Administrative Coordinator, MAE Department

University of California, Los Angeles; Los Angeles (CA); On-site; USD 42,000 - 65,000; Full time

Job summary

University of California, Los Angeles (UCLA) seeks an Administrative Assistant to support the Mechanical and Aerospace Engineering Department. You will assist with day-to-day operations, support 41-45 faculty and 15-20 instructors per quarter, and help coordinate recruitment activities, seminars, hotels, and visiting candidate logistics.

The role requires 1–3 years in office administration, familiarity with university policies, and proficiency with Word/Excel.

Qualifications

• 1-3 years Experience in office administration or performing in an office environment, familiarity with office equipment and structure. (Preferred)
• Working knowledge of university policies and procedures. (Preferred)
• Working knowledge of policies regarding travel and reimbursements. (Preferred)
• Skill in using UCLA purchasing and acquisitions system and related policies. (Preferred)
• Ability to work independently with minimal supervision. (Required)
• Ability to analyze situations, define problems and identify factors. (Required)
• Ability to prioritize assignments under heavy workload. (Required)
• Interpersonal skill to interact with faculty, staff, students and others. (Required)
• Knowledge of and skill in operating UCLA BruinBuy, Travel Express, UCPath, QDB, AIS, PPP and other systems. (Preferred)
• Ability to use Microsoft Word, Excel and basic web/filing systems. (Required)
• Maintain confidentiality of records and information. (Required)
• Strong oral and written communication with all university levels. (Required)

Responsibilities

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

Skills

Office administration

University policies & procedures

Travel & reimbursements

Purchasing systems

Independent work

Problem solving

Interpersonal skills

Microsoft Word & Excel

Confidentiality

Communication skills

Education

High School diploma

Tools

BruinBuy

Travel Express

UCPath

QDB

AIS

PPP

Job description

University of California, Los Angeles (UCLA) seeks an Administrative Assistant to support the Mechanical and Aerospace Engineering Department. You will assist with day-to-day operations, support 41-45 faculty and 15-20 instructors per quarter, and help coordinate recruitment activities, seminars, hotels, and visiting candidate logistics.

The role requires 1–3 years in office administration, familiarity with university policies, and proficiency with Word/Excel.