Description

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Special Instructions to Applicants

This position is not remote. On-site presence will be required on at least a hybrid basis, depending on departmental and organizational needs.

For more information, please consult the hiring manager.

This position will be working from our Gayley Center building in Westwood Village.

Department Summary

Excelling in quality, innovation, and impact, UCLA Extension (UNEX) is one of the top providers of continuing and professional education in the United States, offering programs and classes to more than 50,000 students per year through approximately 4,500 classes and certificate programs to meet the professional development, continuing education, and personal enrichment needs of the full spectrum of traditional, nontraditional, domestic, international, professional, and continuing education students throughout and beyond Los Angeles.Access, Equity, Diversity, and Inclusion (AEDI) is one of UCLA Extension’s guiding principles. We strive to extend access to UCLA, our programs, and services to underrepresented communities and populations, while serving as a model organization for AEDI in the field of continuing higher education. Committed to attracting and retaining diverse staff & instructors, UCLA Extension welcomes your experiences, perspectives, and unique identity.
Position Summary

As the Project & Administrative Coordinator under the guidance of the Associate Dean of Academic & Faculty Affairs, the incumbent will be the primary administrative project manager who will spearhead key projects and initiatives tasked by the Associate Dean as well as oversee comprehensive administrative and operational support within Academic & Faculty Affairs function at UNEX. This pivotal role encompasses the dynamic stewardship and project coordination across the units of academic portfolios, program operations, academic partnerships, and academic innovation and learning (ATLI) within UNEX.

Key responsibilities include serving as the chief coordinator for long-term projects, initiatives, and strategic endeavors and orchestrating and steering the execution of daily administrative tasks for the Associate Dean and within Academic & Faculty Affairs. The role demands proactive engagement in communication and collaboration with UNEX & University stakeholders / partners, community entities, and external partners. The incumbent will be entrusted with the collection and analysis of critical data, ensuring the confidentiality and integrity of sensitive information pertaining to personnel, students, and institutional affairs.

Additionally, the role entails the management of organizational records, databases, and inventories, alongside overseeing financial operations such as budgeting, procurement, and fiscal analysis within the department. The Coordinator will also synthesize information to prepare briefing materials, coordinate logistics for events, manage the Associate Dean’s schedule with strategic foresight, and supervise the procurement of supplies and travel arrangements. Providing overarching support to the two Assistant Deans in Academic Affairs and adapting to evolving priorities as designated by the Associate Dean are also integral to the role. Performance will be consistently reviewed to align with the organization’s objectives and standards.

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

  • 1 – 2 years Minimum of professional experience in project management coordination and / or administrative operations coordination as it relates to higher education, human resources, and / or student affairs. (Required)
  • Ability to multi-task, prioritize work, take initiative, meet deadlines of assignments, be flexible and adaptable, and to work well under pressure when faced with fluctuating workloads, pressures of deadlines, and competing demands. Ability to anticipate, identify and troubleshoot problems and recognize (Required)
  • Strong ability in handling confidential matters with discretion, tact, and sensitivity – maintaining a high-degree of confidentiality on matters that impact the organization. (Required)
  • Proficient in written and verbal communication and interpersonal skills in interfacing with all levels/segments of the organization and externally: ability to relate complex information clearly, concisely, logically, and diplomatically; ability to write and edit grammatically correct business correspond (Required)
  • Particular attention to detail, accuracy, and follow up with particular attention to context, precision, and clarity. (Required)
  • Excellent follow-up skills when working on all assignments under the direction of multiple supervisors. (Required)
  • Ability to work effectively as part of a team and be a team-player – works collaboratively with other departments and external units: interacts collegially and diplomatically with all levels of staff. (Required)
  • Solid computer/technical skills and experience with MS Office Suite, MS Outlook, Adobe, and MS Visio. Excellent proficiency with complex scheduling via MS Outlook. (Required)
  • Ability and willingness to provide excellent, consistent service with sound judgement to external and internal customers; respond to customer needs, issues, concerns, and expectations in a supportive and professional manner. (Required)
  • Posses a high degree of independence and initiative to support the full range of the Associate Dean’s activities as well as possesses analytical and problem-solving skills; Demonstrates ability to analyze, research, and synthesize large amounts of data. (Required)
  • Ability to organize administrative work functions in an efficient and effective manner and exhibits solid judgment and organizational skills, applying working knowledge of applicable policy analysis techniques. (Required)
  • Working knowledge of UCLA Travel policies, procedures and systems to arrange travel and process reimbursements; Working knowledge of the UCLA purchasing/procurement system and P-card to process vendor invoices and contracts. (Preferred)
  • Knowledge and experience in project management. (Preferred)

    • Education, Licenses, Certifications & Personal Affiliations

  • Bachelor’s Degree Bachelor’s Degree in related areas such as communication, business, social sciences or equivalent combination of work experience and training. (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.
  • Age Requirement: Candidate(s) must be 18 years or older to be eligible to be hired.

    • Schedule

    8:00 am to 5:00 pm
    Union/Policy Covered

    CX-Clerical & Allied Services
    Complete Position Description

    https://universityofcalifornia.marketpayjobs.com/ShowJob.aspx?EntityID=38&jobcode=TBD_3056

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