Job description

The Fink Center for Finance ("The Fink Center") serves as the focal point for advancing the theory and practice of finance at UCLA Anderson. To achieve its mission, the Fink Center develops programs and events to foster academic research, curricular and extracurricular training, thought leadership, engagement of practitioners, and fruitful interaction between faculty, students, alumni, and the professional finance community.

The Program Coordinator will be responsible for the administration and successful implementation of the Fink Center programs, events, initiatives, finances, and office. The Center hosts many events and programs throughout the year, including large-scale conferences, panels, workshops and high-level meetings. Candidates must have experience with event planning and execution and be comfortable working in a small team environment that requires them to wear many hats.

Percentage of Time:
100

Shift Start:
8:00 am

Shift End:
5:00 pm

Qualifications for Position

24
Records

Qualifications

Required/Preferred

Proven experience in organizing, planning, and executing small and large-scale complex projects, events, programs, workshops, and conferences, including program implementation and logistics.

Required

Ability to create, modify, and implement policies, procedures, tracking mechanisms and forms to increase efficiency.

Required

Highly efficient, exemplary organizational skills, detail-oriented, proactive, responsive and strong ability to demonstrate initiative.

Required

Excellent interpersonal skills to interact and liaise effectively, diplomatically and cooperatively with the Center's various constituents, including faculty, students, donors, alumni, guest visitors, partners from academia, government and private business, vendors, other UCLA departments and university administrators.

Required

Outstanding verbal, written, listening, and communication skills. Ability to write and edit general correspondence and reports that are clear, concise and logical, using correct grammar, spelling and punctuation. Skill in conveying complex information in a clear, concise, and diplomatic manner to a diverse clientele in person, by phone and in writing to professionally represent UCLA Anderson and the Fink Center.

Required

Excellent analytical and creative problem-solving skills, with ability to identify, analyze, and resolve problems as they arise and keep others apprised of problems, be responsive and perform follow-up in a timely manner.

Required

Demonstrated skill in setting priorities that accurately reflect the relative importance of job responsibilities. Ability to create and meet deadlines, and complete tasks in a timely manner.

Required

Demonstrated ability to work effectively, efficiently and independently, following through on assignments with minimal direction and supervision; manage multiple projects concurrently; be resourceful and adapt to changing priorities and workloads with a proactive positive attitude and drive to initiate projects and new processes. Skill in organizing material, information, and people in a systematic way to optimize efficiency and minimize duplication of effort.

Required

Ability to work in stressful, demanding situations while keeping high level of customer service orientation.

Required

Skill in negotiating, exchanging ideas, information, and opinions with others to formulate policies and programs and/or arrive jointly at decisions, conclusions, or solutions.

Required

Strong proficiency using various hardware and software programs: Word (creation of forms and tables, signs, labels), Excel (formulas, database function, spreadsheets, data sorts, mail merges, etc.), PowerPoint, email, electronic calendaring system, Internet (web searches), contact management software, travel and entertainment reimbursement software (Express preferred), and database management.

Required

Ability to conduct professional and effective negotiations with new and established suppliers to ensure excellent service and prices, and to promote continual vendor improvement. Working knowledge of purchasing practices including determination of needs, selection of items, and order process.

Required

Knowledge and understanding of university financial and travel policies, purchasing processes, and reimbursement procedures.

Preferred

Demonstrated experience in coordinating and moderating client meetings; proven ability to professionally represent UCLA Anderson and the Fink Center in such meetings, interfacing with institutional partners, clients, alumni and participants to achieve program goals.

Required

Ability to work flexible schedule, including some early mornings, late evenings, weekends and holidays when programs require and as necessary.

Required

Skill in supervising student assistants including: directing and organizing work flow to accomplish established objectives; delegating responsibility where appropriate; training; and evaluating effectiveness.

Required

Ability to maintain and handle confidential records and information and matters with discretion and sensitivity, and exercise good judgment and to use such information solely during the course of employment with the Fink Center.

Required

B.A. or B.S. degree in a related field, or an equivalent combination of education and experience.

Required

Working knowledge of university administrative policies, procedures, contracting, travel accounting and research resources.

Preferred

Manage all administrative support and liaison functions for the Fink Center, including, but not limited to mailings, spreadsheets, and marketing.

Required

Monitor and administer all Fink Center fund accounts, keeping them at the correct funding levels and using the correct accounts for expense areas. Training of funds can be provided, but candidate must be comfortable with basic finance and accounting.

Required

Support the Senior Manager and Faculty Director in carrying out his/her various duties and responsibilities, including: ensuring timely and complete information flow; gathering intelligence for advisement on Fink Center activities; attending meetings and taking notes when necessary; making recommendations for improved office procedures and program activities; providing executive assistance.

Required

Organize and manage all Fink Center office operations. Create and maintain best practices for file management, both in electronic and print format. Create and maintain a professional office environment with a strong client orientation. Maintain appropriate inventory of office equipment and supplies. Standardize and formalize office operations, paperwork, and communications where possible.

Required

Other duties as assigned by the Senior Manager.

Required

Additional Posting Information

Bargaining Unit:
CX-Clerical & Allied Services

Application Deadline:
04-06-2023

External Posting Date:

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