Blank Assistant 3

UCLA; Los Angeles (CA); On-site; USD 45,000 - 65,000; Full time

Job summary

UCLA's Mechanical and Aerospace Engineering Department seeks an administrative professional to support daily operations. You will assist 41-45 faculty and 15-20 temporary instructors per quarter, aid recruitment, and arrange seminars, travel, and accommodations for visiting candidates.

Required are strong organizational and communication skills, 1–3 years of office experience, and proficiency with MS Word/Excel. Familiarity with UCLA purchasing and travel systems is a plus.

Qualifications

• 1-3 years experience in office administration or in an office environment.
• Understanding of university policies and procedures (preferred).
• Understanding travel and reimbursement policies (preferred).
• Experience with UCLA purchasing and acquisitions systems (preferred).
• Ability to work independently with minimal supervision (required).
• Ability to analyze situations and define problems and relevant factors (required).
• Ability to prioritize tasks under heavy workload and deadlines (required).
• Strong interpersonal skills with faculty, staff, students, and external partners (required).
• Familiarity with Microsoft Word and Excel; some web design knowledge and filing systems (required).
• Ability to maintain confidentiality of records and information (required).
• Strong written and oral communication skills with all levels of university personnel (required).

Responsibilities

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

Skills

Office administration

Microsoft Word

Microsoft Excel

Communication skills

Confidentiality

Travel & reimbursements policies

Independent worker

Problem analysis

Prioritization

Interpersonal skills

BruinBuy / Travel Express / UCPath / Q

Education

High School diploma

Tools

BruinBuy Purchasing

Travel Express

UCPath

QDB

AIS

PPP

Job description

Department Summary

As a leading Mechanical and Aerospace Engineering Department in the country and around the world, our faculty and students conduct trailblazing research in broad interdisciplinary areas of Mechanical and Aerospace Engineering: from rockets and spacecraft, to robots, medicine, advanced materials, energy and sustainability.

Department Summary

As a leading Mechanical and Aerospace Engineering Department in the country and around the world, our faculty and students conduct trailblazing research in broad interdisciplinary areas of Mechanical and Aerospace Engineering: from rockets and spacecraft, to robots, medicine, advanced materials, energy and sustainability.

Position Summary

Under the general direction of the MSO, assist with the operational functions of the Mechanical and Aerospace Engineering Department. Provide administrative support to approximately 41-45 faculty and 15-20 temporary instructors per quarter related to all aspects of their academic and professional activities. Assist with recruitment efforts in the MAE Dept. Coordinate seminars, hotels, and other arrangements for visiting candidates.

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

• 1-3 years Experience in office administration or performing in an office environment, familiarity with office equipment and structure. (Preferred)
• 1. Working knowledge of university policies and procedures. (Preferred)
• 2. Working knowledge of University policies and procedures regarding travel and reimbursements. (Preferred)
• 3. Demonstrated skill in the use of University purchasing and acquisitions system, policies and procedures. (Preferred)
• 4. Skill in working independently and following through on assignments with minimal supervision. (Required)
• 5. Ability to analyze situations and define problems, objective, and identify relevant factors. (Required)
• 6. Skill in prioritizing assignments when faced with heavy workload, competing deadlines, and compelling requests for service. (Required)
• 7. Interpersonal skill to interact effectively with faculty, staff, and students. (Required)
• 8. Demonstrated knowledge of and skill in operating the UCLA BruinBuy purchasing, Travel Express, UCPath, QDB, AIS, PPP and other systems. (Preferred)
• 9. Ability to use Microsoft Word, Excel, some knowledge of web design and computer based filing systems. (Required)
• 10. Ability to maintain confidentiality of records and information. (Required)
• 11. Demonstrated oral and written communication skills sufficient to establish effective working relations will all levels of university faculty, staff, students and outside agencies. (Required)

Education, Licenses, Certifications & Personal Affiliations

• High School diploma or equivalent experience (Required)

Special Conditions for Employment

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

Schedule

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(40114918)