Department Summary

The Office of Undergraduate Admission supports UCLA undergraduate student enrollment goals through recruitment, admission, and yield practices consistent with the mission and values of the university. We seek to recruit and enroll high-achieving, talented students from diverse backgrounds from throughout California, the US, and abroad to both benefit from and contribute to one of the leading research universities in the world.
Position Summary

The Assistant to the Directors reports to the Executive Director of UCLA Undergraduate Admission, however, the individual works closely with, and takes direction from, the Executive Director, the Deputy Director and the Senior Associate Directors (Marketing, Communication & Professional Development, Recruitment and Review, IT & Business Operations) - and other senior administrators as determined by the Executive Director.

 

The individual is responsible for both providing high level administrative support to these five individuals, including comprehensive calendar duties, meeting preparation and correspondence. This individual is regarded as a "face" of the Executive Director and Undergraduate Admission in all forms of communication to numerous constituents, including the general public, UCLA Chancellor's office, University of California Office of the President, California legislative groups, campus departments, senior administrators and faculty at external schools and colleges (California, and other U.S., and internationally). The individual will be responsible for responding directly to requests on behalf of the Executive Director and Undergraduate Admission.

 

The position works closely with all units in Undergraduate Admission, both in practical and logistical ways, but also as an extension of the Executive Director and Senior Leadership. As such, the incumbent is responsible for special project/event and meeting planning in support of the senior leadership and their respective units. Additionally, the Assistant to the Directors will serve as a member of the Administrative Team and will serve various administrative functions as designated by the Executive Director, including purchasing, accounts payable and financial management, and processing requests for supplies, services, and equipment using various on-line systems (such as BruinBuy Plus and Concur's UCLA Express). Lastly, as a member of Undergraduate Admission, the individual will participate in application review.

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

2-3 years related experience (Preferred)

Demonstrated commitment to high quality customer service. Ability to diplomatically handle difficult or urgent matters in a confident and proficient manner, and to maintain confidential and sensitive information with tact and discretion. (Required)

Demonstrated written and oral skills to write clear and grammatically correct documentation. Ability to communicate clearly and concisely to convey appropriate messages, give instructions and obtain information. Skill in writing concise, logical, and grammatically correct business correspondence and procedures. (Required)

Ability to work independently, organize work, set priorities that accurately reflect the relative importance of job responsibilities, handle several projects simultaneously, and adapt to frequent schedule changes and interruptions. Demonstrated skill in assessing timelines and coordinating numerous assignments and projects simultaneously under heavy and constantly fluctuating workloads and conflicting deadlines. Skill in organizing material and information in a systematic manner to maximize efficiency and minimize duplication of effort. (Required)

Ability to establish and maintain cooperative working relationship with administrators, faculty, staff members, media and the public. Demonstrated interpersonal skills for purposes of collaboration, negotiation and information exchange at a variety of levels. Sensitivity to the needs of a diverse student population, and demonstrated ability to work collaboratively as part of a highly visible team interacting in a cooperative and professional manner. (Required)

Demonstrated organizational skills in managing and prioritizing a broad variety of activities/assignments to complete work in a timely manner when there are changes in workload and competing deadlines. (Required)

Analytical skills to review documents, information, situations and procedures in order to identify any discrepancies or potential problems, and generate alternatives or offer solutions and/or methods of implementation, based on existing guidelines when action of higher level is needed. (Required)

Demonstrated working knowledge of undergraduate admission activities in a university setting. (Required)

Expert skill in applying accounting and audit principles and practices. In depth knowledge of financial ledgers and report systems. Expert skill in reconciliation of transactions and resolving errors and discrepancies. (Preferred)

Working knowledge of UCLA Campus policies and procedures. (Preferred)

High-level skill in using Excel, Word and PowerPoint to create and analyze data and develop reports. (Required)

Ability to work flexible hours-evenings and weekends, as needed. (Required)

Education, Licenses, Certifications & Personal Affiliations

Bachelor's Degree (Preferred)

Special Conditions for Employment

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

Live Scan Background Check: A Live Scan background check must be completed prior to the start of employment.

CANRA: The position is designated as a mandatory reporter under CANRA. The employee must sign the "Statement Acknowledging Requirement to Report Child Abuse".

Schedule

8:00 a.m. to 5:00 p.m.
Union/Policy Covered

CX-Clerical & Allied Services
Complete Position Description

https://universityofcalifornia.marketpayjobs.com/ShowJob.aspx?EntityID=38&jobcode=40112511

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