Director's Coordinator

University of California - Los Angeles (UCLA); Los Angeles (CA); On-site; USD 55,000 - 73,000; Full time

Job summary

University of California, Los Angeles (UCLA) IoES seeks a Director's Coordinator to provide high-level administrative support, budget analysis, and extensive calendar and travel coordination. You will help monitor research communications and oversee academic personnel tasks related to faculty searches, while coordinating events with CAO and development partners.

The role requires excellent writing and interpersonal skills, ability to work with diverse stakeholders, and strong proficiency with

Qualifications

• Bachelor's Degree or equivalent experience/training (Required).
• Excellent written communication skills, adaptable to contexts (Required).
• Ability to create, maintain, and coordinate schedules for events (Required).
• Excellent communication with diverse audiences (Required).
• Familiarity with UC policies or ability to learn them (Required).
• Ability to manage multiple deadlines and tasks (Required).
• Ability to work with faculty, students, staff and public (Required).
• Ability to work independently and with minimal supervision (Required).
• Proficiency with Zoom, MS Office and Google apps (Required/Preferred).
• Ability to work overtime and weekends for events (Preferred).

Responsibilities

• Provide professional-level programmatic and administrative support to the IoES Director.
• Manage analysis of special programs and budgets; calendar management and travel planning.
• Assist with writing, editing memoranda, reports and correspondence.
• Support IoES communications and monitor digital content.

Skills

Calendar management

Written communication

Interpersonal skills

Policy interpretation

Team collaboration

Event planning

Time management

Overtime flexibility

Digital content monitoring

Education

Bachelor's degree or equivalent

Tools

Zoom

MS Office

Google apps

Job description

Department Summary

The Institute of the Environment and Sustainability moves science to action on the front lines of environmental progress. Using Los Angeles and California as a testbed, IoES develops solutions for the broader world-and our commitment to effective communication ensures that those ideas are heard. With our research centers and field stations, plus extensive partnerships across UCLA, IoES has local, national and global reach. We work closely with campus leaders such as the Emmett Institute on Climate Change, the Luskin Center for Public Policy and the Anderson School of Management. These collaborations bring together diverse talent to focus on today's most urgent environmental problems.

Position Summary

Under the supervision of the Chief Administrative Officer, The Director's Coordinator provides professional-level programmatic and administrative support to the Institute of the Environment and Sustainability (IoES) Director including analysis and management of special programs and budgets; policy interpretation; extensive writing and editing of memoranda, reports and other correspondence; calendaring and domestic/international travel arrangements; organizing conferences and meetings; and supervision of student workers. The Director's Coordinator will be a key player in IoES communications activities by helping monitor digital content - text, video, photos, audio and data visualizations - about all new and major IoES research papers and reports as well as IoES faculty, academic programs, and student and alumni achievements. The incumbent also handles academic personnel responsibilities in relation to faculty searches. The Director's Coordinator oversee Event Planning and Outreach events in coordination with the CAO and IoES' Development partners. S/he will be responsible for handling all aspects for events (location, vendors, travel arrangements, etc) from start to finish. The Director's Coordinator will also function as backup to the Finance Coordinator and will assist with purchasing and reimbursement duties. In addition, the incumbent will assist with front desk responsibilities, website and directory updates, and various special projects.

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

• Ability to create, maintain, and coordinate schedules and calendars for events and activities. (Required)
• Excellent communication skills with persons of various cultural and educational backgrounds. (Required)
• Demonstrated skill, understanding, or ability to learn UC policies and apply them appropriately. (Required)
• Proven ability to perform diverse job functions effectively, managing and prioritizing competing deadlines. (Required)
• Excellent written communication skills, adapting writing styles to fit a diverse array of contexts. (Required)
• Ability to interact effectively and professionally with faculty, students, departmental staff, the general public and various levels of campus administrators. (Required)
• Ability to establish and maintain cooperative working relationships with Department staff, faculty, students, visiting scholars and the public. (Required)
• Ability to work in a collaborative manner as part of a team. (Required)
• Skill in using University systems such as but not limited to BruinBuy Plus, Concur; or the ability to learn. (Preferred)
• Ability to work occasional overtime and weekends for events. (Preferred)
• Ability to work independently and with minimal supervision, under a fluctuating workload with frequent interruptions without sacrificing quality or accuracy. (Required)
• Fluency with essential software including but not limited to Zoom, MS Office, and Google apps. (Required)

Education, Licenses, Certifications & Personal Affiliations

• Bachelor's Degree Related area and/or equivalent experience/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.

Schedule

8am to 5pm

Union/Policy Covered

CX-Clerical & Allied Services

Complete Position Description

https://universityofcalifornia.marketpayjobs.com/ShowJob.aspx?EntityID=38&JDName=Administrative%20Officer%202%20CX%20(40094493)