Executive Assistant, Anderson Graduate School of Management

Location
Los Angeles, California
Posted
Apr 10, 2017
Ref
Requisition 25754
Institution Type
Four-Year Institution

Under the direction of the Senior Associate Dean (SAD), incumbent in this position undertakes primary administrative responsibility for the development, organization, and administration of all matters pertaining to the SAD's office.  Incumbent acts as the confidential, executive assistant to the SAD and in this capacity, manages and prioritizes the flow of information, communications and demands on SAD's time and SAD's resources from constituents and stakeholders within and without the university; in particular, faculty, major prospects, donors, visitors, BOV members, alumni, recruiters, executive program sponsors, participants and customers, entrepreneurs, corporate and student leaders and the external business community generally.  Must develop and sustain working relationships with the unit heads in alumni relations, development, executive education, placement, and career initiatives to facilitate the evolution of SAD's strategic initiatives within each of the reporting units supervised.

Incumbent is also expected to produce administrative reports and provide organization analysis of unit resources to include the preparation of financial and personnel budgets in support of the overall efficiency and effectiveness of SAD's office as appropriate.   On a limited basis, will participate in the review and assessment of units and administrative personnel supervised by SAD.  Coordinates and keep agendas and minutes of staff meetings and supervise the implementation and coordinated collaboration of follow-on assignments and expected outcomes as SAD's principal aide de camp.

Must communicate effectively and diplomatically with a wide variety of constituents to include: faculty, staff, alumni, donors, business, political and community leaders and the general public is essential.  Incumbent will supervise various part-time clerical staff, including graduate students, and prepare and supervise a complicated employee work schedule. 

Occasional travel and overtime, including evenings and weekends, is required.

 

Requirements

 

Application Instructions

Applicants must submit their qualifications via UCLA's Career Opportunities website at https://hr.mycareer.ucla.edu  Reference position # 25754.     AA/EEO

 

The complete listing of qualifications is available on UCLA's official job posting.

Required:

  • Demonstrated ability to work in both an academic and corporate setting.
  • Skill in analyzing information, problems, situations, practices, or procedures to define the problem or objective, identify relevant concerns for factors, identify patterns, tendencies, and relationships, formulate logical and objective conclusions, and recognize alternatives and their implications.
  • Ability to independently prepare marketing materials, invitation, promotional materials, press releases, and electronic Web site materials suitable for publication and/or distribution.
  • Proficiency with Network-based Computing and the use of Windows, Word, Excel, Web site design software, presentation software, and database management software.
  • Familiarity with financial and accounting terms, and ability to read basic financial records and reports. Ability to prepare budgets and track expenses.
  • Ability to supervise part-time clerical staff, including temporary personnel, graduate students, undergraduate students, and others and to prepare and supervise a complicated employee work schedule. Skill in motivating others for the purpose of increasing productivity and efficiency. Ability to prepare and present employee evaluations.
  • Ability to travel and to work occasional nights and weekends.

 

Benefits

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.

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 - http://policy.ucop.edu/doc/4000376/NondiscrimAffirmAct