Operations and Program Coordinator

University of California - Los Angeles (UCLA); Los Angeles (CA); On-site; USD 60,000 - 75,000; Full time

Job summary

University of California - Los Angeles (UCLA) seeks an Operations and Program Coordinator to support the ELTS and DH departments, emphasizing organizational and project coordination with faculty, staff, and students. The role involves managing departmental operations and coordinating events to ensure programs run smoothly.

Ideal candidates will have experience supporting academic programs, navigating UCLA policies and systems, and collaborating across teams.

Qualifications

• Ability to establish priorities across multiple assignments and meet deadlines.
• Excellent attendance with strong organizational and time management skills.
• Self-directed and able to work independently with minimal supervision.
• Take initiative on special projects and follow through to completion.
• Outstanding written and oral communication, ability to write concise business correspondence and relay messages.
• Familiarity with UCLA policies, Accounts Payable, Travel & Entertainment, BruinBuy Plus and Concur (preferred).
• Flexible schedule to oversee events evenings/weekends within budget constraints.
• Knowledge of INS rules for foreign visitors (preferred).
• Proficient with Word, Excel, Outlook, Windows, Adobe, Google Forms, Canva.
• Experience with UCLA online systems and calendars (BruinBuy Plus, Concur, UC Recruit, Glacier, SIS).
• Maintain confidentiality of personnel files and work with diverse stakeholders.
• Ability to collaborate with Chairs, colleagues, and administrators.

Responsibilities

• Coordinate departmental operations and events to support academic programs.
• Communicate with faculty, staff, and students to ensure smooth workflows.
• Maintain confidential personnel records and manage sensitive information.
• Support budget and travel processes using UCLA systems such as BruinBuy Plus and Concur.

Skills

Prioritization

Punctuality

Independent work

Project management

Communication skills

Policy knowledge

Event coordination

Foreign visitor rules

Computer skills

Office systems

Confidentiality

Team collaboration

Education

Bachelor's degree

Tools

Excel

Outlook

BruinBuy Plus

Concur

Glacier

SIS

Canva

Google Forms

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)