ELPA21 Operations Coordinator

UCLA; Los Angeles (CA); On-site; USD 55,000 - 75,000; Full time

Job summary

UCLA's ELPA21 program seeks an Operations Coordinator to oversee administrative functions, support hiring and staff onboarding, and coordinate procurement for contractors, software, and supplies in line with university policies.

You will liaise with consortium members and governance bodies, organize meetings, refine procedures, maintain records, and lead special projects under the Internal Operations & Products Manager, contributing to effective K-12 language assessment initiatives.

Qualifications

• Experience in training and onboarding staff (Preferred).
• 3-5 years experience as project coordinator, administrative assistant, or executive assistant (Preferred).
• Demonstrated experience in accounting and business practices in financial, contract and grant, and administrative issues (Required).
• Strong verbal and written communication skills (Required).
• Ability to identify, analyze, and resolve problems and improve workflows (Required).
• Knowledge of using new technologies to enhance productivity (Required).
• Attention to detail and maintaining confidentiality (Required).
• Independent judgment, initiative, discretion, and negotiation with campus departments (Required).
• Basic knowledge of university hiring processes and payroll policies (Preferred).
• Familiarity with AI capabilities and AI use in work (Required).
• Familiarity with K-12 education in US (Required).
• Strong time management and task execution skills (Required).
• Proofreading/editing for grammar and accuracy (Preferred).
• Organizational skills coordinating executive office (Required).
• Willingness to learn new subject matter (Preferred).
• Knowledge of university policies in accounting, travel, purchasing, and contracts (Required).

Responsibilities

• Coordinate ELPA21's administrative operations.
• Support staff onboarding and hiring processes.
• Prepare procurement requisitions for contractors, software, and supplies.
• Enter transactions in BruinBuy+ and Concur per university guidelines.
• Serve as liaison to consortium members, boards, committees, and project directors.
• Organize meetings and events; manage logistics and calendars.
• Refine operational procedures and maintain records.
• Lead special projects under the Internal Operations & Products Manager.

Skills

Staff training

Project coordination

Accounting basics

Communication

Problem solving

Tech savviness

Attention to detail

Decision making

Hiring processes

AI literacy

K-12 education

Time management

Editing

Executive support

Willingness to learn

University policies

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

Complete Position Description

https://universityofcalifornia.marketpayjobs.com/ShowJob.aspx?EntityID=38&JDName=Blank%20Assistant%202%20(41087413)