Administrative Assistant 3 (Req. 29378)

Job description

Administrative Assistant 3 (Req. 29378)

Under the supervision of the Finance Director of the UCLA Anderson School Business Office, work as a member of a team which reviews and processes financial transactions for the graduate school.

Utilizing PAC, Bruin Buy, and Travel Express, process Limited Value orders (LVOs) and purchase requisitions for supplies, equipment, repair, maintenance, professional services, and reimbursements. Review orders for completeness and appropriateness, review queue messages, actively investigate and resolve errors (including unpaid invoices) and initiate related correspondence. Provide training and guidance to School units on completing appropriate paperwork for Travel, Purchasing, and other procurement matters. Other duties include deposit of fees and checks received, reconciling ledgers, reviewing accounts for overdrafts, provide backup Pcard processing reviewing policies and procedures for updates, and upholding policies. Provide initial and ongoing training to School units on transaction matters.

Act as a liaison between the UCLA Anderson School and the UCLA Travel Department, UCLA Accounts Payable, UCLA Purchasing Department, UCLA General Accounting, and other UCLA departments as it relates to financial transactions. Provide response to a variety of needs of the varied MBA Programs, Centers, Admin and Operations units including full and part-time students, executive programs, conferences and courses for the public, interdisciplinary study centers, research, and teaching.

Advise faculty, staff and administrators of procedures to accomplish the goals of the school, provide financial reports and analyses and monitor adherence to budgets and plans.


Application Instructions:
Applicants must submit their qualifications via UCLA's Career Opportunities website at Reference UCLA REQ. # 29378

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

  • Proficiency in Microsoft Excel, Word, and Outlook.

  • Skill in analyzing information, problems, situation, or procedures to define problem or objective, identify relevant factors, formulate logical conclusions, and recognize and alternatives and its implications.

  • Advanced knowledge of university accounting policies and procedures.

  • Demonstrated ability to read and analyze accounting ledgers and financial reports and generate concise, thoughtful, and relevant financial reports as a result.

  • Demonstrated ability to remain calm, composure, and professionalism in situations involving conflict and frequent interruptions.

  • Experience with cash and check handling.

  • Must be able to maintain a regular schedule and on-time attendance. Be able to work as needed during critical times such as month end and fiscal year end.


    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:
    Posted: 2/27/2019
    Application Due: 2/27/2031
    Work Type: