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Administrative Specialist at University of California - Los Angeles

Posted in Other 30+ days ago.

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Type: Full Time
Location: Los Angeles, California

Job Description:

JOB SUMMARY

Requisition Number:
28119

Job Title:
ADMINISTRATIVE SPECIALIST

Working Title:
Administrative Specialist

Salary:
$20.89 - $41.37 hourly

Job Type:
Career

Department Name:
0300-ANDERSON GRAD SCH OF MANAGEMENT

Department Website URL:

Job Summary Statement:
Under minimal supervision from the Faculty Support Services Manager, provide financial and academic course support for 10-15 faculty members. Manage GX accounts, process expenses, submit travel reimbursement requests and purchase equipment. Coordinate projects including recruitment and conferences in conjunction with other Anderson stakeholders. Coordinate hospitality, catering, and travel for faculty, visitors, and special events. Serve as the first line of communication with department visitors. Post syllabi, course materials, and various downloads for faculty course home pages to intranet. Edit layout and format for print/web publication. Create and edit various websites based upon faculty requirements and instructions using the Anderson CMS. Edit procedures particular to each academic area. Assume complete responsibility for the area office. Provide quality service to faculty, students, coworkers, and the general public. Provide backup to the other academic support staff as needed.

Percentage of Time:
100

Shift Start:
8:00 am

Shift End:
5:00 pm

QUALIFICATIONS FOR POSITION

18 Records


QUALIFICATIONS
REQUIRED/PREFERRED


Demonstrated skill in operating a PC in a Windows and Local Area Network environment. Ability to assimilate new software in the creation of documents, spreadsheets and presentations. Ability to answer or research software questions from faculty and coworkers.

Required


General knowledge of web and graphics applications.

Preferred


Demonstrated skill in using Word, Excel and PowerPoint to produce business correspondence, research tables and graphs, financial reports, mail merge databases and presentations.

Required


Organize drive directory within the LAN and manipulate files within a Windows environment.

Required


Working knowledge of general accounting principles to effectively manage budgets.

Preferred


Demonstrated skill in processing accounts payable and travel reimbursements.

Preferred


Demonstrated skill in editing technical documents to correct grammar, spelling and punctuation errors.

Required


Demonstrated skill in prioritizing assignments and achieving high productivity and quality within under rigid deadlines in an environment with frequent workload changes, competing demands and interruptions.

Required


Demonstrated skill in establishing and developing cooperative relationships with co-workers, faculty and the public to work collaboratively as part of a team.

Required


Demonstrated skill in general office management sufficient to manage an office as the key functionary.

Required


Demonstrated skill in working independently and following through on assignments with minimal directions. Skill in accepting equivocal circumstances and taking action where answers to a problem are not readily apparent.

Required


General knowledge of University campus, libraries, administrative resources, policies and procedures.

Preferred


General knowledge of The Anderson School complex, organizational structure, administrative resources, educational programs, policies and procedures.

Preferred


Demonstrated skill in training, delegating and supervising work- study students.

Preferred


Excellent oral and written communication skills to receive, comprehend and disseminate information effectively.

Required


Demonstrated flexibility and responsiveness to department and campus needs. Develop new skills in response to a changing work environment.

Required


Demonstrated skill in solving problems individually and as part of a team to develop innovative solutions in response to issues facing the work unit.

Required


Demonstrated skill in making appropriate job decisions following standard office policies and past precedents.

Required

ADDITIONAL POSTING INFORMATION

Bargaining Unit:
99-Policy Covered

Application Deadline:
07-13-2018

External Posting Date:

Quicklink To Posting:
hr.mycareer.ucla.edu/applicants/Central*quickFind=73409

Special Instructions:

Contact information:

Number of Positions:

SPECIAL EMPLOYMENT DESIGNATIONS/ REQUIREMENTS PER UC POLICY

Conflict of Interest:
N/A

Critical:
Continued employment contingent upon completion of satisfactory background investigation.

Driving Record:
N/A

E-Verify Check:

Certain positions funded by federal contracts/subcontracts requires UCLA to notify job applicants that an E-Verify check will be conducted and the successful candidate must pass the E-Verify check.

More Information No Response

CANRA:
Is this position designated as a mandatory reporter under CANRA* No

Other Special Employment Requirements:

POSITION IS SUBJECT TO PERFORMANCE STANDARDS AND OTHER REQUIREMENTS OF THE UNIVERSITY WIDE POLICE POLICIES AND ADMINISTRATIVE PROCEDURES.

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The University of California is an Equal Opportunity/Affirmative Action Employer advancing inclusive excellence. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, age, protected veteran status, or other protected categories covered by the UC nondiscrimination policy. UC Nondiscrimination & Affirmative Action Policy http://www.dol.gov/ofccp/regs/compliance/posters/pdf/eeopost.pdf

Please be advised that the final candidate recommended for hire into a critical (or otherwise designated) position will be required to successfully complete a background investigation. Any convictions will be evaluated to determine if they directly relate to the responsibilities and requirements of the position. Having a conviction history will not automatically disqualify an applicant from being considered for employment.

UCLA is a Tobacco-Free environment. For more information, please view the policy at Tobacco-Free Campus Policy https://ccle.ucla.edu/course/view/UCLA_tobacco_free_task_force