Academic Program Services Events & Program Coordinator

ACADEMIC PROGRAM SERVICES EVENTS AND PROGRAM COORDINATOR

Classification: Level 1 / Class Code 2020 / Non-Exempt / Full-Time / Represented

Anticipated Hiring Salary Range: $30.00 - $32.14 per hour (commensurate with qualifications)

THE ROLE

Under the direction of the Deputy Director of Academic Program Services and in collaboration with the Director of Academic Program Services, the APS Events and Program Coordinator is responsible for providing operational, program and administrative support to the faculty, faculty-led research and other programmatic centers including general support to the academic program. The APS Events and Program Coordinator will demonstrate excellent customer skills, possess superior organization and technical skills, and maintain impeccable attention to detail. The incumbent will be capable of managing multiple deadlines and priorities and is comfortable working in a fast-paced environment both independently and as a team player. This role requires overtime, including some evenings or weekends, to meet critical project deadlines and support event responsibilities.

RESPONSIBILITIES

The APS Events and Program Coordinator will provide general administrative and programming support, including but not limited to:

Support of Academic Programs Involving Faculty-Led Center & Programs

• Act as the point of contact for all faculty-led center and program events.
• In coordination with the APS team, coordinate faculty center or program events including publicity, event logistics, event budget, developing materials, managing webpage and registration, and processing travel arrangements and reimbursements.
• Undertakes other general administrative duties and assists with special projects related to centers and programs.
• Maintains department / academic program webpage.
• Manage MCLE compliance for faculty-led center and program events.
• Provide back-up administrative support to faculty during exam production periods.

Support of Academic Programs Involving Faculty Events

(Under the direction of the Faculty Events Planner)

• Assist Faculty Events Planner on faculty hosted events i.e., colloquiums, conferences, symposiums or receptions. This includes publicity, event set-up, tear-down and day- of support, developing and printing event materials, managing webpage and registration, and processing travel reimbursements.
• Reconcile and submit event related invoices for payment or reimbursement.
• Assist with data collection, data maintenance and reporting.
• Maintains department / academic program webpage.
• Support MCLE re-application process and record keeping  

Support of the Academic Program Services - Operations

• Provide administrative and day-to-day operational support of Academic Program Services through the Provost & Academic Dean’s Office such as data collection, analysis and reporting, event and space planning support and other special projects.
• Provide support to monthly faculty meetings including setting up logistics, creating and distributing meeting materials, take meeting minutes and provide technical support, as needed.
• Assist with confidential faculty and student matters, contracts/appointments and other related project and tasks.
• Provide front office coverage and support, as needed.
• Special projects, duties and tasks, as assigned.

REQUIREMENTS
EDUCATION AND EXPERIENCE

• Bachelor’s degree preferred.
• Minimum of three years of related work experience in an Administrative or Program Coordinator or Assistant role with increasing levels of responsibility.

KNOWLEDGE, SKILLS & ABILITIES

• Excellent communications skills.  Must be comfortable interacting with various constituents including external community. 
• Excellent writing skills, with high attention to detail, accuracy, and presentation quality.
• Excellent administrative and office support skills; ability to move and learn quickly in a fast-paced environment and meet multiple deadlines effectively with good judgment with respect to project prioritization and time management; must be punctual.
• Event planning and coordination experience.
• Advance skills in Microsoft Office Excel, Word, and PowerPoint; familiarity with social media tools; comfortable using or learning a variety of online tools such as Box, Doodle Polls, I-contact, CourseDog, Zoom, Canvas, Concur, and Teams. Experience with basic graphic design is a plus.
• Proven ability to work effectively both independently and as a team player.
• Ability to be proactive, creative, and solution/results - oriented.

BENEFITS

Health and Welfare Benefits

• Comprehensive medical, dental and vision insurance coverage
• Flexible Spending Accounts for transportation-related, healthcare and dependent care expenses
• Employee Assistance Program

For your Financial Future

• Life Insurance, Disability Insurance, and Legal Insurance
• University of California Retirement Plan (a defined benefit plan)
• Deferred Compensation Plans/Pre-tax Retirement Savings Programs

For your Work/Life Balance

• Fourteen paid holidays per year
• Generous vacation and sick leave
• Commuter Benefits Program

THE HIRING PROCESS

Failure to provide the information as required on the application and/or instructions to apply shall immediately disqualify an applicant for employment consideration.

This position has been designated as “sensitive” and requires a pre-employment background check.

Federal law requires employers to provide reasonable accommodation to qualified individuals with disabilities. Please contact Human Resources if you require reasonable accommodation to apply for a job. Examples of reasonable accommodation include making a change to the application process, providing documents in an alternate format, using a sign language interpreter, or using specialized equipment.

WHAT TO EXPECT

Applicants who meet the position requirements will be competitively evaluated to identify the individuals whose breadth and depth of experience and education most closely relate to the stated requirements and the needs of the College. Depending on the quality and number of applications received, only the better qualified applicants may be contacted for an interview. The position is open until filled.

The skills listed above are comprehensive, and we understand there are great candidates who possess only a subset of those skills, or who have other important skills. If you match some of these skills, please do not hesitate to apply.

UC Law San Francisco is an equal opportunity employer. UC Law San Francisco strives to provide a diverse and inclusive educational environment that fosters cultural awareness, mutual understanding and respect. UC Law San Francisco is interested in candidates who will contribute to diversity and equal opportunity in higher education through their teaching. Qualified women and members of underrepresented minority groups are strongly encouraged to apply.