Academic Personnel Coordinator & Assistant to the Chair (Req. 29301)

Job description

Academic Personnel Coordinator & Assistant to the Chair   (Req. 29301)

Incumbent provides high-level coordination and administrative support to the Department Chair/Director and Department Administrator (MSO). Responsibilities include independent management of the department and center website and library, administration of the executive calendar, preparation of memos and correspondence on behalf of the Department Chair/Director, independent coordination of meetings and seminars.

Incumbent functions as the department Academic Personnel Coordinator with independent responsibility for determining eligibility of faculty for appropriate actions and timely notification thereof, entering actions in Opus and Interfolio and/or other online academic personnel systems as they become available; manage all procedure and processing requirements of APM 430 - Visiting Scholars, ensuring eligibility. Collaborate with Department Chair/Director and MSO on department-related activities such as accreditation, monthly faculty meetings, annual faculty retreat. Process reimbursements using BruinBuy or Travel Express. Other projects as assigned.  


Application Instructions:

Applicants must submit their qualifications via UCLA's Career Opportunities website at Reference UCLA REQ. # 29301

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

  • Bachelor's degree or a minimum of five years demonstrated experience in academic administration or combination of related work and/or educational experience.
  • Demonstrated understanding of what is confidential and skill in maintaining such matters with tact, sensitivity and diplomacy.
  • Demonstrated proficiency with software to complete job tasks, including but not limited to Microsoft Office (Word, Excel, PowerPoint, FileMaker Pro) for the purpose of generating and maintaining rosters of eligibility, presentations, complex documents, budget spreadsheets, and other documents as necessary.
  • Demonstrated English writing skills to compose original documents that are grammatically correct. Documents include reports, correspondence, memoranda, letters and e-mail correspondence.
  • Demonstrated analytical skills to research and summarize information to arrive at decisions regarding academic personnel actions and dossiers, special events, extramural submissions, accreditation site visits, and special projects as assigned.
  • Strong organizational skills and attention to detail as well as ability to manage multiple tasks.


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 -




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Job No: 29301
Posted: 12/19/2018
Application Due: 2/17/2019
Work Type: