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Administrative Specialist (Req. 27330)

Job description

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.  


Application Instructions:

Applicants must submit their qualifications via UCLA's Career Opportunities website at https://hr.mycareer.ucla.edu. Reference UCLA REQ. # 27330

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

  • 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.  
  • Demonstrated skill in using Word, Excel and PowerPoint to produce business correspondence, research tables and graphs, financial reports, mail merge databases and presentations.
  • Organize drive directory within the LAN and manipulate files within a Windows environment.
  • Demonstrated skill in editing technical documents to correct grammar, spelling and punctuation errors.
  • 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.
  • Demonstrated skill in establishing and developing cooperative relationships with co-workers, faculty and the public to work collaboratively as part of a team.
  • Demonstrated skill in general office management sufficient to manage an office as the key functionary.
  • 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.
  • Demonstrated flexibility and responsiveness to department and campus needs. Develop new skills in response to a changing work environment.


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




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Job No: REQ. 27330 Administrative Specialist
Posted: 2/9/2018
Application Due: 3/7/2018
Work Type: