Administrative Specialist

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

Job summary

UCLA Anderson Center for Management of Enterprise in Media, Entertainment & Sports (MEMES) seeks an Administrative Specialist to act as daily administrator for conferences, courses, and programs. You will manage calendars, travel, and communications while coordinating center events and logistics.

The role involves supporting development initiatives, managing the contact database, and updating the center’s website and social channels. Evening/weekend events may be required.

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.
• Ability to speak with senior executives, students, faculty and staff from diverse backgrounds.
• Strong organization and multi-tasking abilities under deadlines.
• Independent work style with minimal direction.
• Creative thinking and problem-solving abilities.
• Excellent command of English language, proofreading and editing.
• Experience coordinating large-scale conferences and events.
• Proficiency with Windows PC, LAN navigation, email management.
• MS Word, Excel, PowerPoint for business docs and reports.
• Familiarity with Internet research and library resources.
• General knowledge of Adobe Acrobat, PAC, UCLA Express, Photoshop.
• Typing 50 WPM.
• General office management responsibilities.
• Availability for occasional evenings or weekend events.
• CRM database knowledge (ACT or similar) preferred.
• Entertainment/media/tech industry knowledge preferred.
• Canva, Illustrator, Photoshop, HTML, WordPress knowledge preferred.

Responsibilities

• Serve as the daily administrator for the MEMES center and related programs.
• Manage calendars, meetings, travel arrangements and executive scheduling.
• Coordinate center communications, mass mailings, newsletters, and web/social updates.
• Oversee office operations, supplies, and event logistics for conferences.
• Support development initiatives and student/industry programs.
• Greet visitors and act as primary office contact.

Skills

Professional demeanor

Customer service

Communications

Executive communication

Organization

Independence

Creative thinking

Proofreading

Event coordination

PC proficiency

MS Office

Research skills

Adobe tools

Typing

Office management

Evening hours

CRM software

Industry knowledge

Canva

Illustrator

Photoshop

HTML

WordPress

Tools

PAC

UCLA Express

Photoshop

Acrobat

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)

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)

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.