Administrative Coordinator

The UCLA Institute of Transportation Studies and Lewis Center for Regional Policy Studies are hiring a dynamic Administrative Coordinator (AC) to join our team. This key role supports the day-to-day operations of two leading research centers tackling critical housing and transportation challenges in Los Angeles and beyond. As AC, you’ll support purchasing, event planning, office operations, and student worker coordination — all while working alongside top experts committed to advancing equity, sustainability, and inclusion. If you are detail-oriented, proactive, and excited to help drive impactful research and civic engagement, we’d love to meet you!

Specific job duties include:

1. Work with faculty, staff, and students to prepare travel arrangements, and reimbursements, complete purchases, and conduct bi-monthly departmental credit card and quarterly ledger reconciliations. This will require learning and staying up-to-date with UCLA's purchasing and travel guidelines as well as attention to detail.
2. Maintain and update databases to support the administration and oversight of the centers' research portfolios.
3. Manage space functionality, organization, and repairs. This will include the management of the centers' inventory of supplies, technology, equipment, office space, and keys.
4. Coordinate event logistics including registration, supplies, event set up and break down, and event workflow. You will also serve as the key point of contact for speakers and sponsors for lectures and conferences.

Why You’ll Love This Job:

• You’ll work at the intersection of research, equity, and public policy.
• You’ll join a supportive team that values collaboration, initiative, and new ideas.
• You’ll utilize your professional skills in operations, event planning, budgeting, and more, all while contributing to work with real-world impact.

If you thrive in a fast-paced environment, love solving problems before they become problems, and want to be part of something meaningful, this is the role for you.

Qualifications:

• At least 2 years of administrative experience in an operations, clerical, or coordinating role.
• Experience with coordinating events and meetings such as lectures, conferences, seminars, or workshops
• Demonstrated skill in prioritizing tasks and assigning appropriate work to others.
• Working knowledge of computer systems (Windows environment), Microsoft Office's basic suite, and web-based collaboration tools including Excel, Word, Google Drive, Google Apps, and Airtable
• Working knowledge of web-based event registration, communication, and management systems, such as Eventbrite.
• Accounting skills sufficient to check expenditures on financial ledgers
• Willingness to learn new systems and develop new processes.