Administrative Coordinator & Advisor

Lear; Honolulu (HI); On-site; USD 56,000 - 74,000; Full time

Job summary

UCLA is seeking an Administrative Coordinator and Advisor to support an interdisciplinary undergraduate program within the Luskin School of Public Affairs. The role involves front-office management, advising, and coordinating student services, with emphasis on accessibility and outreach.

The position supports planning, event coordination, and database development while working closely with faculty, staff, and students to meet program goals and policy guidance.

Qualifications

• Experience supporting university students and staff in an academic setting.
• Ability to communicate clearly with diverse populations.
• Knowledge of student services, advising, or intake processes.
• Familiarity with university policies and academic requirements.

Responsibilities

• Support staff and program faculty with short- and long-term planning for the new undergraduate program.
• Manage the front office and provide instructional support for undergraduate students.
• Act as the first departmental contact to assess student needs and direct them to appropriate services.
• Respond to a high volume of inquiries about the School’s programs and policies.
• Develop and maintain student services databases and assist in creating new manuals and forms.
• Expand the department’s virtual presence, including the website and newsletters.
• Plan and execute meetings, workshops, seminars, and major events related to student support services.
• Supervise student workers and contribute to emergency planning.

Skills

Interpersonal skills

Public speaking

Listening

Empathy

Time management

Education

Associate’s or Bachelor’s Degree

Job description

Overview

The Undergraduate Program in the Luskin School of Public Affairs seeks a dynamic and engaged individual to serve as an Administrative Coordinator and Advisor (Student Services Advisor2). The incumbent will work under the Director of Administration and Experiential Learning with guidance from the Director of Student Services to implement programs, projects, and policies that support an interdisciplinary major with applied internships in the private and public sectors.

Responsibilities

• Support staff and program faculty with short‑ and long‑term planning for the new undergraduate program.
• Manage the front office and provide instructional support for undergraduate students.
• Act as the first departmental contact to assess student needs and direct them to appropriate services.
• Respond to a high volume of in‑person, email, and telephone inquiries about the School’s programs and policies.
• Develop and maintain student services databases and assist in creating new manuals and forms.
• Expand the department’s virtual presence, including the website, newsletter, workshops, and social media engagement.
• Plan and execute meetings, workshops, seminars, and major events related to student support services.
• Supervise student workers.
• Contribute to ongoing projects, emergency planning, and maintenance of emergency supplies and preparedness.

Salary & Compensation

UCLA provides a full pay range. Actual salary offers consider factors such as budget, prior experience, skills, knowledge, abilities, education, licensure, certifications, and other business considerations. Salary offers at the top of the range are uncommon. Benefits begin on day one and include the UC Benefit package and a total compensation value calculator.

Qualifications

• Working knowledge of university administrative systems, policies, and procedures to support business operations (Preferred).
• Demonstrated interpersonal skills for developing professional, cooperative relationships with co‑workers, administrators, faculty, staff, students, families, community partners, and the general public, while representing the Undergraduate Program (Required).
• Demonstrated skill working with diverse student populations and employing cultural humility when counseling (Required).
• Knowledge of UCLA undergraduate curriculum, programs, policies, and requirements, including reading and interpreting transcripts (Preferred).
• Working knowledge of university rules and regulations governing student organizations and activities (Preferred).
• Knowledge of UCLA policies and procedures related to Undergraduate Admissions, Registrar’s Office, Career Center, Academic Resources Coordination, Center for Accessible Education, Counseling and Psychological Services, Center for the Advancement of Teaching, Dean of Students, and Undergraduate Council (Preferred).
• Ability to show empathy, sincere concern for student problems, and skill in listening and conveying awareness (Required).
• Ability to work independently with minimal supervision and collaborate as part of the School Administrative team (Required).
• Ability to interact with various constituencies while remaining pleasant and helpful amid a busy workload and frequent interruptions (Required).
• Ability to prioritize assignments, respond quickly and accurately to sudden deadlines, and work in an environment of constant interruptions (Required).
• Ability to identify problems, anticipate issues, and resolve them immediately following university policy; analysis of information and creation of new systems, alternatives, and opportunities (Required).
• Skill in performing detailed work with a high degree of accuracy (Required).
• Strong oral communication and public speaking skills with various audiences (Required).
• Skill in writing grammatically correct, routine business correspondence, procedures, proposals, and reports (Required).

Education, Licenses, Certifications & Personal Affiliations

• Associate’s or Bachelor’s Degree in a related area and/or equivalent experience or training (Required).

Special Conditions for Employment

• Background Check: Continued employment is contingent upon a satisfactory background investigation.
• Age Requirement: Candidates 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.

Schedule

8:00a.m. to 5:00p.m.

Union/Policy Covered

99‑Policy Covered