Position Description: As the first point of contact to the public, the Administrative Specialist (AS) will provide key functions for the Department of Civil & Environmental Engineering:
The AS will provide analytical and administrative support to manage the large volume of purchase orders, travel reimbursements and travel arrangements for all faculty, student groups and visitors.
The AS will provide support to the Department Executive Administrators consisting of the Chair, two Vice Chairs and Department Manager (MSO). The support will include: coordinate Chair's calendar and travel, independently administer affairs for the Chair in their absence, and setting priorities to ensure the smooth flow and functioning of the Chair's office. Provide assistance and reports to Vice Chairs and MSO as needed and as requested. Working closely with the Department Chair, the AS will coordinate activities of the Department's Industry Advisory Board (IAB) and facilitate outreach to industry and alumni for special events and fund raising efforts for the Department. In this capacity, the AS will interact with HSSEAS External Affairs, ASCE student organization and alumni groups to identify and promote special events, distribute annual solicitation letters and process donation checks.
The AS will manage external written communications for the department, including the annual department newsletter and periodic emails and update the department website. This will include maintaining databases for alumni and industry contacts, in coordination with HSSEAS External Affairs and student groups, and managing the preparation of content.
Additionally the AS will handle all administrative and logistical functions for the two weekly seminar series, all faculty search and recruitment activities and all visitors to the department, including travel arrangements, publicity, refreshments, etc. The AS will perform all day-to-day administrative duties, including processing facility requests for alterations and all telephone orders, managing the distribution of keys and building access, distribute daily mail, textbook orders, answering phones, order office supplies and serving as Department Parking Coordinator.
The University of California is an Equal Opportunity/Affirmative Action Employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, age or protected veteran status. For the complete University of California nondiscrimination and affirmative action policy, see: UC Nondiscrimination & Affirmative Action Policy, https://policy.ucop.edu/doc/4000376/DiscHarassAffirmAction
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UCLA is known worldwide for the breadth and quality of its academic, research, health care, cultural, continuing education and athletic programs. UCLA offers undergraduate degrees in more than 127 majors and graduate degrees in 198 program areas. UCLA has 11 highly regarded professional schools. Eight are ranked among the nation's top 15 in their field by U.S. News & World Report. UCLA is consistently among the most popular campus in the nation for undergraduate applicants. The University of California is an Equal Opportunity/Affirmative Action Employer. All qualified applicants will receive consideration for employment without regard to age, race, color, religion, sex, national origin, disability, or protected veteran status. Benefits: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.