Program and Operations Coordinator

University of California, Los Angeles; Los Angeles (CA); On-site; USD 55,000 - 85,000; Full time

Job summary

UCLA Ziman Institute for Real Estate and Urban Economics (ZI) seeks a Program and Operations Coordinator to coordinate major programs and events, support marketing, course activities, and general office operations on campus with occasional off-site coordination. The role requires independent prioritization, policy awareness, and proactive problem-solving.

Responsibilities include event coordination, data management for student programs (Anderson, Undergrad, Law) and outreach initiatives, digital

Qualifications

• Experience interfacing with university-level students (preferred).
• Ability to manage travel arrangements and UC travel policies (preferred).
• Overtime including evenings and weekends; remote work at times (required).
• Ability to plan independently with minimal direction and meet deadlines.
• Excellent writing and editing to produce professional copy for emails, letters, proposals, invitations, and website content.
• Strong analytical and creative problem-solving skills.
• Demonstrated interpersonal skills with diverse constituents.
• Discretion with confidential donor information.
• Ability to prioritize multiple assignments under tight deadlines in a fast-paced environment.
• Ability to learn new processes and troubleshoot issues quickly.
• Proven ability to communicate clearly and diplomatically.

Responsibilities

• Coordinate and support execution of Ziman Institute programs and events.
• Provide data management support for student programs and outreach initiatives.
• Support UCLA Anderson real estate curriculum courses (Faculty and course support).
• Manage digital marketing tasks: website editorial, social media, and partner marketing requests.
• Handle business transaction support, including reimbursements and purchasing back-up.
• Oversee office operations and provide administrative support to the Faculty Director.
• Coordinate on-campus and off-site events as needed.

Skills

Event coordination

Data management

Communication

Administrative support

Writing and editing

Travel arrangements

Confidentiality

Problem solving

Interpersonal skills

Microsoft Office

Tools

UCLA Purchasing system

Email marketing systems

Website content management

Microsoft Office Suite

Database management

Job description

Position Summary

Reporting to the Director of Student and Alumni Programs of the UCLA Ziman Institute for Real Estate and Urban Economics (ZI), the Program and Operations Coordinator will be responsible for coordinating and supporting the execution of the Ziman Institute's major programs and events as well as marketing, course support, and general office operations. Major duties for this position will include: major event coordination and data management support for Ziman-supported student programs (Anderson, Undergrad, Law) and outreach programs (Levine Programs, Housing as Health Care, and Research); Faculty and course support for Ziman UCLA Anderson real estate curriculum courses; digital marketing including website editorial management and maintenance, social media management, and Ziman partner marketing requests; business transaction support, including processing non-employee reimbursements and serving as purchasing system back-up; office management; and administrative support to the Ziman Institute's Faculty Director. Programs and events will primarily be on-campus, however this may also include coordination of off-site events. Members of the Ziman Institute team assign short and long-term tasks on a daily basis. The incumbent must be able to independently prioritize tasks, plan, monitor progress and check quality; apply working knowledge of University policy and procedures; and exhaust creativity and resourcefulness to fulfill assignments as instructed. Independent interpretation, anticipation and problem-solving are required. The incumbent works with minimal supervision and is expected to complete projects without oversight, except where policy issues and exceptional situations arise. The incumbent will meet regularly with the members of the Ziman Institute team to provide updates and coordinate programmatic needs.

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 interfacing with university-level students and general student affairs. (Preferred)
• Demonstrated knowledge of travel arrangements and UC Travel policies; ability to prepare purchase orders and reimbursement requests. (Preferred)
• Occasional overtime, including evenings and weekends, is required. Ability to work some evenings and weekends and at remote locations. (Required)
• Ability to work independently and follow through on assignments with minimal direction in a timely manner, and with minimal supervision; including ability for independent interpretation, anticipation and problem solving. (Required)
• Excellent writing and editing skills to compose and proof professional level copy for e-mails, letters, proposals, briefings, invitations, announcements, website, as assigned. (Required)
• Demonstrated high level of analytical and creative problem-solving skills, highly efficient and organized. (Required)
• Proven interpersonal skills to effectively interact with the Center's various constituents, including corporations, industry professionals, faculty, students, and university administrators. (Required)
• Absolute discretion in the maintenance of confidentiality of donor information. Discretion in the maintenance and confidentiality of sensitive information, the ability to work under pressure and with frequently changing deadlines and ability to work well with others. (Required)
• Demonstrated skill prioritizing multiple assignments and achieving high productivity and work quality under rigid deadlines in a fast-paced environment, skill coordinating large scale, high profile, complex conferences and events. (Required)
• Ability to make independent judgement based on professional and academic expertise beyond the implementation of administratively proscribed rules, policies and guidelines. (Required)
• General knowledge and familiarity with constituent databases, e-mail marketing systems, and UCLA Purchasing systems. (Preferred)
• Demonstrated skill in providing quality customer service in high traffic environments. (Required)
• Ability to learn new processes, procedures and systems quickly, with demonstrated skills in troubleshooting and problem-solving issues that may arise. (Required)
• Demonstrated interpersonal skills and ability to interact in an appropriate professional manner with persons of various ages and social, cultural, economic and educational backgrounds. Excellent interpersonal skills and proven ability to interact in an appropriate manner. (Required)
• Display excellent verbal, written and listening communication skills to professionally represent the Ziman Center. (Required)
• Outstanding typing skills. Proofreading and grammar is required. Knowledge of the English language, spelling, grammar and proofreader marks. (Required)
• Strong proficiency in Microsoft Office Suite, Outlook, database systems and database management. (Required)
• General knowledge of social media outlets as related to event marketing. (Required)
• Demonstrated skill setting priorities which accurately reflect the relative importance of job responsibilities, maintaining organization and efficiencies in completing work assignments, competing assignments, and workloads to meet deadlines. (Required)
• Skill communicating clearly and diplomatically to convey information to diverse constituencies in person, by phone and in writing. (Required)
• Demonstrated ability to work independently in fulfilling various tasks and completing assignments. (Required)

Special Conditions for Employment

• Background Check: Continued employment is contingent upon the completion of a satisfactory background investigation.
• Age Requirement: Candidate(s) must be 18 years or older to be eligible to be hired.

Schedule

Standard hours are Monday through Friday from 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=Blank%20Assistant%203%20(TBD_941465)