Administrative Coordinator for Mechanical & Aerospace Dept

The Regents of the University of California on behalf of their Los Angeles Campus; Los Angeles (CA); On-site; USD 52,000 - 62,000; Full time

Job summary

The Regents of the University of California, on behalf of their Los Angeles Campus, invites applications for an Assistant 3 to support the Mechanical and Aerospace Engineering Department in Los Angeles. The role provides administrative support to faculty and instructors, assists with recruitment, and coordinates seminars, travel, and visiting candidate arrangements.

Successful candidates will have strong organizational skills, familiarity with university policies, proficiency in Word and Excel,

Qualifications

• 1-3 years experience in office administration or in an office environment.
• Familiarity with university policies and procedures.
• Knowledge of travel and reimbursements processes.
• Experience with UCLA BruinBuy, Travel Express, UCPath, QDB, AIS, PPP and other systems.
• Ability to work independently with minimal supervision.
• Ability to analyze situations, define problems, objectives, and identify relevant factors.
• Strong prioritization when faced with heavy workload and deadlines.
• Interpersonal skills to interact with faculty, staff, and students.
• Proficiency in Microsoft Word and Excel; some knowledge of web design and filing systems.
• Ability to maintain confidentiality of records and information.
• Strong oral and written communication with diverse university stakeholders.

Responsibilities

• Assist with operational functions of the MAE Department.
• Provide administrative support to approximately 41-45 faculty and 15-20 temporary instructors per quarter.
• Assist with recruitment efforts in the MAE Dept.
• Coordinate seminars, hotels, and other arrangements for visiting candidates.

Skills

Office administration

University policies

Travel & reimbursements

Purchasing systems

Independent work

Problem solving

Prioritization

Interpersonal skills

UCLA systems

Word & Excel

Confidentiality & communication

Education

High School diploma or equivalent experience

Job description

The Regents of the University of California, on behalf of their Los Angeles Campus, invites applications for an Assistant 3 to support the Mechanical and Aerospace Engineering Department in Los Angeles. The role provides administrative support to faculty and instructors, assists with recruitment, and coordinates seminars, travel, and visiting candidate arrangements.

Successful candidates will have strong organizational skills, familiarity with university policies, proficiency in Word and Excel,