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Employment Type:
Full time
Job Category:
Project Management
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Project Specialist, Community Partnership Programs
University of California | Los Angeles, California
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Job Description

Requisition Number: 30434 Job Title: ADMINISTRATIVE SPECIALIST Working Title: Project Specialist, Community Partnership Programs Salary: $20.89 - $41.37 hourly Job Type: Career Department Name: 4553-COMMUNITY PARTNERSHIP PROGRAMS Department Website URL: Job Summary Statement: Under direct supervision of the Program Manager, Community Partnership Programs, Office of Information Technology (OIT), Project Specialist provides project management and coordination activities for a variety of Community Partnerships Programs in support of technology education, innovation, knowledge sharing, workforce development, diversity in tech, digitalization, IT training and development, and tech community and relationship building. Program constituent groups include UCLA staff, students, faculty, and the greater SoCal IT communities, including local government and enterprise partnerships. Incumbent participates in both lead and support roles as assigned. Oversees and assigns tasks to student employees in support of program execution.

Project Specialist proactively participates in project goal setting, project plan & task development, budgeting, task and resource allocation, project team organization, task development and assignment, development of focus groups, detailed documentation creation and status reporting, event and logistics planning, and well-written communications, both verbal and written, to key stakeholders and clients. Tracks and reports budget vs actuals. Responsible for detailed project monitoring and control to minimize risks and ensure successful and timely project execution.

Continuously assesses and conducts analysis of academic, research, and industry IT efforts to understand trends, needs, and best practices. Writes and keeps program processes and procedures up-to-date, selecting and using effective software and cloud tools. Develops and conducts surveys and feedback strategies, both written, verbal, and face-to-face to assess program effectiveness. Independently interprets and summarizes data, and communicates recommendations to program stakeholders for decision making.

Provides event planning and logistics support, including some evening, weekend, and/or off-campus events. Works directly with UCLA Events and Catering teams, planning committees, and external vendors to create innovative events, and plan event logistics within assigned budget. Produces high-quality graphical materials and uses digital marketing and social media to promote awareness of events, drive participation, and increase program exposure within UCLA and the broader SoCal community. Plans and oversees agenda development, manages attendee lists, registration and check-in tables, ticket sales, and runs day-of logistics execution. Develops creative outreach strategies, and conducts sponsorship outreach for larger events.

Has oversight over selection, management, testing, renewal, use and training of internal software and cloud tools for program use to effectively manage databases of targeted communities, group communications, document and information repositories, and program processes and procedures.

Provides backup support to the OIT Frontdesk, working in partnership with the Frontdesk Coordinator. Responsibilities may include ordering supplies, coordinating supplies delivery, ordering catering for OIT events, helping to coordinate OIT monthly team building activities, receiving deliveries, shipping and mailing. Percentage of Time: 100 Shift Start: 8:00 am Shift End: 5:00 pm Qualifications for Position

14 Records Qualifications Required/Preferred

1. Self-starter and proactive in executing tasks and goals. Excellent follow-through, accountability, organizational skills. Owns processes, tasks, and project outcomes.


2. Excellent communications skills, written and verbal, to produce and present clear, complete, professional, accurate and well-organized proposals, publications, reports, and presentations.


3. Strong interpersonal skills sufficient to establish constructive and cooperative working relationships with peers, faculty, staff, executives, and students of a variety backgrounds.


4. Skill in using project management techniques to define project goals and tasks, set timelines and define achievable milestones to ensure measurable outcomes.


5. Ability to use project/task management tools for assigning, tracking, reporting, and aggregating tasks, milestones, and objectives in a cohesive manner


6. Ability to quickly escalate issues, communicate concerns, and recommend alternative approaches to supervisor.


7. Ability to work with and communicate to a diverse group of people and program constituents, including technologists, faculty, corporate executives, university staff and students in a professional manner.


8. Demonstrated skill in using both PC and Mac computers, audio/visual, peripherals of both and a variety of software applications, such as: Microsoft Office suite, G-Suite, CRMs, Slack, Confluence, BOX, Survey tools, graphics software (i.e. Adobe Photoshop, Illustrator, or equivalents).


9. Demonstrated skill in prioritizing tasks and preparing process documents and schedules to ensure that work is completed effectively and efficiently.


10. Demonstrated skill in analyzing and synthesizing information from various sources (documents, publications, electronic resources, user groups), formulating logical and objective conclusions and compiling them into a cohesive, organized package.


11. Demonstrated skill in creating spreadsheet data, graphs, tables and other displays of quantitative data and metrics. Skill in using advanced features of Excel, such as Pivot tables and formulas.


12. Demonstrated skill in coordinating and facilitating focus group sessions.


13. Ability to organize, prepare for, conduct, and document outcomes of meetings.


14. Bachelors degree in Communications, Engineering, Computer Science, Business , or an equivalent combination of education and experience is required.

Required Additional Posting Information Bargaining Unit: 99-Policy Covered Application Deadline: 10-04-2019 External Posting Date: Quicklink To Posting: hr.mycareer.ucla.edu/applicants/Central?quickFind=76431 Special Instructions: Contact information: Number of Positions: Special Employment Designations/ Requirements Per UC Policy Conflict of Interest: N/A Critical: N/A 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 No Response CANRA:

Is this position designated as a mandatory reporter under CANRA? No Other Special Employment Requirements: Position is subject to performance standards and other requirements of the University wide Police Policies and Administrative Procedures.

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About University of California

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