduct bi-monthly departmental credit card and quarterly ledger reconciliations. This will require learning and staying up-to-date with UCLA's purchasing and travel guidelines as well as attention to detail.

Maintain and update databases to support the administration and oversight of the centers' research portfolios.

Manage space functionality, organization, and repairs. This will include the management of the centers' inventory of supplies, technology, equipment, office space, and keys.

Coordinate all pre-event and onsite logistics related to administrative meetings, lectures, and conferences held at UCLA and off-campus venues including but not limited to scheduling, arranging speaker travel, reimbursements, securing venues, and arranging catering. This also includes onsite coordination during events such as event set-up and take-down, monitoring guest check-in, troubleshooting audio/visual equipment, and supporting guests.

The AC will support the training of student employees and delegate tasks to meet the centers' operational needs.

Support the development and implementation of faculty, staff, and student engagement programming such as lunch presentations and team-building activities.

As a team member, the role will allow the AC to interact with leaders in the housing and transportation fields in Los Angeles and beyond, coordinating administrative and financial-related tasks. The candidate must demonstrate superb attention to detail, have a positive and helpful attitude, display a continuous desire for learning, and be committed to producing excellent work. The EOC may be assigned to perform any of these duties for other research centers within the UCLA Luskin School of Public Affairs through a joint agreement with research center directors. Must be willing to work at least one weekend a year and one to two evenings a quarter until approximately 9 pm for special events. This position will begin as a two-year contract, with the potential to extend based on performance. The anticipated pay range is between $60,000-$70,000 annually, depending on experience.

The UCLA Institute of Transportation Studies and Lewis Center for Regional Policy Studies are located with the UCLA Luskin School of Public Affairs and support and advance cutting-edge research, the highest-quality education, and meaningful and influential civic engagement on the many pressing housing and transportation issues facing Los Angeles, the state of California, the nation, and the world today. We are home to the world’s leading experts in housing affordability, parking, public transit, transportation equity, traffic, new mobility, and more. We focus on how these areas intersect and shape the well-being of residents, especially those from marginalized and underserved communities. By understanding and addressing these complex issues, we aim to inform policies and interventions that create more inclusive, sustainable, and equitable communities.

Administrative and Financial

 1. Process purchasing requests including, bills and invoices, reimbursements, honoraria, and travel booking in BruinBuy and Concur, while enforcing University policies and procedures. (E)  2. Updates administrative databases related to research, events, students, personnel, IT, space, accounting, and communications. (E)  3. Maintains functionality of office space including supplies, repairs, equipment and key inventory. (E)  4. Assist the Assistant Director in updating operational procedure documents and external-facing intranet sites. (E)  5. Track expenses from request date to payment date, including receipts and approval forms. 6. Reconcile the bimonthly P-card report promptly. 7. Complete quarterly ledger reconciliation to ensure the accuracy of transaction amounts and accounts billed

60%

Event & Meeting Operations

 1. Arrange logistics for Institute events, including venue arrangements, registration management, catering, audiovisual setup, and parking accommodations. (E)  2. Ensure the proper setup and breakdown for all administrative meetings including staff, board, and research team meetings. (E)  3. Acts as onsite support for all events including room set up, audio-visual equipment, materials, and coordinating the flow of program activities. (E)  4. Maintain the calendar of events and share among staff and students. (E)  5. Works with the Assistant Director and communications manager to develop event flyers and registration forms. (E)  6. Maintains an inventory of event supplies. (E) 7. Arrange travel for speakers and guests as appropriate, including travel and accommodations, pick up/drop off

30%

Student Worker Management

1. Provide orientation of all student staff including training. (E)  2. Prioritize and assign work to meet the Center's operational needs. (E)  3. Coordinate quarterly performance reviews for student workers. (E)

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

High School Diploma

Required

And

Bachelor's Degree

Preferred

Knowledge of UCLA procurement and reimbursement systems including BruinBuy and Concur.

Preferred

Demonstrated skill in prioritizing tasks and assigning appropriate work to others.

Preferred

Accounting skills sufficient to check expenditures on financial ledgers

Preferred

Strong interpersonal skills to establish and maintain professional, effective working relationships with event speakers, event attendees, partners, faculty, staff, and students

Required

Written communication skills to prepare concise, logical, and grammatically correct emails and other communication pieces.

Required

Skilled in scheduling and managing logistics for events including lecturers and conferences.

Preferred

Working knowledge of computer systems (Windows environment), Microsoft Office's basic suite, and web-based collaboration tools including Excel, Word, Google Drive, Google Apps, and Airtable

Required

Working knowledge of web-based event registration, communication, and management systems, such as Eventbrite.

Preferred

Ability to both take direction and work independently with minimal direction

Required

Ability to manage time and workload effectively and complete assignments in a timely manner amid conflicting demands, multiple deadlines, competing requirements, and changing priorities.

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.

Age Requirement: Candidate(s) must be 18 years or older to be eligible to be hired.

COVID and Flu Vaccinations: The position is subject to providing evidence of inoculation.

LOCATION AND PHYSICAL, ENVIRONMENTAL, MENTAL (PEM) REQUIREMENTS

Environment and Work Location Information

Environment Type:

Non-Clinical Setting

Location Setting:

Campus

Location:

UCLA Luskin School of Public Affairs

Standing/Walking

X

Sitting

X

Bending/Stooping

X

Squatting/Kneeling

X

Climbing

X

Lifting/Carrying/Push/Pull 0-25 lbs

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

Complex problem solving/reasoning

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.