Administrative Assistant 2 (Req. 28506)
Under the supervision of the Undergraduate Research Center (URC)-Sciences Director and URC-Sciences Assistant Director, the Administrative Assistant provides general reception and administrative support for the URC-Sciences office. Major duties include: assist students with forms and program information; field questions from student visitors to the URC-Sciences, answer phones and refer callers to appropriate URC-Sciences staff, organize academic and admissions information for various programs; assists in planning events and meetings, set up audio visual equipment; order and set-up catering, electronically reserve rooms and equipment; update web page text; distribute, collect and maintain program information, and other student-related data. Oversee general office duties of student workers, including filing, mailings, courier, workshop sign-ups, and phone and in-person reception, etc. Process travel expense reports for staff and student program participants. Additional duties may include administrative support and special projects for the Director and Assistant Directors as well as specific URC-Sciences programs including the Clare Boothe Luce Scholars Program.
The URC-Sciences at UCLA is within the Division of Undergraduate Education and the College of Letters and Science. The URC-Sciences works collaboratively to serve UCLA's undergraduate science population. Through various programs the URC-Sciences recruits, develops, and celebrates students involved in research. Our mission is to support and increase the retention of science majors in all disciplines, with some programs focused on students who face economic, familial, educational, social or other challenges.
Applicants must submit their qualifications via UCLA's Career Opportunities website at https://hr.mycareer.ucla.edu Reference position # 28506 AA/EEO
The complete listing of qualifications is available on UCLA's official job posting.
- Demonstrated skill in providing clerical and administrative support in an office environment.
- Ability to speak and interact effectively with persons from various social, cultural, economic and educational backgrounds and persons with disabilities.
- Writing, drafting, editing and proofreading skills to prepare concise, logical, grammatically correct correspondence.
- Ability to effectively handle individuals who visit the URC Science offices if situations become difficult or escalated, and in emergency situations.
- Skill in prioritizing assignments to complete work in a timely manner when there are changes in workload, changes in assignment, frequent interruptions, and/or pressures of deadlines.
- Demonstrated experience and proficiency in using Microsoft Word, Outlook, Excel, PowerPoint, Filemaker Pro, Adobe Illustrator, the Internet.
- Typing and data entry skills to quickly and accurately prepare spreadsheets, databases, and documents.
- Skill in organizing, prioritizing and keeping track of student application process.
- Ability to use discretion, sound judgment and tact in dealing with confidential materials and information.
- Must be able to maintain regular schedule and on-time attendance. Must be able to work overtime, evenings and weekends as needed.
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