Blank Assistant 3

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

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 Assistant 3 (40114918)