Office & Special Projects Coordinator

Job Description

Under the general direction of the Director of Conferences, Catering, & Events, the incumbent is responsible for providing high-level administrative, financial, and project support for the Hospitality Events department. Business Volume of approximately $35M consists of year-round residential conferences in the Luskin hotel, summer conference group bookings with varying arrival/departure patterns, meetings, events and catering delivery orders to the campus. The Office & Special Projects Coordinator will be responsible for but limited to project management and administrative support that includes general office oversight from payment and reconciliation of bills, ordering office supplies, handling client inquiries, managing vendor orders, supervision of student assistants, to managing the Director’s calendar, consisting of cross-campus/interdepartmental meetings, client visits, travel, and presentations. Assist Director and Sr. Financial & Operations Analyst in any financial analysis, including annual budgets and any long-term income projections. Other key duties include monitoring of annual surveys, departmental HR needs such as timekeeping, overseeing student staff for office coverage, and straightforward event/meeting management of conference/catering clientele, or department-related activities. Provide top-notch customer service to diverse clientele both over the phone and in person. Prepare and process routine correspondence including memos, letters, spreadsheets, policies and procedures, and marketing materials. Implement and maintain file systems both electronically and manually.

The revenue generated by the department supports the overall mission of being a resource to campus and supporting business continuity of Housing & Hospitality. The annual revenue assist in off-setting student housing costs, provides additional income for facility improvements, ensures year-round business continuity, and furthermore helping Housing and Hospitality to maintain a consistent year-round workforce. In addition, ancillary revenue generated goes to supports many other revenue-generating UCLA Departments, UCLA’s academic missions, as well as the broader UCLA Campus Community.

The budgeted hiring salary/target range for this position is the posted minimum to $30.75 hourly, with salary placement based on skills, knowledge, and experience.

Job Qualifications

Required qualifications

  • Demonstrated skill in working as part of a team, collaborating with colleagues and maintaining cooperative working relationships. Ability to encourage and motivate individuals to work together to achieve department’s goals and objectives.
  • Interpersonal skills to work diplomatically and effectively with a diverse public clientele, University officials and students.
  • Skill in prioritizing and organizing assignments when faced with a heavy workload, deadlines and compelling requests for service.
  • Ability to conduct research and compile reports.
  • Ability to maintain confidentiality in the work environment and use discretion when interacting with others.
  • Typing skills to prepare grammatically correct business correspondence with speed and accuracy.
  • Strong customer service skills, speaking concisely and logically, to communicate effectively with ability to maintain a professional presence at all times.
  • Body language such as eye contact, facial expressions, gestures, and posture that reflect an out-going, friendly, attentive, and responsive and professional demeanor.

Preferred qualifications

  • Demonstrated record of success in planning, budgeting, and financial analysis including budget preparation and monitoring of expenditures.
  • Skill in supervising, including delegating responsibility and training.
  • Demonstrated ability in and working knowledge of basic accounting practices and principles to include reconciliation of ledgers and accruals.
  • Skill in processing purchase orders, invoices and knowledge of accounts receivable.
  • Ability to drive licensed electric carts and UCLA vehicles at times for meetings, site inspections, etc. Valid driver’s license required, DMV records will be reviewed annually to ensure current validity.
  • Must be able to lift up to 25 lbs.

Can be trained

  • Working knowledge of University accounting forms and procedures enough to accomplish standard departmental accounting transactions.