Job description

Under the direction of the Associate Director of Strategic Partnerships & Community Engagement (SPCE) the Administrative Specialist (AS) is responsible for coordinating and overseeing the administrative functions of the SPCE office.

The AS is responsible for managing the front office. This includes opening and closing the office, serving as the first point of contact for guests, ordering supplies, managing inventory of equipment, publications and giveaways, and working with staff to maintain an updated office and events calendar. The AS will work with the Event & Engagement Coordinator and other staff to assess needs for events (both in-person and virtual) and provide support for implementation. The AS will help with the logistical components of event planning, including working with campus departments & third-party vendors, coordinating room reservations, catering, and courtesy parking. They will order and prepare materials for distribution, create sign-in sheets, templates, collateral items and other event prep materials. The AS will assist with the training and supervision of student staff, manage student staff schedules, and approve student staff timesheets. The AS will assist with personnel and financial processes, including processing expenses and submitting travel reimbursement requests. Provide support to Senior Staff as needed.
The position requires an individual with a student friendly and community-focused attitude who can provide quality service to students, co-workers, campus and community partners. Must have a willingness to serve and engage the community as viable partners in achieving UCLA's enrollment goals. This position promotes a healthy service environment and responds quickly to concerns from the community related to Enrollment Management. The position requires a great deal of problem solving, organization skills and a high degree of self-management; must be able to work independently and in a team environment. Occasional evening and weekend work required. Possibility of some travel may be required to assist with events or to provide other on-site support. Other duties as assigned.

Percentage of Time:
100

Shift Start:
8:00 am

Shift End:
5:00 pm

Qualifications for Position

14
Records

Qualifications

Required/Preferred

1. Punctual, professional work ethic, customer service-oriented office deportment.

Required

2. Ability to manage day-to-day office activity, including student workers, office cleanliness, supplies and inventory.

Required

3. Organizational and time management skills to coordinate activities and work on multiple tasks simultaneously, with interruptions.

Required

4. Excellent verbal and written communication skills to convey clear, concise and detailed information in person, in writing and over the telephone.

Required

5. Experience in using Word, Excel, Adobe and PowerPoint to produce business correspondence, tables and graphs, mail merge databases and presentations.

Required

6. Ability to use discretion, sound judgment and tact in dealing with confidential materials and information.

Required

7. Ability to communicate well with multiple constituents, from diverse ethnic, socio-economic, educational and geographic backgrounds. This includes: students, cross-campus entities, community partners, school personnel, corporate contacts, politicians, etc.

Required

8. Ability to work independently with little supervision to accomplish tasks/assignments on time.

Required

9. Possession of a valid CA Driver's License for operation of university vehicles, and ability to operate a university vehicle in the course of performing job duties.

Required

10. Some evening and weekend work required.

Required

11. Bachelor degree; or equivalent combination of education and experience.

Required

12. Familiarity with support/development of website and social media platforms.

Preferred

13. Experience with document management, processing accounts payable and travel reimbursements.

Preferred

14. Working knowledge of University policies and procedures.

Preferred

Additional Posting Information

Bargaining Unit:
CX-Clerical & Allied Services

Application Deadline:
11-16-2022

External Posting Date:

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