Category: General, Jobs

UCLA Linguistics Department: Department Coordinator Position

Published: January 17, 2023

Dear All,

The UCLA Linguistics Department is accepting applications for a Department Coordinator (official title: _Assistant III) to oversee the main office and provide general administrative support to the Chair, faculty, staff, students, and affiliates/visitors of the Department of Linguistics. This is a full-time, career position.

Please spread the word to your networks and alumni! This position provides a diverse array of training and skill building in a dynamic department with supportive and friendly faculty, students, and staff. We are looking for candidates who have exceptional customer service and are detail-oriented, organized, takes the initiative, creative/innovative, and able to multi-task. This is great for someone with administrative experience as well as recent graduates who would like to grow their administrative skillset.

I am happy to answer any questions and/or take recommendations. Deadline to apply is January 31, 2023. See below for more information.

Sincerely,

Kristina Magpayo Nyden
Chief Administrative Officer
UCLA Rolfe/Campbell Humanities Group
(Departments of Spanish & Portuguese and Linguistics)

Office: 5305 Rolfe Hall / 3125C Campbell Hall
Phone: (310) 825-4366
kristina@humnet.ucla.edu

Pronouns: She/Her/Hers

Job Summary
Requisition Number: 38172
Job Title: _____ASSISTANT III
Working Title: Department Coordinator
Salary: $25.46 – $36.47 hourly
Job Type: Career
Department Name: 0650-LINGUISTICS
Department Website URL: www.linguistics.ucla.edu
Job Summary Statement: Under the supervision of the Chief Administrative Officer (CAO) and Fund Manager, the Department Coordinator will provide general administrative support to the Chair, faculty, staff, students, and affiliates/visitors of the Department of Linguistics. The incumbent will also provide general assistance to the shared staff of the Rolfe/Campbell Humanities Group, which is the administrative unit that oversees the Department of Linguistics (and Department of Spanish & Portuguese).

The Department Coordinator duties include the following:
-Front Desk Oversight: Responsible for all aspects of front office management and facilities, including department emails and phone calls, mailing and packages, key database and inventory, AV and equipment inventory, office assignments, department room calendar and scheduling. Serve as the Commute Coordinator, processing parking forms for all faculty, students, and staff. Process requests and make arrangements with facilities personnel to troubleshoot building and physical infrastructure matters. Manage the department’s overall cleanliness and appearance (from the coordination of the decor to the maintenance of bulletin boards) to convey a welcoming and professional image. Serve as Space Inventory Coordinator and Floor Warden/Building Coordinator for emergency and safety. Act as liaison to the public and other campus units, provide assistance to visiting faculty and students. Hire and supervise student employees and assign schedule and tasks based on staff and departmental needs.
-Purchasing, Orders, and Reimbursements: Manage all purchasing, orders, and reimbursements for the Department and Rolfe/Campbell Humanities Group under the supervision of the Fund Manager. Input transaction data using University’s purchasing, BruinBuy, Travel Express, Concur, and related systems. Maintain accurate, comprehensive, and historical databases on financial transactions.
-Event Coordination: Oversee, execute, and staff department events and meetings, including flyer creation and outreach, managing RSVPs, set up/clean up, processing orders and invoices, room reservations, etc. Manage all arrangements for colloquia, seminars, and receptions, including travel logistics and accommodations for speakers. Maintain departmental bulletin boards, email lists, and website.
-Outreach: Create flyers, advertise to department and non-department members. Use WordPress to update the website with faculty, staff, and students and ensure website is attractive and informative to visitors. Administer department listservs, mailings, directory, and announcements.
-Instruction: Disseminate information regarding class times, room numbers, and faculty/TA office hours; manage orders for textbooks and other necessary academic material; provide instructional copying and faxing. Assist SAO with scheduling classes and inputting data via OASIS. Serve as Teaching Evaluation Coordinator.
-Assistant to the Chair and General Staff Assistance: Serve as the Chair’s assistant, which include but are not limited to scheduling meetings and appointments, maintaining calendar, and preparing departmental correspondence for donors. Assist staff members with special projects and general operations.

This position is eligible for a hybrid schedule with one day remote and four days in person on the UCLA campus, depending on department and staff need.

Percentage of Time: 100
Shift Start: 8:00 am
Shift End: 5:00 pm
Qualifications for Position
15 Records
  Qualifications Required/Preferred
Understanding of academic mission of department. Knowledge of educational standards, models, and practices. Required
Demonstrated skill in using Microsoft Office products, particularly Outlook, Word, Excel, Access, PowerPoint, and Publisher. Required
Familiarity with the functions and routine maintenance of standard office/AV equipment, such as computers/laptops, copiers, printers, shredders, and fax machines. Required
Demonstrated skill in accurate and efficient typing. Required
Strong skill in writing, reviewing, and editing logical, concise, and grammatically correct letters of business correspondence in an educational and professional setting in Standard English text, such as admission requirements, university policy, and procedures manuals. Required
Strong organizational and detail-oriented skills to maintain accurate transactions, databases, manuals, etc. in office with frequent interruptions and/or distractions. Required
Ability to analyze a problem, define its possible causes, and suggest course of action. Required
Excellent customer services skills. Ability to use a variety of interpersonal communications skills to interact and communicate effectively, clearly, and cooperatively to diverse populations (faculty, administrators, students, staff, visitors of various social, cultural, and educational backgrounds) in person, email, phone, and text. Required
Strong teamwork ethic and independent critical thinking. Able to work and cooperate with other team, department, university, and non-university members effectively. Ability to work independently and follow through on assignments with minimal supervision. Required
Ability to prioritize assignments to complete work accurately, effectively, and in a timely manner under conditions of fluctuating workload, competing projects, and demanding deadlines. Required
Skill in developing procedures to effectively manage and maintain department operation and administration. Ability to organize material systematically in order to maintain an efficient record-keeping system. Required
Working knowledge of UC financial, purchasing, and reimbursement systems, policies, and procedures, such as BruinBuy, Travel Express, and Concur. Can be trained
Working knowledge of WordPress to update website, flyer design programs, online calendaring systems, and Google Group listservs. Preferred
Familiarity with UCLA systems, policies, procedures, and administration. Can be trained
Ability to maintain confidentiality and security of sensitive files and information. Required

 

Additional Posting Information
Bargaining Unit: CX-Clerical & Allied Services
Application Deadline: 01-31-2023
External Posting Date:
Quicklink To Posting: hr.mycareer.ucla.edu/applicants/Central?quickFind=86424
Special Instructions: Prior to interviewing for this position, selected applicants will be required to complete a brief administrative task remotely to be eligible to move forward to the interview round.

The target salary range for this position is between the posted minimum and $27.00 hourly. Salary commensurate with skills, knowledge, and experience.

Contact information:
Number of Positions:
Special Employment Designations/ Requirements Per UC Policy
Conflict of Interest: N/A
Critical: Continued employment contingent upon completion of satisfactory background investigation.
Driving Record: N/A
E-Verify Check:

Certain positions funded by federal contracts/subcontracts requires UCLA to notify job applicants that an E-Verify check will be conducted and the successful candidate must pass the E-Verify check.

More Information

This position does not require E-Verify check.
CANRA:
Is this position designated as a mandatory reporter under CANRA?
No
Other Special Employment Requirements: Age Requirement: Applicants must be 18 years or older to be eligible to be hired.
Position is subject to performance standards and other requirements of the University wide Police Policies and Administrative Procedures.