Archive Operations Coordinator

Special Instructions to Applicants This position REQUIRES that a RESUME and COVER LETTER be submitted in addition to the application. Please have ALL FILES ready when applying. Department Summary The UCLA Film & Television Archive, a department of the UCLA Library, is renowned for its pioneering efforts to rescue, preserve and showcase moving image media, and is dedicated to ensuring that the collective visual memory of our time is explored and enjoyed for generations to come. Established in 1965, the Archive is the second-largest repository of motion pictures and broadcast programming in the United States, after the Library of Congress, and the world's largest university-held collection. More than 520,000 holdings of films, television programs, news footage and radio recordings are conserved in a state-of-the-art facility at The Packard Humanities Stoa, in Santa Clarita, California. Position Summary The Archive Operations Coordinator (AOC), reporting to the Director of the Film & Television Archive and Special Advisor to the University Librarian, provides high-level administrative, fiscal, logistical, project management, and operational support to the Director. Working closely with the Director, the AOC supports the strategic direction of an organization of approximately 40 full-time equivalent (FTE) staff engaged in diverse activities such as administrative operations, programming, licensing, preservation, curation, and collection management for a significant and complex archival collection. The AOC supports the Archive's mission to disseminate and preserve knowledge, collaborating with various departments and units within the UCLA Library. The AOC independently manages high-priority projects, including reports, meetings, and strategic analyses, often requiring extensive research, data collection, and detailed reporting. In this capacity, the AOC performs project management and data compilation tasks, onboarding and offboarding at the PHI Stoa and those specific to the Archive. The AOC is also instrumental in contract and grant administration, facilities management, and high-profile program planning and implementation, working as the main contact with the appropriate Library units and within the established Library procedures and workflows. 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 Demonstrated experience providing high level administrative and logistical support and customer service, preferably in an archive or non-profit arts organization. (Required) At least two years of experience providing support to senior level administrators. (Required) Experience with rules and regulations, processes, protocols and procedures for budget, accounting and fund management. (Required) Experience in a public arts organization or within an academic higher education or academic/research library setting. Demonstrated experience with UCLA purchasing, accounts payable and travel/entertainment policies and procedures. (Preferred) Experience working with UCLA units, departments, fund accounts, policies, practices, and procedures. (Preferred) Operational experience in a moving image archive or film library. (Preferred) Demonstrated financial management skills. Demonstrated ability using spreadsheet and database software for moderately complex financial analysis, fiscal management, and financial reports. (Required) Ability to establish & maintain cooperative working relationships with other staff members, administrators, & non-Archive personnel. (Required) Ability to work independently & follow through on assignments with minimal direction, with strong attention to detail & demonstrated capacity for carrying out tasks in an accurate & timely manner. (Required) Outstanding organizational & analytical skills to manage multiple projects & perform efficiently & courteously in a fast-paced environment with a fluctuating workload, conflicting & competing priorities, & frequent distractions & interruptions. (Required) Skill in recognizing, defining, & analyzing problems, situations, or procedures to define objectives & implement action plans, recommendations. Ability to conduct research, gather & analyze data, and prepare concise, logical reports & make recommendations. (Required) Demonstrated ability to exercise sound judgment, initiative, and resourcefulness in identifying and solving problems, and making decisions quickly and efficiently. (Required) Excellent verbal and written communication and interpersonal skills to convey information accurately and interact effectively and diplomatically. (Required) Demonstrated skill in facilities & space assessment, planning, utilization, & management & in managing equipment & other material resources. Experience in managing collections & public spaces in multiple locations. (Preferred) Skill in budget and expense trend analysis and fiscal projections, including impact analysis. (Preferred) Knowledge of moving image &/or television history & research methodologies. (Preferred) Education, Licenses, Certifications & Personal Affiliations Bachelor's Degree Bachelor’s Degree in related area and/ or equivalent experience / training (Required) Special Conditions for Employment Background Check: Continued employment is contingent upon the completion of a satisfactory background investigation. Age Requirement: Candidate(s) must be 18 years or older to be eligible to be hired. Schedule Monday through Friday, 8:00 a.m. to 5:00 p.m. Union/Policy Covered CX-Clerical & Allied Services Complete Position Description https://universityofcalifornia.marketpayjobs.com/ShowJob.aspx?EntityID=38&JDName=Administrative%20Officer%202%20CX%20(TBD_3939) The Archive Operations Coordinator (AOC), reporting to the Director of the Film & Television Archive and Special Advisor to the University Librarian, provides high-level administrative, fiscal, logistical, project management, and operational support to the Director. Working closely with the Director, the AOC supports the strategic direction of an organization of approximately 40 full-time equivalent (FTE) staff engaged in diverse activities such as administrative operations, programming, licensing, preservation, curation, and collection management for a significant and complex archival collection. The AOC supports the Archive's mission to disseminate and preserve knowledge, collaborating with various departments and units within the UCLA Library. The AOC independently manages high-priority projects, including reports, meetings, and strategic analyses, often requiring extensive research, data collection, and detailed reporting. In this capacity, the AOC performs project management and data compilation tasks, onboarding and offboarding at the PHI Stoa and those specific to the Archive. The AOC is also instrumental in contract and grant administration, facilities management, and high-profile program planning and implementation, working as the main contact with the appropriate Library units and within the established Library procedures and workflows. Demonstrated experience providing high level administrative and logistical support and customer service, preferably in an archive or non-profit arts organization. (Required) At least two years of experience providing support to senior level administrators. (Required) Experience with rules and regulations, processes, protocols and procedures for budget, accounting and fund management. (Required) Experience in a public arts organization or within an academic higher education or academic/research library setting. Demonstrated experience with UCLA purchasing, accounts payable and travel/entertainment policies and procedures. (Preferred) Experience working with UCLA units, departments, fund accounts, policies, practices, and procedures. (Preferred) Operational experience in a moving image archive or film library. (Preferred) Demonstrated financial management skills. Demonstrated ability using spreadsheet and database software for moderately complex financial analysis, fiscal management, and financial reports. (Required) Ability to establish & maintain cooperative working relationships with other staff members, administrators, & non-Archive personnel. (Required) Ability to work independently & follow through on assignments with minimal direction, with strong attention to detail & demonstrated capacity for carrying out tasks in an accurate & timely manner. (Required) Outstanding organizational & analytical skills to manage multiple projects & perform efficiently & courteously in a fast-paced environment with a fluctuating workload, conflicting & competing priorities, & frequent distractions & interruptions. (Required) Skill in recognizing, defining, & analyzing problems, situations, or procedures to define objectives & implement action plans, recommendations. Ability to conduct research, gather & analyze data, and prepare concise, logical reports & make recommendations. (Required) Demonstrated ability to exercise sound judgment, initiative, and resourcefulness in identifying and solving problems, and making decisions quickly and efficiently. (Required) Excellent verbal and written communication and interpersonal skills to convey information accurately and interact effectively and diplomatically. (Required) Demonstrated skill in facilities & space assessment, planning, utilization, & management & in managing equipment & other material resources. Experience in managing collections & public spaces in multiple locations. (Preferred) Skill in budget and expense trend analysis and fiscal projections, including impact analysis. (Preferred) Knowledge of moving image &/or television history & research methodologies. (Preferred)