Position Description: 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.
The University of California is an Equal Opportunity/Affirmative Action Employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, age or protected veteran status. For the complete University of California nondiscrimination and affirmative action policy, see: UC Nondiscrimination & Affirmative Action Policy, https://policy.ucop.edu/doc/4000376/DiscHarassAffirmAction
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UCLA is known worldwide for the breadth and quality of its academic, research, health care, cultural, continuing education and athletic programs. UCLA offers undergraduate degrees in more than 127 majors and graduate degrees in 198 program areas. UCLA has 11 highly regarded professional schools. Eight are ranked among the nation's top 15 in their field by U.S. News & World Report. UCLA is consistently among the most popular campus in the nation for undergraduate applicants.
The University of California is an Equal Opportunity/Affirmative Action Employer. All qualified applicants will receive consideration for employment without regard to age, race, color, religion, sex, national origin, disability, or protected veteran status.
UCLA offers a comprehensive benefits package, including an average of three weeks' vacation per year; an average of 12 days per year sick leave; 13 paid holidays per year; health, dental and optical benefits; life insurance; disability insurance; the University of California Retirement Plan with 5 year vesting and various voluntary UC Savings Plans. There are also special programs and privileges available, such as accessibility to cultural and recreational programs, athletic events, and the University Credit Union.