Administrative Specialist (Req. 26696)

Under the direction of the Manager of Administrative Services, the Administrative Specialist will work diligently to provide high level administrative support for the Office of the Vice Chancellor of Student Affairs (OVCSA). Primary to the position will be to provide executive level support for the daily activities of the Vice Chancellor and Deputy Director, including comprehensive calendar duties, front office and phone support, meeting preparation and correspondence, overall management of office operations, and special projects. The Administrative Specialist will work collaboratively with the OVCSA administrative team to carry out all programmatic and logistical aspects of Student Affairs meetings, events, and programs. Administrative duties include processing requests for supplies, equipment, service check requests, travel and equipment using various on-line systems including BruinBuy, Travel Express, Telecommunications, Facilities Service Requests, and representing the organization at administrative meetings. The incumbent will serve as liaison between campus and outside entities and the OVCSA ensuring matters and requests are appropriately responded to or referred as needed.

Application Instructions

Applicants must submit their qualifications via UCLA's Career Opportunities website at https://hr.mycareer.ucla.edu  Reference position #26696.     AA/EEO

Direct URL Link:  http://ucla.in/2xXJoOP

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

Required:

  • Demonstrated working knowledge of student affairs activities in a university setting.
  • Analytical skills to review documents, information, situations and procedures in order to identify any discrepancies or potential problems, and generate alternatives or offer solutions and/or methods of implementation, based on existing guidelines, and/or discern when action of higher level is needed.
  • Expert skill in applying accounting and audit principles and practices.
  • Ability to work independently, organize work, set priorities that accurately reflect the relative importance of job responsibilities, handle several projects simultaneously, and adapt to frequent schedule changes and interruptions. Demonstrated skill in assessing timelines and coordinating numerous assignments and projects simultaneously under heavy and constantly fluctuating workloads and conflicting deadlines. Skill in organizing material and information in a systematic manner to maximize efficiency and minimize duplication of effort.
  • Ability to diplomatically handle difficult or urgent matters in a confident and proficient manner, and to maintain confidential and sensitive information with tact and discretion.
  • Ability to communicate clearly and concisely to convey appropriate messages, give instructions and obtain information. Skill in writing concise logical, and grammatically correct business correspondence and procedures.
  • Ability to exercise decision-making and approval authority on full range of administrative issues.
  • Ability to establish and maintain cooperative working relationship with administrators, faculty, staff members, media and the public. Demonstrated interpersonal skills for purposes of collaboration, negotiation and information exchange at a variety of levels. Demonstrated ability to work collaboratively as part of a highly visible team interacting in a cooperative and professional manner.
  • High-level skill in using EXCEL, WORD and POWERPOINT to analyze data and develop reports.

Preferred:

  • Working knowledge of UCLA Campus and Student Affairs policies and procedures.
  • Bachelor's degree.

 

 

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; 12 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