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The Regents of the University of California on behalf of their Los Angeles Campus; Los Angeles (CA); On-site; USD 55,000 - 75,000; Full time

Job summary

The Regents of the University of California on behalf of their Los Angeles Campus seeks an Operations Coordinator to oversee ELPA21’s administrative operations, assist with hiring, onboarding, and procurement, and coordinate with leadership and stakeholders across the UCLA ecosystem.

You will support the Internal Operations & Products Manager, manage meetings, and help refine processes while ensuring compliance with campus policies.

Qualifications

• Experience in training and onboarding staff with empathy.
• 3-5 years as project coordinator, administrative or executive assistant (preferred).
• Experience with accounting, contracts, grants, and administrative issues.
• Strong verbal and written communication skills.
• Ability to analyze, resolve problems and improve workflows.
• Knowledge of university hiring processes, personnel and payroll policies (preferred).
• Familiarity with AI capabilities and K12US education.
• Excellent time management and organizational skills.
• Proofreading/editing skills preferred.
• Experience coordinating activities in a busy executive office (required).
• Willingness to learn high-stakes assessment and contract management.
• Knowledge of university policies in accounting, travel, purchasing, and subcontract awards (required).

Responsibilities

• Oversee ELPA21 administrative operations and support leadership.
• Coordinate meetings and events logistics; refine procedures and maintain records.
• Assist with hiring, onboarding, and procurement requisitions (BruinBuy+, Concur).
• Serve as liaison to consortium members, boards, and collaborators; support special projects.

Skills

Onboarding

Project coordination

Administrative support

Communication

Problem solving

Attention to detail

Independent judgment

AI familiarity

Education policy

Confidentiality

Job description

Department Summary

The Center for Research on Evaluation, Standards, and Student Testing (CRESST) at the University of California, Los Angeles is a leader in educational assessment and evaluation. Housed within CRESST, the ELPA21 program focuses on developing tailored assessment frameworks for English learners. This project leverages CRESST's expertise in research and innovation to create assessments that are both scientifically validated and highly effective in measuring language proficiency. http://www.elpa21.org

Position Summary

ELPA21 designs and delivers English Language Proficiency assessments to K-12 students, professional learning to educators, and technical advisement to states and schools. We are seeking an adept Operations Coordinator to oversee the functions of ELPA21’s administrative operations. This role demands a proactive approach to coordinating for a high-capacity leadership team, project coordination, supporting the hiring and staff onboarding process. In coordination with the main CRESST Business Office, the incumbent is responsible for preparing procurement requisitions for contractors, software, and supplies in accordance with the University’s guidelines, policies and procedures, including entering transactions into systems such as BruinBuy+ and Concur. You’ll provide direct support to the Internal Operations & Products Manager, acting as a facilitator in resolving problems, addressing issues, and responding to questions. Serve as the liaison to the consortium members, governing boards, committees, program/project directors and collaborators, supervised by the Internal Operations & Products Manager. Your responsibilities will include orchestrating logistical aspects for meetings and events, refining operational procedures, maintaining records, and leading special project coordination. We value a detail-oriented, collaborative spirit capable of independent decision-making. Our team is committed to making a significant impact in K-12 education by helping states, schools, educators, and families improve outcomes for English learners. Join us to contribute to a mission-driven environment that empowers educators and students alike.

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

• Experience in training and onboarding staff with an empathetic approach to learning and development. (Preferred)
• 3-5 years Experience as project coordinator, administrative assistant, orexecutive assistant (Preferred)
• Demonstrated experience in acceptable accounting and businesspractices in financial, contract and grant, and administrative issues. (Required)
• Strong verbal and written communication skills, capable of being clear, direct, and concise. (Required)
• Ability to identify, analyze, and resolve problems, embraces incremental improvements in workflowand process efficiency. Ability to identify, analyze, and resolve problems as they arise and keep theDirector apprised of problems. (Required)
• Knowledge in using new technologies to enhance work efficiency and productivity (Required)
• Ability to pay attention to details without losing sight of the bigger picture, ensuring thoroughness in all tasks. Ability to uphold confidentiality with integrity, crucial for maintaining a professional environment. (Required)
• Ability to exercise independent judgment, initiative, resourcefulness, and discretion in decision making. Ability to negotiate with campus departments when an exception to policy or procedure is required. (Required)
• Basic knowledge of the hiring process in a university setting, with working experience related to Personnel and Payroll policies, procedures, and organizational structure. (Preferred)
• Familiarity with AI capabilities and comfort using AI to support assigned work. Familiarity with K12 classroom education in US schools. (Required)
• Shows the capacity for efficient task management and execution and excellent time management skills, ensuring that tasks are completed efficiently, and goals are met promptly. (Required)
• Skill in proof reading and editing both draft and final copy for grammar, syntax, and spelling to ensure that all final documents issued by the Director are error-free. (Preferred)
• Demonstrated organizational skills with successful experience in coordinating the activities of a busy and productive executive office. (Required)
• Willingness to learn new subject matter such as high stakes assessment, US education policy, and contract management. (Preferred)
• Knowledge of University policy and procedures in areas of accounting, travel, purchasing, and subcontract awards to coordinate and expedite tasks with associated central offices. (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.
• Based in LA, work history with UCLA desired (Preferred)

Schedule

8:00am - 5:00pm

Union/Policy Covered

CX-Clerical & Allied Services