Operations and Program Coordinator

University of California, Los Angeles; Los Angeles (CA); On-site; USD 65,000 - 86,000; Full time

Job summary

The University of California, Los Angeles seeks an Operations and Program Coordinator to support the Department of European Languages and Transcultural Studies and the Department of Digital Humanities, housed in Royce Hall. This role emphasizes organizational, administrative, and coordination skills to support academic programs and events.

The position requires strong communication abilities and collaboration with faculty, staff, and students, with complex scheduling and budget oversight as part

Qualifications

• Bachelor's Degree in related area and / or equivalent experience/ training (Required).
• Ability to establish priorities over multiple assignments with high-volume detailed work.
• Excellent attendance, strong organizational and time management skills.
• Self-directed, able to work independently with minimal supervision.
• Outstanding oral and written communication skills; proficient in business correspondence.
• Familiarity with UCLA policies; experience with Accounts Payable, Travel and Entertainment systems is preferred.
• Flexibility to oversee events in evenings or weekends within budget constraints.
• Knowledge of visa requirements and related travel reimbursements preferred.
• Proven computer skills including Word, Excel, Outlook, Adobe; experience with Canva or graphic apps helpful.
• Ability to use UCLA online systems and calendar tools; maintain confidentiality.

Skills

Prioritization

Attendance & punctuality

Independent work

Initiative

Communication skills

Budget awareness

Event coordination

Staff collaboration

Policy familiarity

Microsoft Office

Confidentiality

Team coordination

Education

Bachelor's Degree in related area

Tools

BruinBuy Plus

Concur

UC Recruit

Glacier

SIS

Job description

Department Summary

The Department of European Languages and Transcultural Studies (ELTS) and Department of Digital Humanities (DH) are both housed in UCLA’s landmark building, Royce Hall. ELTS is comprised of the former individual departments of French and Francophone Studies, Germanic Languages, Italian and the Scandinavian Section. Digital Humanities is a newly established department, effective July 1, 2026, and the first of its kind in the nation. DH offers a major and minor degree. ELTS and DH consists of 6 career staff, 30-35 permanent and temporary faculty members, 20 teaching assistants and 10 graduate student researchers and readers. Both departments provide instruction to approximately 6,700 students annually by teaching 275 courses.

Position Summary

The market for Operations and Program Coordinator roles in higher education emphasizes strong organizational, administrative, communication, and project coordination skills. Comparable UCLA positions highlight experience managing departmental operations, supporting academic programs, coordinating events, and collaborating with faculty, staff, and students.

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.Ability to establish priorities over multiple assignments, work accurately and effectively with a high volume of detailed work, frequent deadlines, constant interruptions, and delegation of tasks to student staff. (Required)
• 2.Must be punctual and value the importance of excellent attendance with strong organizational and time management skills with clear understanding of academic mission of departments. (Required)
• 3.Self-directed and able to work independently with minimal supervision, prioritize and finish assignments. (Required)
• 4.Assume responsibility for special projects with the ability to take initiative and follow through on all projects. (Required)
• 5.Outstanding oral and written communication skills with skill in writing concise, logical, and grammatically correct business correspondence (ability to proofread). Excellent telephone interaction and customer service skills. Ability to relay messages to Chairs, staff, etc. (Required)
• 6.Knowledge of UCLA general policies and procedures, familiarity with Accounts Payable and Travel and Entertainment policies and systems, BruinBuy Plus and Concur. (Preferred)
• 7.Ability to work a flexible schedule when necessary, to oversee special events in the evenings or on weekends. Ability to organize faculty meetings, recruitment events, etc. (staying within strict budgetary limitations) which requires physical ability to move tables and chairs for event set-up. (Required)
• 8.Knowledge of INS rules and regulations for foreign visitors, including visa requirements, payment of lecture fees, travel reimbursements, and taxation. (Preferred)
• 9.Demonstrated computer skills, including knowledge of Word, Excel, Outlook, the Windows operating system, Adobe, Google Forms and various graphic applications (Canva). (Required)
• 10.Ability to use university on-line systems (BruinBuy Plus, Concur, UC Recruit, Glacier, SIS) on-line calendar systems, and the Internet. (Preferred)
• 11.Ability to maintain confidentiality of personnel files & sensitive information; ability to deal with problems in a calm and collected manner, explore options & recommend solutions. Must have a positive team-work attitude and a willingness to go the extra mile to make the departments run smooth. (Required)
• 12.Ability to establish & maintain cooperative working relationships with colleagues, chairs & administrators. Ability to take directives from multiple individuals with vastly different styles of communication and establish/maintain cooperative working relationships with Chairs, colleagues, etc. (Required)

Education, Licenses, Certifications & Personal Affiliations

• Bachelor's Degree in 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.
• Age Requirement: Candidate(s) must be 18 years or older to be eligible to be hired.

Schedule

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

Union/Policy Covered

CX-Clerical & Allied Services

Complete Position Description

https://universityofcalifornia.marketpayjobs.com/ShowJob.aspx?EntityID=38&JDName=Administrative%20Officer%202%20CX%20(40110189)