Description
MILITARY VETERANS
Special Instructions to Applicants This is a contract position with expected end of 4/30/2025. Employer can end or extend employment contract period at their discretion. Please include cover letter with resume and application. Department Summary The UCLA Division of Graduate Education (DGE) oversees policies for graduate programs, excluding Dentistry, Law, and Medicine, and is comprised of the following units: Academic and Postdoctoral Services, Fellowships and Financial Services, Diversity, Inclusion and Admissions, and Graduate and Postdoctoral Support. These units handle recruitment, admissions, financial support, policies and procedures, and student well-being primarily, while other units manage internal operational needs, such as IT, Events, Communications, Human Resources/Budget Administration, and provide Institutional Research to campus and UC constituents. All units work together to support over 12,000 students across 130 academic programs and to promote successful progress in graduate education. This comprehensive approach ensures academic excellence, student diversity and prepares students to make significant contributions worldwide. Position Summary Under the supervision of the Director of Operations and External Relations (OER), the Events and Operations Specialist (EOS) works as part of the OER team to coordinate Division of Graduate Education (DGE) events and staff engagement activities. Key responsibilities include: assist with event planning and coordination, including updating and adhering to event production tasks and timelines; making venue and event rental arrangements; obtaining catering quotes, and finalizing orders in coordination with the DGE Budget and Personnel (Bsible for maintaining accurate files, calendars and project plans. The OES also provides administrative and analytical support to the DGE on ad-hoc tasks and special projects, including composing and proofreading documents; maintaining files and documents; providing coverage for Dean’s Suite front-desk (call triaging, greeting and assisting visitors, receiving, sending, and distributing mail, etc.), and assist with monitoring and responding to requests in the Graduate Education Portal. Salary & Compensation *UCLA provides a full pay range. Actual salary offers consider factors, including budget, prior experience, skills, knowledge, abilities, education, licensure and certifications, and other business considerations. Salary offers at the top of the range are not common. Visit UC Benefit package to discover benefits that start on day one, and UC Total Compensation Estimator to calculate the total compensation value with benefits. Qualifications Skill in using word-processing, spreadsheet, database and presentation programs (e.g., Word, Excel, Access, PowerPoint) to produce a variety of reports, text for publications, business correspondence, charts, spreadsheets and memoranda. (Required) Strong interpersonal skills and the ability to communicate effectively with DGE colleagues, campus administrators, faculty, staff, students, alumni, visitors, vendors and the general public, handling difficult situations with patience, diplomacy and tact. Demonstrated ability to work as part of a team. (Required) Ability to coordinate meetings and special events including making arrangements for speakers, venues and catering, attendee management, budget oversight, on-site coordination, etc. (Required) Demonstrated time management and organizational skills to complete assignments in the context of fluctuating and competing workloads, shifting deadlines and stakeholder priorities. Highly organized, efficient, and attentive to detail, with excellent follow-up and follow through skills. Demonstrated ability to clearly define tasks and set priorities. (Required) Experience composing and editing content to effectively communicate to a variety of audiences, including but not limited to invitations, newsletters, talking points, brochure copy, and writing for the web using correct formats and proper grammar. (Required) Demonstrated problem-solving skills. (Required) Basic graphic design skills to create simple invitations, programs, certificates, signage and other routine communications and outreach materials. (Required) Experience working with Word Press, Visio, Slack, Constant Contact, Eventbrite, SurveyGizmo, Flickr, and Box. (Preferred) Knowledge of UCLA campus venues, event services and associated departments. (Preferred) Ability to coordinate the work of event staff to ensure smooth execution of all event tasks. (Preferred) Education, Licenses, Certifications & Personal Affiliations Bachelor’s Degree Bachelor’s degree or equivalent education and experience (Required) Special Conditions for 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. May be required to work occasional evenings and weekends. (Required) Contingent employment contingent upon successful completion of background check. (Required) Schedule 8:00 a.m. to 5:00 p.m. Union/Policy Covered 99-Policy Covered Complete Position Description https://universityofcalifornia.marketpayjobs.com/ShowJob.aspx?EntityID=38&jobcode=41131941