Administrative Coordinator

ADMIN OFCR 3 (007377)

UCPath Position ID: TBD_4196

Position Description History/Status

Approved Date:

4/8/2025 4:15:34 PM

Date Last Edited:

4/8/2025 4:15:30 PM

Last Action Effective Date:

Organization Details

Business Unit (Location):

LACMP

Organization Code:

6200O

Organization:

CHANCELLOR'S ORGANIZATION

Division Code:

6210D

Division:

CHANCELLOR'S ORGNZTN DIV

Department:

380500 - CHANCELLOR'S OFFICE

Position Details

UCPath Position Number:

TBD_4196

Position Description ID

238322

UC Payroll Title:

ADMIN OFCR 3 (007377)

Business Title:

Administrative Coordinator

Personnel Program

Professional and Support Staff (PSS)

Salary Grade:

Grade 22

Job Code FLSA:

Exempt

Union Code (Collective Bargaining Unit):

99: Non-Represented (PPSM)

Employee Relations Code:

F: All Others - Confidential

Employee Class (Appt Type):

2 - Staff: Career

Full-Time Equivalent (FTE)

1

SUPERVISION

UCPath Reports to Position Number:

41090107

Reports to Payroll Title:

EXEC ADVISOR MGR 3

UCPath Department Head Position Number:

41090107

Department Head Payroll Title:

EXEC ADVISOR MGR 3

GENERAL SUPERVISION - Indicates that the incumbent develops procedures for performance of variety of duties; or performs complex duties within established policy guidelines.

POSITION SUMMARY

The Administrative Coordinator provides essential support to the Office of Campus and Community Safety, ensuring smooth day-to-day operations through effective coordination of business processes and administrative functions. This role involves managing a wide range of tasks, including overseeing office workflows, handling complex scheduling, preparing reports, and facilitating communications between internal departments and external partners.

The coordinator will play a key role in supporting leadership by managing administrative operations such as budget tracking, procurement processes, and project coordination. Additionally, the position requires handling sensitive information with discretion, organizing meetings and events, and assisting in the development and implementation of office procedures to improve efficiency.

The Office of Campus and Community Safety at UCLA, overseen by the Associate Vice Chancellor and Chief Safety Officer, serves as the central unit overseeing the university's safety and emergency management initiatives. The office's responsibilities encompass oversight of the UCLA Police Department (UCPD) and the Office of Emergency Management. It emphasizes a community-informed, collaborative approach to campus safety, aiming to ensure that policies and practices are effective, equitable, and respect the rights and well-being of all Bruins.

Administrative Operations Management

Oversee and streamline daily administrative functions to ensure the Office of Campus and Community Safety runs smoothly and efficiently. This includes managing office workflows, maintaining organized records, and ensuring timely follow-through on operational tasks. The coordinator will identify areas for improvement, propose solutions, and help implement processes that enhance productivity while supporting the overall mission of promoting a secure and well-functioning campus environment.

20%

Calendar and Scheduling Coordination

Manage and maintain complex calendars for leadership and key personnel, ensuring meetings, appointments, and events are scheduled efficiently and without conflicts. This includes coordinating across multiple departments, prioritizing time-sensitive engagements, and adjusting schedules as needed. The coordinator will ensure leadership is prepared for each meeting by providing relevant materials, confirming attendance, and handling last-minute changes with professionalism and adaptability.

20%

Financial and Procurement Support

Assist with tracking and monitoring the office’s budget, ensuring expenditures are documented accurately and align with university policies. This includes processing purchase orders, invoices, and reimbursements while ensuring timely payments to vendors. The coordinator will collaborate with leadership to resolve discrepancies and ensure the office has the necessary resources to operate smoothly while staying within budget.

20%

Project Coordination

Support the planning and execution of safety-related projects by managing administrative tasks, timelines, and deliverables. The coordinator will track progress, prepare status updates, and ensure project documentation is organized and up to date. This role involves coordinating with team members, departments, and external partners to keep initiatives moving forward efficiently, helping ensure the successful implementation of programs that enhance campus and community safety.

15%

Travel and Expense Coordination

Manage travel arrangements for leadership and key staff, ensuring compliance with university policies and budget constraints. This includes booking flights, accommodations, and transportation, while providing detailed itineraries. The coordinator will also process travel expense reports, ensuring timely reimbursement and accurate financial records. Proactive planning and attention to detail will minimize disruptions and allow travelers to focus on their responsibilities.

10%

Meeting and Event Support

Plan, coordinate, and support meetings and events, ensuring all logistics are handled seamlessly. This includes preparing agendas, distributing materials, reserving spaces, and setting up technology or resources. During meetings, the coordinator will take detailed minutes, track action items, and ensure follow-up tasks are completed. For larger events, the role involves managing guest lists, coordinating with vendors, and troubleshooting day-of issues to ensure everything runs smoothly.

10%

Human Resources

Serve as the primary liaison between the Office of Campus and Community Safety and Human Resources, facilitating smooth communication and ensuring compliance with university policies and procedures. This includes supporting recruitment efforts, coordinating onboarding and offboarding processes, and managing employee records. The coordinator will assist with performance evaluations, track training requirements, and address general HR inquiries from staff, ensuring a responsive, supportive, and organized approach to personnel matters that promotes a positive and productive work environment.

5%

•

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

Understanding of office management practices, business processes, and administrative operations in a large, fast-paced environment.

Required

Familiarity with institutional policies related to finance, HR, procurement, and data management.

Preferred

Ability to prioritize tasks, manage multiple projects simultaneously, and meet deadlines with minimal supervision.

Required

Ability to work collaboratively with diverse groups, including leadership, staff, external partners, and campus stakeholders.

Required

Proficient in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook), calendar management tools, and data entry systems.

Required

Experience with financial or HR systems.

Preferred

Ability to anticipate challenges, propose solutions, and adapt to changing priorities while maintaining efficiency.

Required

Handle sensitive information with discretion, manage confidential personnel records, safety data, and high-stakes communications with professionalism.

Required

Skilled in drafting professional correspondence, preparing reports, and facilitating clear, effective communication.

Required

Basic understanding of budgeting, expense tracking, and procurement processes to support financial operations.

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.

LOCATION AND PHYSICAL, ENVIRONMENTAL, MENTAL (PEM) REQUIREMENTS

Environment and Work Location Information

Environment Type:

Non-Clinical Setting

Location Setting:

Campus

Location:

Murphy Hall

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.