Office Manager

University of California Los Angeles

Budgeted Pay Scale: $63,800 - $80,000 annually
Full Salary Range: USD $63,800.00/Yr. - USD $127,000.00/Yr.


Special Instructions to Applicants
The budgeted hiring salary/target range for this position is from the $63,800-$80,000 annually, with salary placement based on skills, knowledge, and experience.

Position Summary
Under the general supervision of the Business Strategy and Analysis Manager for Fleet & Transit (F&T), ensure that the Director's office is appropriately supported at all times. Provide administrative, analytical, and technical support to the Director in order to facilitate the day-to-day operations of F&T and the Director's office. Manage the Director's calendar by scheduling and setting up meetings, managing the management team's out-of-office calendar, and organizing departmental, intra-campus, and system-wide meetings, retreats, and conferences. Perform administrative tasks that require excellent written and communication skills, initiative, discretion, and the ability to interact with all levels of the University community. Respond to inquiries from campus administrators, transit riders, sustainability advocates, staff members, etc. Perform special and ongoing projects requiring research, data collection and detailed quantitative analysis, following departmental guidelines, vehicle lifecycle standards, BruinBus service delivery policy, and other university policies and procedures and strategic initiatives. Inform the Director, Business Strategy and Analysis Manager and/or appropriate F&T manager of urgent or evolving issues requiring an immediate or timely response or that may require involvement by a higher authority. Compose correspondence for the Director's signature and prepare executive level presentations, correspondences, and written materials. Assist in developing unit-level operating procedures and updating our internal intranet site with these and other key administrative items. Support the requisite updating of the external facing customer website. . Produce concise, diplomatic, and astute minutes from meetings. Research and vet information contained in Fleet & Transit related studies/plans/reports and serve as a conduit and liaison for F&T with entities such as the Vehicle Service Advisory Board, Government & Community Relations, etc. Respond to campus emergencies during regular business hours and after hours. Perform other duties as assigned.

Salary & Compensation
*UCLA provides a full pay range. Actual salary offers consider factors, including budget, prior experience, skills, knowledge, abilities, education, licensure and certifications, and other business considerations. Salary offers at the top of the range are not common. Visit UC Benefit package to discover benefits that start on day one, and UC Total Compensation Estimator to calculate the total compensation value with benefits.

Qualifications

3-5 years administrative experience (Preferred)

1-2 Years experience in the fleet, transit, or transportation industry (Preferred)

1. Ability to perform multiple complex tasks and establish priorities which accurately reflect the relative importance of job responsibilities and accomplish departmental goals and objectives. (Required)

2. Ability to handle highly confidential matters with tact and diplomacy and to maintain confidentiality of information as needed to ensure the rights of individuals or the University. (Required)

3. Oral communication skills to convey information clearly, concisely, and accurately. This includes use of appropriate tone to ensure that the message is delivered and received as intended. (Required)

3. Writing, editing, and proofreading skills, including skill and diplomacy sufficient to take detailed minutes from lengthy, (sometimes) politically charged meetings and to compose concise, logical, and grammatically correct reports/ correspondence. (Required)

4. Interpersonal skills to establish and maintain professional and effective working relationships with co-workers, customers, vendors, and staff at all levels of the University and the campus community at large in a customer-oriented environment. Ability to screen, prioritize and direct phone calls and messages. (Required)

5. Skill in listening perceptively, conveying awareness, grasping concepts, and comprehending procedures and instructions to carry out assignments with minimal directions and review. Ability to remain calm and focused, and to calm and give focus to others in an extremely hectic, fast-paced environment. (Required)

6. Skill in conducting research, developing reports, and presenting findings. This includes gathering data, performing data analysis on sets of data, and constructing tables, charts and graphs from data compiled. (Required)

7. Ability to interact with persons of diverse social, cultural, economic, and educational backgrounds for the purpose of obtaining information from and conveying information to staff at all levels, customers, and visitors; addressing and/or resolving complaints (Required)

8. Skill in operating a personal computer utilizing programs such as Microsoft Word, Excel, PowerPoint, Publisher, Visio, Adobe Photoshop, Adobe Illustrator, Sharepoint, and Adobe Acrobat in a network environment, sufficient to independently produce required document. Skill in mathematics sufficient to calculate averages, percentages, and ratios. (Required)

9. Ability to define and analyze technical problems using logic and quantitative reasoning, and to solve problems independently with minimal supervision. Demonstrated organizational and problem-solving skills, which include analyzing information, practices, procedures, problems, and situations to identify alternatives and consequences. (Required)

10. Knowledge of campus administration and organizational structure, including demonstrated knowledge of University policies, procedures and processes. (Preferred)

Education, Licenses, Certifications & Personal Affiliations

Bachelor's Degree Bachelor's degree or equivalent experience (Preferred)

Special Conditions for Employment

Background Check: Continued employment is contingent upon the completion of a satisfactory background investigation.

Age Requirement: Candidate(s) must be 18 years or older to be eligible to be hired.

Schedule
Monday - Friday, 8:00am-5:00pm

Union/Policy Covered
CX-Clerical & Allied Services



To apply, please visit: https://jobs.ucla.edu/careers-home/jobs/5892

Application Deadline: 8:50 p.m. on







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