Project and Administrative Coordinator

2 weeks ago

Los Angeles, United States UCLA Full time

As the Project & Administrative Coordinator under the guidance of the Associate Dean of Equity, Diversity, and Inclusion & Chief People Officer, the incumbent will be the primary administrative project manager who will spearhead key projects and initiatives tasked by the Associate Dean as well as oversee comprehensive administrative and operational support within the Office of People, Culture, and Wellbeing at UNEX. This pivotal role encompasses the dynamic stewardship and project coordination across the office units of Equity, Inclusion, and Culture; HR & Academic Personnel; and Student Rights & Responsibility functions as well as within UNEX.Key responsibilities include serving as the chief coordinator for long-term projects, initiatives, and strategic endeavors and orchestrating and steering the execution of daily administrative tasks for the Associate Dean and the Office. The role demands proactive engagement in communication and collaboration with UNEX & University stakeholders / partners, community entities, and external partners. The incumbent will be entrusted with the collection and analysis of critical data, ensuring the confidentiality and integrity of sensitive information pertaining to personnel, students, and institutional affairs.Additionally, the role entails the management of organizational records, databases, and inventories, alongside overseeing financial operations such as budgeting, procurement, and fiscal analysis within the department. The Coordinator will also synthesize information to prepare briefing materials, coordinate logistics for events, manage the Associate Dean's schedule with strategic foresight, and supervise the procurement of supplies and travel arrangements. Providing overarching support to Office directors and adapting to evolving priorities as designated by the Associate Dean are also integral to the role. Performance will be consistently reviewed to align with the organization's objectives and standards.**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 - 2 years Minimum of professional experience in project management coordination and / or administrative operations coordination as it relates to higher education, human resources, and / or student affairs. (required)
- Ability to multi-task, prioritize work, take initiative, meet deadlines of assignments, be flexible and adaptable, and to work well under pressure when faced with fluctuating workloads, pressures of deadlines, and competing demands. Ability to anticipate, identify and troubleshoot problems and recog (required)
- Strong ability in handling confidential matters with discretion, tact, and sensitivity - maintaining a high-degree of confidentiality on matters that impact the organization. (required)
- Proficient in written and verbal communication and interpersonal skills in interfacing with all levels/segments of the organization and externally: ability to relate complex information clearly, concisely, logically, and diplomatically; ability to write and edit grammatically correct business correspond (required)
- Particular attention to detail, accuracy, and follow up with particular attention to context, precision, and clarity. (required)
- Excellent follow-up skills when working on all assignments under the direction of multiple supervisors. (required)
- Ability to work effectively as part of a team and be a team-player - works collaboratively with other departments and external units: interacts collegially and diplomatically with all levels of staff. (required)
- Solid computer/technical skills and experience with MS Office Suite, MS Outlook, Adobe, and MS Visio. Excellent proficiency with complex scheduling via MS Outlook. (required)
- Ability and willingness to provide excellent, consistent service with sound judgement to external and internal customers; respond to customer needs, issues, concerns, and expectations in a supportive and professional manner. (required)
- Posses a high degree of independence and initiative to support the full range of the Associate Dean's activities as well as possesses analytical and problem-solving skills; Demonstrates ability to analyze, research, and synthesize large amounts of data. (required)
- Working knowledge of UCLA Travel policies, procedures and systems to arrange travel and process reimbursements; Working knowledge of the UCLA purchasing/procurement system and P-card to process vendor invoices and contracts. (preferred)
- Knowledge and experience in project management. (preferred)

**Education, Licenses, Certifications & Personal Affiliat

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