What are the responsibilities and job description for the Frontline Services Coordinator position at UCLA?
Reporting to the Associate Director, Visitor Experience & Gallery Operations (ADVEGO) and taking direction from the Manager, Gallery Operations, the Frontline Services Coordinator is responsible for scheduling 100-150 frontline staff members for the Visitor Experience (VE) and Gallery Operations (GO) departments. In addition, the Frontline Services Coordinator facilitates collaboration and communication between Human Resources, Security and VE departments.
Duties include coordinating complex staff schedules; and functions related to scheduling duties such as processing expense reports, creating and analyzing labor and cost reports using Excel, managing attendance records, corresponding heavily with staff in regard to scheduling. The Frontline Services Coordinator assists in supervising Hammer Ambassadors for the Hammer Museum in all Frontline positions. The incumbent provides exceptional customer service to all museum patrons and trains the frontline team on how to meet and exceed these exemplary standards.
Percentage of Time:
100
Shift Start:
9:30 am
Shift End:
6:30 pm
Qualifications for Position
10
Records
Qualifications
Required/Preferred
Minimum of 2 to 3 years of demonstrated experience in security, visitor services/visitor experience, administration coordination, and/or office management
Required
Highly skilled at organizing work, defining tasks, setting priorities, working independently, and following through on all projects and assignments; ability to meet multiple and conflicting deadlines with changing priorities and frequent interruptions in a fast-paced environment
Required
Ability to discreetly and tactfully recognize and handle sensitive and confidential information; ability to maintain equanimity in the face of resistance, indifference, or hostility
Required
High degree of proficiency with Microsoft Word, Excel, Outlook, and PowerPoint; experience with online scheduling software/systems; ability to develop and manage systems and procedures, and track information
Required
Excellent interpersonal skills to communicate and interact effectively with callers, Museum visitors, VIPs, outside vendors, colleagues from other institutions, and a diverse Museum and University staff and student population
Required
Ability to coordinate and lead meetings, and manage projects as assigned
Required
Physical abilities to perform all core functions and duties including but not limited to the ability to talk; hear; stand; walk; see; visual acuity to view a computer monitor; manual dexterity to operate a computer keyboard for extended periods
Required
Flexibility with working hours and scheduling; ability to work evenings and weekends; Ability to work overtime as assigned
Required
Exceptional customer service abilities; ability to engage patrons in a positive, professional, and courteous manner; ability to exercise good judgment; ability to maintain calm demeanor in difficult situations
Required
Experience supervising volunteers and/or students
Preferred
Additional Posting Information
Bargaining Unit:
99-Policy Covered
Application Deadline:
03-23-2022
External Posting Date:
Duties include coordinating complex staff schedules; and functions related to scheduling duties such as processing expense reports, creating and analyzing labor and cost reports using Excel, managing attendance records, corresponding heavily with staff in regard to scheduling. The Frontline Services Coordinator assists in supervising Hammer Ambassadors for the Hammer Museum in all Frontline positions. The incumbent provides exceptional customer service to all museum patrons and trains the frontline team on how to meet and exceed these exemplary standards.
Percentage of Time:
100
Shift Start:
9:30 am
Shift End:
6:30 pm
Qualifications for Position
10
Records
Qualifications
Required/Preferred
Minimum of 2 to 3 years of demonstrated experience in security, visitor services/visitor experience, administration coordination, and/or office management
Required
Highly skilled at organizing work, defining tasks, setting priorities, working independently, and following through on all projects and assignments; ability to meet multiple and conflicting deadlines with changing priorities and frequent interruptions in a fast-paced environment
Required
Ability to discreetly and tactfully recognize and handle sensitive and confidential information; ability to maintain equanimity in the face of resistance, indifference, or hostility
Required
High degree of proficiency with Microsoft Word, Excel, Outlook, and PowerPoint; experience with online scheduling software/systems; ability to develop and manage systems and procedures, and track information
Required
Excellent interpersonal skills to communicate and interact effectively with callers, Museum visitors, VIPs, outside vendors, colleagues from other institutions, and a diverse Museum and University staff and student population
Required
Ability to coordinate and lead meetings, and manage projects as assigned
Required
Physical abilities to perform all core functions and duties including but not limited to the ability to talk; hear; stand; walk; see; visual acuity to view a computer monitor; manual dexterity to operate a computer keyboard for extended periods
Required
Flexibility with working hours and scheduling; ability to work evenings and weekends; Ability to work overtime as assigned
Required
Exceptional customer service abilities; ability to engage patrons in a positive, professional, and courteous manner; ability to exercise good judgment; ability to maintain calm demeanor in difficult situations
Required
Experience supervising volunteers and/or students
Preferred
Additional Posting Information
Bargaining Unit:
99-Policy Covered
Application Deadline:
03-23-2022
External Posting Date:
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