Projects & Emergency Preparedness Specialist

Department Summary

Geffen Academy at UCLA is a university-affiliated school for students in grades 6-12. We value academic depth and inspiration within a humane educational environment. Our community is guided by principles of diversity, equity, and inclusion. Geffen Academy students are encouraged to be questioners, analysts, and presenters, who are creative, collaborative, and active young adults. Our students practice their skills, competencies, and relationships with deliberation. Geffen Academy graduates believe that knowledge is beautiful, transformative, and relevant to one’s life and civic responsibility in a global community.

Position Summary

Working under the direction of the Chief Financial & Administrative Officer (CFAO), and in conjunction with the Business Office, the Projects & Emergency Preparedness Specialist is responsible for the project coordination and management of multiple programs, activities and work streams in the business office and its operations. The incumbent will research, write and help implement procedures, manuals, handbooks, and protocols. Perform other required business operations duties as needed. Work closely with the CFAO to design, develop, analyze and implement policies and procedures for K-12 in accordance with state, federal, UC and Department of Education requirements and industry standard best practices. Emergency Preparedness Planning and Response: serve as the main point of contact (in partnership with CFAO) and planner for school-wide drills, evaluate and enhance preparedness and safety efforts, serve as the administrator for multiple emergency response platforms (InformaCast, PikMyKid, BruinAlert), researches best practices, audits plans and updates handbook. The Projects & Emergency Preparedness Specialist will also manage the Geffen Academy Concurrent Enrollment and Summer programs, in addition to the Wellness Institute; establish relationships with university partners and its schools, UNEX and Geffen Academy Leadership in order to successfully implement, supervise, and report on the performance metrics of said program and its budget. Set planning meetings, issue agendas, workflows, content for the website, newsletters and contracts. In addition, the incumbent will support the business office enrollment management, business continuity planning, emergency and disaster response plan, purchasing and training needs as directed. Moreover, the incumbent will track the general & administrative budget, submit reports and develop other project-based budgets as needed.

Salary & Compensation

*UCLA provides a full pay range. Actual salary offers consider factors, including budget, prior experience, skills, knowledge, abilities, education, licensure and certifications, and other business considerations. Salary offers at the top of the range are not common. Visit UC Benefit package to discover benefits that start on day one, and UC Total Compensation Estimator to calculate the total compensation value with benefits.

Qualifications

• 1-3 years of experience with demonstrated success in project coordination. (Preferred)
• Ability to develop and maintain effective working relations with all levels of employees within Geffen Academy, campus units, and outside vendors. (Required)
• Demonstrated skill in analyzing and resolving problems that require both independent thought and action and resourcefulness in consulting others as appropriate. (Required)
• Demonstrated organizational skills to work effectively within a complex and rapidly changing environment, to simultaneously manage a wide range of responsibilities, and to perform a variety of duties with frequently changing priorities and deadlines. (Required)
• Advanced knowledge of Microsoft Suite; Word, Excel, Outlook, PowerPoint. (Required)
• Working knowledge of University Purchasing (Bruinbuy Plus online system), Equipment and Facilities Management, Travel Express, Online Financial Systems Reports, and Information Technology Services policies and procedures. (Required)
• Excellent communication skills with superb ability to write clearly, effectively, and have high grammatical standards. (Required)
• Skill in providing logical, clear analytical reports. (Required)
• Knowledge of University policy and procedures as they relate to procurement, health and safety, travel reimbursement, confidentiality of records, entertainment, check requests, low value orders, purchase orders, and other university business and finance policies and procedures. (Required)
• Ability to read and interpret contracts, agreements, and policies and be able to convey them to other colleagues and students in an understandable manner. (Required)
• Ability to work responsibly and accurately with detailed information including: financial data and calculations, contract clauses and performance dates, and other numeric and narrative information. (Required)
• Ability to learn, apply and disseminate University policies and external regulations using good judgment to interpret and resolve discrepancies. (Required)
• Skill in organization, directing, motivating and mobilizing the work of vendors and staff involved in events. (Required)

Education, Licenses, Certifications & Personal Affiliations

• Bachelor's Degree in a related area and/or equivalent experience/training (Preferred)

Special Conditions for Employment

• Background Check: Continued employment is contingent upon the completion of a satisfactory background investigation.
• Live Scan Background Check: A Live Scan background check must be completed prior to the start of employment.
• Age Requirement: Candidate(s) must be 18 years or older to be eligible to be hired.
• TB Test: Continued employment is contingent upon the completion of a satisfactory TB test.
• CANRA: The position is designated as a mandatory reporter under CANRA. The employee must sign the "Statement Acknowledging Requirement to Report Child Abuse".

Schedule

Monday - Friday: 8:00 a.m. to 5:00 p.m.

Union/Policy Covered

CX-Clerical & Allied Services