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

Job Details

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.  

Requirements

Application Instructions:

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

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

Organization

Working at University of California, Los Angeles

UCLA is a public research university located in the Westwood neighborhood of Los Angeles, California. It was founded in 1919 and is the second oldest of the ten campuses affiliated with the University of California system. UCLA offers over 300 undergraduate and graduate degree programs in a wide range of disciplines and enrolls about 26,000 undergraduate and about 12,000 graduate students from the United States and around the world every year.

UCLA features the College of Letters and Science, seven general campus professional schools, and four professional schools for the health sciences. The UCLA College of Letters and Science has 34 academic departments and 900 faculty, and houses the majority of UCLA's 129 undergraduate majors as well as the students in the Graduate Division of Letters and Sciences. The UCLA College Honors Program is also housed in the College. The College of Letters and Science's programs are divided into five academic divisions: humanities, social sciences, life sciences, physical sciences, and the International Institute. UCLA also offers certificate programs, undergraduate degree-credit and continuing education credits for non-full-time students through its UCLA Extension education program.

The 2010 edition of U.S. News & World Report ranked UCLA as the 24th best university in the nation and 32nd best in the world. In the 2007 edition of U.S. News and World Report, UCLA Medical Center was ranked best in the West, as well as one of the top 3 hospitals in the United States alongside Mayo Clinic, Cleveland Clinic, Massachusetts General Hospital, and Johns Hopkins Hospital. In 15 of the 16 medical specialty areas examined, UCLA Medical Center ranked in the top 20.

The campus' location in Los Angeles makes excursions to local museums, theaters, or other entertainment venues relatively quick and easy.

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