Adminstrative & Operations Coordinator

ADMIN OFCR 2 CX (004263)

UCPath Position ID: TBD_4571

Position Description History/Status

Approved Date:

6/24/2025 11:40:17 PM

Date Last Edited:

6/24/2025 11:40:14 PM

Last Action Effective Date:

Organization Details

Business Unit (Location):

LACMP

Organization Code:

7000O

Organization:

VC STUDENT AFFAIRS

Division Code:

7400D

Division:

STUDENT DEVELOPMENT

Department:

511000 - BRUIN RESOURCE CENTER

Position Details

UCPath Position Number:

TBD_4571

Position Description ID

241320

UC Payroll Title:

ADMIN OFCR 2 CX (004263)

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:

40040137

Reports to Payroll Title:

ACAD ACHIEVEMENT MGR 1

UCPath Department Head Position Number:

40040137

Department Head Payroll Title:

ACAD ACHIEVEMENT 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 Administrative & Operations Coordinator provides a broad range of administrative, program, and direct student support functions for the Bruin Resource Center. The Administrative & Operations Coordinator coordinates logistics, resources, and publicity in support of the departments' initiatives; prepares correspondence; maintains master calendar of activities, coordinates scheduling and arrangements for meetings for BRC staff, maintains the calendar for the Director; and represents the BRC at campus events. The position also oversees and performs all operational processes and administrative functions, and interfaces with divisional staff responsible for personnel, purchasing, travel, finance to ensure timely completion of relevant departmental activities in accordance with University policy and procedures. The position manages various departmental functions including program support, space and supply management. Additional writing, research or programming assignments include grant writing, assessment and interpretation of research data, and creation of strategic plan documents. The Administrative & Operations Coordinator hires and supervises the job activities of student employees who serve as the initial contact for students and others seeking assistance from the BRC; ensures that student staff appropriately assess and respond to informational and service needs; refers and facilitates students' connection with the appropriate campus resource; maintains records of student contacts; and creates a welcoming, inclusive and professional environment.

As a pivotal member of UCLA Student Affairs, you'll ignite the Bruin spirit and contribute to a vibrant community that champions academic success and holistic development. UCLA Student Affairs is the backbone of the Bruin journey, supporting students from admission to graduation and beyond. Engage in a role that spans personal growth, academic success, and community enrichment, connecting students with a wealth of resources and opportunities. Here, you're not just part of a team; you're part of the UCLA legacy. Join us in shaping the future of UCLA, where every day you'll make a difference in the lives of our students and the broader Bruin family.

The Bruin Resource Center is a Student Affairs department providing a variety of programs and internship opportunities to help students access resources, develop practical life skills and find their place within the campus community. The BRC serves all students with focus on resources for students with dependents, undocumented students, students in recovery, formerly incarcerated/system impacted students, and current/former foster youth.

We invite you to apply to be part of a dynamic team in a supportive environment where you can use your organizational and interpersonal skills and attention to detail to enhance the overall effectiveness and employee engagement in the Student Affairs organization. While you may not meet 100% of this job’s qualifications, if much of this job and qualifications describe you, then you are highly encouraged to apply.

Administrative & Operations Management

Lead and manage administrative operations to ensure execution of departmental functions in alignment with University policies. Manage cross-functional coordination with personnel, payroll, purchasing, travel, and finance teams. Supervise planning and logistics for meetings and major events, including staffing, scheduling, procurement, and resource allocation. Direct student intern hiring, training, and supervision. Oversee inventory systems, purchasing compliance, and staff training. Maintain department communications and lead BRC presence at key campus events

50%

Executive Support

Manage executive support functions for the Director, including high-level communication, document creation, and calendar management. Serve as liaison to senior campus leadership, external partners, and service providers. Represent the Director in meetings and correspondence. Support strategic planning through research analysis and project coordination. Participate in and coordinate team meetings, trainings, and campus engagements as required.

25%

Program

Coordination

Oversee planning and execution of BRC programs and events, including graduations, conferences, workshops, and receptions. Manage all aspects of event publicity, ensuring strategic outreach across multiple platforms. Direct creation and distribution of promotional materials and correspondence to engage, confirm, and follow up participants and guests. Coordinate advertising with campus media and communications outlets in collaboration with BRC staff to maximize visibility and impact.

15%

Research &

Assessment

Lead and support assessment initiatives critical to BRC programs, including development of evaluation plans, data analysis, and reporting. Coordinate grant and proposal development, ensuring compliance with University and funding agency requirements by liaising with contracts, IRB, and extramural offices. Conduct special assessment projects as needed to inform strategic goals. Maintain expertise in higher education assessment and consult regularly with BRC leadership to align evaluation efforts with program priorities.

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 in related area and/or equivalent experience/training

Required

3+ Years

experience in Higher Education, preferably in a research intensive institution.

Required

Familiarity with needs of populations served by the BRC including former foster youth, transfer students; veterans, parenting students, and AB540 students.

Preferred

Demonstrated skill in developing and maintaining operational and administrative systems and processes in a multi-program unit with multiple objectives.

Required

Knowledge of University organization, policies and procedures.

Preferred

Knowledge of student developmental issues and of student and academic support services and programs in a large, public research university.

Required

Skills to use computer programs and technology for website development, surveys, databases and other needs. Demonstrated proficiency using the Internet and computer programs such as Microsoft Word, Excel, Outlook, Publisher and Adobe Acrobat.

Required

Skill in grant and proposal submission, administration, funding and writing, including interfacing with University contracts and grants officials, institutional research boards, and extramural funding agencies, to ensure compliance with terms of grants.

Required

Demonstrated skill in conceptualizing, designing, administering, analyzing and reporting research studies in higher education.

Required

Ability to use discretion in processing and maintaining confidential information pertaining to personnel, departmental and student matters.

Required

Skills in graphic design and production.

Preferred

Ability to organize multifaceted projects and events, to develop accurate timelines for completion, and to work effectively with conflicting demands and changing priorities.

Required

Interpersonal skills to establish and maintain effective working relationships with diverse students, staff, faculty, and the public.

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.

CANRA: The position is designated as a mandatory reporter under CANRA. The employee must sign the "Statement Acknowledging Requirement to Report Child Abuse".

LOCATION AND PHYSICAL, ENVIRONMENTAL, MENTAL (PEM) REQUIREMENTS

Environment and Work Location Information

Environment Type:

Non-Clinical Setting

Location Setting:

Campus

Location:

Student Activities Center

Standing/Walking

X

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 1: Position in which required tasks routinely involve a potential for mucous membrane or skin contact with blood, body fluids or tissues, potential spills, and splashes. Use of appropriate measures is required for every employee in this position.