Job Opportunity: Spanish & Portuguese Department Coordinator

Published: November 4, 2021
  • Requisition Number: 34897
  • Job Title: _____ASSISTANT III
  • Working Title: Department Coordinator
  • Job Type: Career
  • Application Deadline: 11/18/21
  • Click HERE for complete job details

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 visitors of the Department of Spanish & Portuguese. 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 Spanish & Portuguese (and Department of Linguistics).

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, 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.

-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. As needed, assist with the layout of department newsletter.
-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.

-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, 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. Attend and compose minutes for faculty meetings while maintaining confidentiality on sensitive matters. Manage all arrangements for conferences and receptions, including traveling logistics and accommodations for speakers. Maintain departmental bulletin boards, email lists, and website. Assist the CAO with the hiring and supervision of student employees and assign schedule and tasks based on staff and departmental needs.

-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 a full-time, in-person position on the UCLA Campus.