Business Assistant

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

Job summary

University of California, Los Angeles (UCLA) seeks a business assistant to support the Police Department’s day-to-day operations, handling financial transactions, research, and project coordination under the supervision of the Business and Finance Manager.

The role includes developing filing systems, editing documents, and managing office operations, with emphasis on accuracy, discretion, and effective communication. 8:00 a.m. to 5:00 p.m. schedule; background checks required.

Qualifications

• Working knowledge of UCLA procurement, accounting, and financial policies and procedures, including BruinBuy Plus, Concur, and related financial systems.
• Ability to process complex financial transactions, research discrepancies, reconcile accounts, and resolve procurement and payment issues with accuracy and attention to detail.
• Knowledge of purchasing, accounts payable, reimbursement, and invoice processing principles, including interpretation and application of University policies and procedures.
• Ability to coordinate multiple projects simultaneously, establish priorities, meet deadlines, and adapt to changing operational needs with minimal supervision.
• Skill in analyzing information, identifying problems, evaluating alternatives, and exercising sound judgment to develop appropriate solutions.
• Ability to coordinate facilities maintenance, infrastructure projects, and service requests while collaborating with multiple campus departments, contractors, and external vendors.
• Demonstrated organizational skills with the ability to maintain accurate financial records, documentation, and tracking systems while ensuring compliance with record retention requirements.
• Strong interpersonal and customer service skills to establish and maintain effective working relationships with department personnel, campus partners, vendors, and outside agencies.
• Excellent written and verbal communication skills sufficient to prepare business correspondence, reports, and procedural documentation and to communicate policies and procedures clearly.
• Advanced proficiency using Microsoft Office applications, including Excel, Word, Outlook, and other business software to prepare reports, analyze data, and manage information.
• Ability to maintain confidentiality and exercise discretion when handling sensitive financial, personnel, and operational information.
• Ability to work independently while exercising initiative, sound judgment, and accountability in managing assigned responsibilities and business operations.

Responsibilities

• Complete business transactions related to the day-to-day operation of the Police Department and provide clerical support.
• Develop and implement standardized filing and recordkeeping systems; compile and edit documents.
• Coordinate assigned projects, research and analyze information, and manage office operations.
• Oversee business maintenance and police station infrastructure in collaboration with campus departments and vendors.

Skills

Procurement policies

Accounts payable

Reconciling accounts

Project coordination

Data analysis

Recordkeeping

Customer service

Written communication

Confidentiality

Independent work

Microsoft Office

Tools

BruinBuy Plus

Concur

Microsoft Excel

Microsoft Word

Microsoft Outlook

Job description

Position Summary

Under the supervision of the Business and Finance Manager, the business assistant completes business transactions related to the day-to-day operation of the Police Department and provides clerical support. Major duties include financial transactions, research and analysis, coordination of assigned projects, compiling and editing documents, developing and implementing standardized systems of filing and recordkeeping, and general office management. Minor duties include oversight of business maintenance and police station infrastructure.

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

• Working knowledge of UCLA procurement, accounting, and financial policies and procedures, including BruinBuy Plus, Concur, and related financial systems. (Preferred)
• Demonstrated ability to process complex financial transactions, research discrepancies, reconcile accounts, and resolve procurement and payment issues with accuracy and attention to detail. (Required)
• Knowledge of purchasing, accounts payable, reimbursement, and invoice processing principles, including interpretation and application of University policies and procedures. (Required)
• Ability to coordinate multiple projects simultaneously, establish priorities, meet deadlines, and adapt to changing operational needs with minimal supervision. (Required)
• Skill in analyzing information, identifying problems, evaluating alternatives, and exercising sound judgment to develop appropriate solutions. (Required)
• Ability to coordinate facilities maintenance, infrastructure projects, and service requests while collaborating with multiple campus departments, contractors, and external vendors. (Required)
• Demonstrated organizational skills with the ability to maintain accurate financial records, documentation, and tracking systems while ensuring compliance with record retention requirements. (Required)
• Strong interpersonal and customer service skills to establish and maintain effective working relationships with department personnel, campus partners, vendors, and outside agencies. (Required)
• Excellent written and verbal communication skills sufficient to prepare business correspondence, reports, and procedural documentation and to communicate policies and procedures clearly. (Required)
• Advanced proficiency using Microsoft Office applications, including Excel, Word, Outlook, and other business software to prepare reports, analyze data, and manage information. (Required)
• Ability to maintain confidentiality and exercise discretion when handling sensitive financial, personnel, and operational information. (Required)
• Ability to work independently while exercising initiative, sound judgment, and accountability in managing assigned responsibilities and business operations. (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.
• Driving Record: The position is subject to the California DMV "Pull Notice System" and continued employment is contingent upon proof of a satisfactory driving record.
• CANRA: The position is designated as a mandatory reporter under CANRA. The employee must sign the "Statement Acknowledging Requirement to Report Child Abuse".
• Clery Act: The position is a designated CSA (Campus Security Authority) under Clery Act requirements.

Schedule

8:00 a.m. to 5:00 p.m. or as agreed upon by supervisor

Union/Policy Covered

CX-Clerical & Allied Services

Complete Position Description

https://universityofcalifornia.marketpayjobs.com/ShowJob.aspx?EntityID=38&JDName=Blank%20Assistant%203%20(40094249)