Incumbent provides high-level coordination and administrative support to the Department Chair and Department Administrator (MSO). Responsibilities include but are not limited to independent management of the Chair's executive calendar, drafting and preparation of memos and correspondence on behalf of the Department Chair; independent coordination of meetings and seminars. Incumbent assists with the Department's Academic Personnel Coordination. Incumbent also assists with management of department faculty searches, using UCLA Academic Recruit, ensuring all requirements for faculty searches are met in accordance with UCLA CALL Appendices 4, 22 and 23, and all applicable policies and procedures outlined in the Systemwide Academic Personnel Manual. Provide management of all procedure and processing requirements of APM 430 - Visiting Scholars, ensuring eligibility, and reviewing all Visiting Scholar submissions from department faculty for submission to the Dean's Office. Collaborate with Department Chair and MSO on department-related activities such as accreditation, monthly faculty meetings, and other faculty gatherings. Process reimbursements using BruinBuy or Travel Express. Participate in high-level meetings, including support of ongoing department faculty meetings; support the Chair's teaching and research activities, including preparation of slides, drafting progress reports, organizing conference calls, process and track Chair's travel and travel reimbursements. Other projects as assigned.
Applicants must submit their qualifications via UCLA's Career Opportunities website at https://hr.mycareer.ucla.edu. Reference UCLA REQ. # 27026
The complete listing of qualifications is available on UCLA's official job posting.
Demonstrated proficiency with software to complete job tasks, including but not limited to Microsoft Office (Word, Excel, PowerPoint, FileMaker Pro) for the purpose of generating and maintaining rosters of eligibility, presentations, complex documents, budget spreadsheets, and other documents as necessary.
Demonstrated English writing skills to compose original documents that are grammatically correct. Documents include reports, correspondence, memoranda, letters and e-mail correspondence.
Demonstrated analytical skills to research and summarize information to arrive at decisions regarding academic personnel actions and dossiers, special events, extramural submissions, accreditation site visits, and special projects as assigned.
Strong organizational skills and attention to detail as well as ability to manage multiple tasks.
Skill in transcribing dictated letters and other correspondence.
Experience working independently and ability to work efficiently and effectively in a fast-paced, deadline-driven environment with competing priorities and frequent interruptions.
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 - http://policy.ucop.edu/doc/4000376/NondiscrimAffirmAct
UCLA's primary purpose as a public research university is the creation, dissemination, preservation and application of knowledge for the betterment of our global society. To fulfill this mission, UCLA is committed to academic freedom in its fullest terms: We value open access to information, free and lively debate conducted with mutual respect for individuals, and freedom from intolerance. Diver...se, progressive and centered in one of the most influential cities in the world, UCLA is a truly international university that offers a world of opportunity. Consistently ranked among the world's top-tier universities and powered by extensive resources, a renowned reputation and the will to make a real difference in the world