Job Summary Requisition Number: 29635 Job Title: ASSISTANT TO THE _____I Working Title: Executive Assistant and Board Relations Manager Salary: 4400-8733 Job Type: Career Department Name: 0300-ANDERSON GRAD SCH OF MANAGEMENT Department Website URL: Job Summary Statement: Under the direction of the Associate Dean, the incumbent in this position undertakes primary administrative responsibility for the development, organization, and administration of all matters pertaining to the Associate Dean's office. Incumbent acts as the confidential, executive assistant to the Associate Dean and in this capacity, manages and prioritizes the flow of information, communications and demands on his/her time.

Incumbent is expected to produce administrative reports and provide budgetary and organization analysis of unit resources in support of the overall efficiency and effectiveness of Associate Dean's office as appropriate. Incumbent is the office manager, and as such, handles the Department operating budget / expenses for day to day office activities, maintains needed supplies and equipment, and manages all special projects related to office needs. He/she also plans Department events.

Incumbent also acts as a development coordinator in support of the Assoc. Dean's prospect portfolio and fundraising activities, to include setting meetings, preparing briefings, planning events, and maintaining database information.

The Incumbent is the Development Dept. day-to-day liaison with the Dean's office, and provides primary support to the Dean with his/her development efforts. Works with Major Gift Officers and Development Coordinators to carry out these functions, as needed.

Under the direction of the Associate Dean, Development and the Assistant Dean, Strategic Initiatives, the Board Relations Coordinator provides high level administrative support and coordination to the UCLA Anderson Board of Advisors (BOA), its members and its committees.

Particular responsibilities include making arrangements for board meetings and a two-day off-site retreat including but not limited to preparation of meeting notices, materials, presentations, meeting rooms, accommodations, gifts, tracking attendance and maintaining records . Coordinate communications to the Board and serve as an information resource for board members. Responsible for oversight of the BOA expenses, budget and payment of annual dues. Support the Assoc. Dean, Development with BOA Committee work and Board fundraising efforts and tracking.

It is essential that the Incumbent communicates effectively and diplomatically with a wide variety of constituents to include: faculty, staff, alumni, donors, business, political and community leaders and the general public.

Occasional travel and overtime, including evenings and weekends, is required.

Incumbent will work with minimal supervision and is expected to set priorities, to initiate and complete assignments without oversight, to manage a complex web of schedules, relationships and demands, except where policy issues and exceptional circumstances might arise. Percentage of Time: 100 Shift Start: 8:00 am Shift End: 5:00 pm function checkForSelectedStatus(){ return true;} Qualifications for Position 19 Records Qualifications Required/Preferred Demonstrated knowledge of development principles and practices within a complex research university. Required Ability to be flexible and to adapt to changing priorities. Required Demonstrated ability to master the tasks and challenges associated with senior-level administrative support. Required Skill in analyzing information, problems, situations, practices, or procedures to define the problem or objective, identify relevant concerns for factors, identify patterns, tendencies, and relationships, formulate logical and objective conclusions, and recognize alternatives and their implications. Required Skill in prioritizing assignments to complete work in a timely manner when faced with competing requests, changes in assignments and heavy workload. Required Ability to make independent judgments with minimal direction and to discern when action of a higher level is required. Ability to identify confidential and sensitive information and handle with tact and discretion. Required Ability to compose concise, logical and grammatically correct proposals, reports, business correspondence, marketing and promotional material following standard business formats. Demonstrated ability to edit and proofread for spelling, grammar, and punctuation. Required Oral communication skills to obtain and convey information clearly and independently, including interpersonal skills to interact and communicate with faculty, staff, students, administrations, executives, and the public. Ability to give oral presentations. Required Familiarity with the functional areas of business and development sufficient to carry out the duties required of this position. Required Skill in modifying and/or adapting forms, designs, procedures, or methods to increase efficiency. Skill in organizing information, material, and people in a systematic way to optimize efficiency. Required Proficiency with Network-based Computing and the use of Windows, Word, Excel, Web site design software, presentation software, and database management software. High level proficiency in using fundraising database software and analytical reporting system; ability to input information and generate reports. Required Familiarity with financial and accounting terms, and ability to read basic financial records and reports. Ability to prepare budgets and track expenses. Required Ability to manage procurement of services from vendors. Required Skill in performing against deadlines with frequent interruptions and competing priorities. Required Ability to make travel arrangements and prepare travel expense reports. Required Ability to travel and to work occasional nights and weekends. Required Knowledge of UCLA policies and procedures and knowledge of where to go/who to ask within the University for needed information and services. Preferred Bachelor's Degree; or an equivalent combination of education and experience. Required 3-5 years experience working in Higher Education or Development. Preferred Additional Posting Information Bargaining Unit: 99-Policy Covered Application Deadline: 04-30-2019 External Posting Date: Quicklink To Posting: hr.mycareer.ucla.edu/applicants/Central?quickFind=75369 Special Instructions: Contact information: Number of Positions: function checkForSelectedStatus(){ return true;} Special EmploymentDesignations/Requirements Per UC Policy Conflict of Interest: N/A Critical: Continued employment contingent upon completion of satisfactory background investigation. Driving Record: N/A E-Verify Check:

Certain positions funded by federal contracts/subcontracts requires UCLA to notify job applicants that an E-Verify check will be conducted and the successful candidate must pass the E-Verify check.

More Information This position does not require E-Verify check. CANRA:
Is this position designated as a mandatory reporter under CANRA? No Other Special Employment Requirements: Age Requirement: Applicants must be 18 years or older to be eligible to be hired. Position is subject to performance standards and other requirements of the University wide Police Policies and Administrative Procedures. function checkForSelectedStatus(){ return true;}