Administrative Specialist

UCLA; Los Angeles (CA); On-site; USD 55,000 - 75,000; Full time

Job summary

The UCLA Anderson Center MEMES seeks an Administrative Specialist to serve as the daily administrator, supporting conferences, MBA courses, Summer Programs, student clubs, and development initiatives. Under supervision from the ED and PM, you will manage the ED's calendar, coordinate meetings and travel, respond to inquiries, and oversee communications and logistics.

You will maintain the Center's contact database, update the website and social media, greet visitors, and manage general office

Qualifications

• Professional demeanor to provide proactive and pleasant communication to all constituencies.
• Demonstrated skill in providing quality customer service in high traffic environments and excellent oral communication skills.
• Demonstrated high-level skill in professionally coordinating telephone, interpersonal, electronic and print communications.
• Demonstrated skill in speaking extensively with senior executives, their offices, students, faculty, prospective students, Anderson personnel.
• Demonstrated skill in organization and multi- tasking --prioritizing assignments and achieving high productivity and quality under rigid deadlines.
• Demonstrated skill in working independently and following through on assignments with minimal directions.
• Skills in innovation and creatively thinking new alternatives and opportunities.
• Detailed knowledge of the English language and proofreader marks to correct grammar, spelling, and punctuation errors.
• Demonstrated skill in coordinating large scale, high-profile, complex conferences and events.
• Working knowledge to operate a PC in a Windows environment, organize the drive directory within the Local Area Network, manipulate computer files, and smoothly manipulate e-mails and accounts.
• Detailed knowledge of Word, Excel, and PowerPoint to produce business correspondence, research tables and graphs, financial reports, mail merge databases and presentations.
• Demonstrated skill in using Internet search engines for research materials; library resources, journal articles, working papers, contact information, book retailers, etc.
• General knowledge of Adobe Acrobat, On-Line Purchasing and Accounts Payable System (PAC), UCLA Express, and Photoshop.
• Demonstrated skill in typing 50 WPM.
• Demonstrated skill in general office management sufficient to manage an office as the key day-to-day administrator.
• Ability to work occasional evening or weekend (1-2/month) events.
• General knowledge of ACT or another similar customer relationship management database. Demonstrated skill in database maintenance.
• Proven knowledge of entertainment, media, and/or technology companies, businesses, and relationships.
• General knowledge of Canva, Adobe Illustrator, Adobe Photoshop, HTML, Wordpress and/or content management systems.

Responsibilities

• Serve as daily administrator for the UCLA Anderson Center MEMES, supporting conferences, events, and courses.
• Manage the ED's calendar and coordinate meetings, travel arrangements, and appointments.
• Respond to email and phone inquiries for the Center.
• Coordinate summer program faculty and staff and logistics for programs, including room and transportation.
• Update external communications, newsletters, and the Center's contact management database.
• Greet visitors and handle general office management duties, including supplies and speaker gifts.

Skills

Communication

Customer service

Executive coordination

Multitasking

Independent work

Attention to detail

Event coordination

Typing 50 WPM

Office management

CRM knowledge

Tools

Word

Excel

PowerPoint

Adobe Acrobat

Photoshop

Canva

Illustrator

HTML

Wordpress

PAC (Accounts Payable)

UCLA Express

Job description

Department Summary

This Administrative Specialist (AS) position is the daily administrator for the UCLA Anderson Center for Media, Entertainment & Sports. Under supervision from the Executive Director (ED) and the Program Manager (PM), the AS will manage various administrative responsibilities related to student and industry conferences and events; the Center’s courses for MBA candidates; Summer Programs, Student Clubs; and Development initiatives. The AS will manage the ED's calendar and schedule and coordinate meetings, appointments and travel arrangements. The AS will also respond to email and phone inquiries made to the Center. The AS will serve as the central coordinator for the Center's summer program faculty and staff, manage program logistics including room and transportation scheduling, and assist with resolving any administrative problems that may arise during the programs. The AS will coordinate external communications, including mass mailings, e-mails, and electronic and print newsletters. The AS will manage and maintain the Center's contact management database and make updates to website and social media platforms. The AS will greet visitors to the Center and handle general office management duties including managing office supplies and speaker gifts. (S)he will be assigned additional responsibilities as needed.

Position Summary

This Administrative Specialist (AS) position is the daily administrator for the UCLA Anderson Center for Management of Enterprise in Media, Entertainment & Sports (MEMES). Under supervision from the Executive Director (ED) and the Program Manager (PM), the AS will manage various administrative responsibilities related to student and industry conferences and events; MEMES courses for MBA candidates; Summer Programs, Student Clubs; and Development initiatives. The AS will manage the ED's calendar and schedule and coordinate meetings, appointments and travel arrangements. The AS will also respond to email and phone inquiries made to the Center. The AS will serve as the central coordinator for the Center's summer program faculty and staff, manage program logistics including room and transportation scheduling, and assist with resolving any administrative problems that may arise during the programs. The AS will coordinate external communications, including mass mailings, e-mails, and electronic and print newsletters. The AS will manage and maintain the Center's contact management database and make updates to website and social media platforms. The AS will greet visitors to the Center and handle general office management duties including managing office supplies and speaker gifts. (S)he will be assigned additional responsibilities as needed.

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

• Professional demeanor to provide proactive and pleasant communication to all constituencies including demonstrated skill in speaking on a one-to-one basis using appropriate vocabulary and grammar to obtain information, explain policies, and directions. (Required)
• Demonstrated skill in providing quality customer service in high traffic environments and excellent oral communication skills to probe, receive, comprehend, and disseminate information effectively. (Required)
• Demonstrated high-level skill in professionally coordinating telephone, interpersonal, electronic and print communications. (Required)
• Demonstrated skill in speaking extensively with senior executives, their offices, students, faculty, prospective students, Anderson personnel, and all persons of various ages and social, cultural, economic and educational backgrounds. (Required)
• Demonstrated skill in organization and multi- tasking --prioritizing assignments and achieving high productivity and quality under rigid deadlines in an environment with frequent workload changes, competing demands and interruptions. (Required)
• Demonstrated skill in working independently and following through on assignments with minimal directions. Skill in accepting equivocal circumstances, and taking action where answers to a problem are not readily apparent. (Required)
• Skills in innovation and creatively thinking new alternatives and opportunities. (Required)
• Detailed knowledge of the English language and proofreader marks to correct grammar, spelling, and punctuation errors. (Required)
• Demonstrated skill in coordinating large scale, high-profile, complex conferences and events. (Required)
• Working knowledge to operate a PC in a Windows environment, organize the drive directory within the Local Area Network (LAN), manipulate computer files, and smoothly manipulate e-mails and accounts. (Required)
• Detailed know ledge of Word, Excel, and PowerPoint to produce business correspondence, research tables and graphs, financial reports, mail merge databases and presentations. (Required)
• Demonstrated skill in using Internet search engines for research materials; library resources, journal articles, working papers, contact information, book retailers, etc. (Required)
• General knowledge of Adobe Acrobat, On-Line Purchasing and Accounts Payable System (PAC), UCLA Express, and Photoshop. (Required)
• Demonstrated skill in typing 50 WPM. (Required)
• Demonstrated skill in general office management sufficient to manage an office as the key day-to-day administrator. (Required)
• Ability to work occasional evening or weekend (1-2/month) events. (Required)
• General knowledge of ACT or another similar customer relationship management database. Demonstrated skill in database maintenance. (Preferred)
• Proven knowledge of entertainment, media, and/or technology companies, businesses, and relationships. (Preferred)
• General knowledge of Canva, Adobe Illustrator, Adobe Photoshop, HTML, Wordpress and/or content management systems. (Preferred)

Special Conditions for Employment

• Background Check: Continued employment is contingent upon the completion of a satisfactory background investigation.
• Age Requirement: Candidate(s) must be 18 years or older to be eligible to be hired.

Schedule

Standard hours are Monday through Friday from 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&JDName=Blank%20Assistant%203%20(MI-DPT030000-JC004722-PD168092)