Employee provides administrative support for the Chair, liaises with Vice-Chairs, General Manager and other department staff on a variety of academic, administrative, logistical and financial initiatives.
Primary responsibilities include:
1. Academic Support for the chair (including annual course planning, including polling faculty for preferences, tracking sabbaticals and course releases, reviewing and entering of class scheduling into system on a quarterly basis. Liaise with Chair and Academic Personnel Officer to ensure accounting and funding for all Teaching Assistant and Graduate Student Research funds are accurate and timely. Create and update Academic Student Employee (ASE) and GSR employment tracking documents to be shared with Academic Personnel, Student Affairs Officer, Fund Manager and General Manager. Create Academic Student Employee (ASE) and Graduate Student Research (GSR) contracts to be signed by the Chair and distributed to TAs and GSR on a quarterly basis.
$ads={1}
2. Administrative Support for the chair (including scheduling and calendaring; correspondences; dissemination of materials; make travel arrangements and handle reimbursements for the Chair and faculty search candidates; coordination of special events and visiting scholars.
3. Department Administrative and Financial Support (including Processing accounts payable transactions, purchase of goods and services, reimbursements to faculty and graduate students, onboard new vendors, complete orders, and payments; serve as a parking coordinator; assist with work-study student oversight.
4. Department Communications Support (including departmental announcements related to teaching, creation of department events announcements and publicity materials).
Percentage of Time:
100
Shift Start:
8:00 am
Shift End:
5:00 pm
Qualifications for Position
16
Records
Qualifications
Required/Preferred
Demonstrated proficiency in Excel.
Required
Demonstrated proficiency in Outlook to create, maintain, and track calendars and correspondence with students, faculty, staff, Dean's Office, and other relevant campus entities.
Required
Interpersonal skills and cultural sensitivity to interact diplomatically and effectively with individuals of various social, cultural, economic and educational backgrounds.
Required
Ability to write and edit business correspondence and other documents, using appropriate grammar, syntax, spelling, and punctuation.
Required
Ability to speak clearly and diplomatically, using appropriate grammar, to obtain from or convey information to individuals at various organizational levels.
Required
Excellent planning, analytical, and problem-solving skills.
Required
Skill in organizing information in a systematic way to optimize efficiency.
Required
Demonstrated understanding of ethical and practical issues in both university and arts settings. Ability to instill and maintain appropriate standards of behavior and feedback.
Preferred
Knowledge of University resources and administrative policies and procedures pertaining to fund management.
Can be trained
Experience managing visits of international artists and scholars in residence in an academic program.
Required
Working knowledge of UCLA Travel Policy.
Can be trained
Working knowledge of BRUINBUY and UCLA Accounts Payable.
Can be trained
Working knowledge of UCLA Courtesy Parking, BCR deposit protocols, and Faculty Center payments.
Can be trained
Working knowledge of UCLA Travel Express reimbursements, research travel and reimbursements, and fulfilling Purchase Order requests.
Can be trained
Working knowledge of team building and the maintenance of a cooperative work environment.
Required
Ability to clearly articulate expectations and work assignments to students new to the work force and monitor/guide progress.
Required
Additional Posting Information
Bargaining Unit:
CX-Clerical & Allied Services
Application Deadline:
06-09-2023
External Posting Date:
$ads={2}
