Under the supervision of the Undergraduate Research Center (URC)-Sciences Director, and Associate Director, the Administrative Assistant provides general administrative support for PEERS (The Program for Excellence in Education and Research in the Sciences) and for Research Scholarship Programs such as CARE Fellows, Transfer Fellows and Amgen Scholars. Major duties include: Plan and coordinate events, workshops and meetings including catering and rooms contracts; maintain extensive databases of student information; organize academic and admissions information and applicant dossiers; update web pages; Perform accounting functions for purchases, payments, and reimbursements using appropriate on-line systems such as BruinBuy and Travel Express. Handle personnel and payroll administration as well as processing of student awards. Manage email communications and correspondence with faculty, students and staff. Additional duties may include administrative support and special projects for the Director, and Associate and Assistant Directors. Must be able to maintain a regular schedule and on-time attendance.
The URC-Sciences at UCLA is within the Division of Undergraduate Education and the College of Letters and Science. The URC-Sciences works collaboratively to serve UCLA's undergraduate science population. Through various programs the URC-Sciences recruits, develops, and celebrates students involved in research. Our mission is to support and increase the retention of science majors in all disciplines, with some programs focused on students who face economic, familial, educational, social or other challenges.
Percentage of Time:
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100Shift Start:
8:00 am
Shift End:
4:30 pm
Qualifications for Position
19
Records
Qualifications
Required/Preferred
1. Demonstrated skill in providing clerical and administrative support in an office environment.
Required
2. Ability to speak and interact effectively with persons from various social, cultural, economic and educational backgrounds and persons with disabilities.
Required
3. Ability to communicate program information and answer questions, accurately and effectively to students, parents, faculty and other individuals, in person and over telephone and via email.
Required
4. Writing, drafting, editing and proofreading skills to prepare concise, logical, grammatically correct correspondence.
Required
5. Skill in prioritizing assignments to complete work in a timely manner when there are changes in workload, changes in assignment, frequent interruptions, and/or pressures of deadlines.
Required
6. Demonstrated experience and proficiency in using Microsoft Word, Outlook, Excel, PowerPoint, Filemaker Pro, Adobe Illustrator, and the Internet.
Required
7. Typing and data entry skills to quickly and accurately prepare spreadsheets, databases, and documents.
Required
8. Ability to establish and maintain cooperative working relationships with co-workers, staff, students and faculty, and work effectively as part of a team.
Required
9. Demonstrated skill in event and meeting planning. Ability to coordinate the logistics of planning and implementation of small to large scale events.
Preferred
10. Knowledge of UCLA policies and procedures and hiring protocols.
Can be trained
11. Skill in maintaining correspondence with students and staff.
Required
12. Skill in maintaining organized and accurate records.
Required
13. Skill and ability to quickly organize and analyze records.
Required
14. Skill in organizing, prioritizing and keeping track of student application process.
Required
15. Skill in tactful verbal communication, and negotiation to obtain best resolution for student concerns.
Required
16. Working knowledge of the University's on-line purchasing and accounts payable system (Bruin Buy) and travel system (Express) to process payments and reimbursements and make travel arrangements
Can be trained
17. Working knowledge of University accounting policies and procedures.
Can be trained
18. Ability to use discretion, sound judgment and tact in dealing with confidential materials and information.
Required
19. Must be able to maintain regular schedule and on-time attendance. Must be able to work overtime, evenings and weekends as needed.
Required
Additional Posting Information
Bargaining Unit:
CX-Clerical & Allied Services
Application Deadline:
07-12-2023
External Posting Date:
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