Division of Regenerative and Reconstructive Sciences - Assistant

University of California, Los Angeles; Los Angeles (CA); On-site; USD 48,000 - 64,000; Full time

Job summary

University of California, Los Angeles (UCLA) Dentistry seeks an Administrative Assistant 3 to provide comprehensive support to the Division of Regenerative and Reconstructive Sciences. The role requires teamwork and the ability to work independently on multiple projects, supporting academic functions for faculty, students, residents, and visiting scholars.

The position emphasizes educational support, division and financial management, and collaboration across departments while meeting tight

Qualifications

• General knowledge of UCLA Academic Personnel Policies and experience with policies at academic institutions.
• Working knowledge of University accounting forms and procedures and policies.
• Detailed knowledge of University and School rules for graduates and admission requirements.
• Proficiency with Macintosh or PC and MS Office Suite; ability to learn new software.
• Ability to provide accurate information on UCLA policies to faculty, students and staff.
• Knowledge of end to end event planning from concept through execution, including guest lists and catering.
• Maintain website and email services; navigate internet resources for the department.
• Superior written and verbal communication; craft routine correspondence with correct English.
• Ability to work independently and collaboratively under competing deadlines.
• Maintain confidentiality of faculty and student files.
• Strong interpersonal skills to work with staff, faculty, students and other departments.

Responsibilities

• Provide educational support for the Division of Regenerative and Reconstructive Sciences.
• Support faculty and division activities and handle financial management tasks.
• Assist with coordinating events and reaching deadlines in a fast-paced academic environment.

Skills

Communication skills

Written communication

Verbal communication

Attention to detail

Prioritization

Independent and collaborative work

Interpersonal skills

Discretion and confidentiality

Education

Bachelor's Degree BA/BS or MA

Tools

MS Office Suite

Macintosh/PC proficiency

Job description

Department Summary

The caliber of our faculty, staff, and student dentists helps foster a dynamic environment, focused towards the future. Along with our passion and dedication to be among the best in the world, UCLA Dentistry is truly unique. As part of a world-renowned research university, combined with excellent educational programs and clinic training, we believe this is where leaders are made.

Position Summary

The Administrative Assistant 3 (AA3) will provide comprehensive administrative support to the Division of Regenerative and Reconstructive Sciences. This position requires both teamwork and the ability to work independently on various projects. The role supports the academic functions of the division, involving full-time and part-time faculty, pre-doctoral dental students, residents, postdoctoral students, preceptors, and visiting scholars. The responsibilities include educational support, faculty and division support, and financial management. The position requires the ability to manage multiple competing priorities, exercise sound judgment in prioritizing assignments, and meet frequent and time-sensitive deadlines in a fast-paced academic and administrative environment.

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

• General knowledge of the UCLA Academic Personnel Policies and/or experience working with policies and procedures of an academic institution. (Preferred)
• Working knowledge of University accounting forms and procedures and policies. (Preferred)
• Detailed knowledge of University and School rules and regulations as applied to graduates, and general requirements for degrees and admission at the graduate level. (Preferred)
• Demonstrated skill using a Macintosh or PC to perform a variety of projects. Intermediate to advance level skills in MS Office Suite, and ability to learn and manage a multitude of disparate new software and online programs for UCLA administrative & programmatic support. (Required)
• Ability to provide accurate and concise information on the various UCLA policies & programs and between, faculty, students and staff. (Required)
• Knowledge of end to end event planning from initial concept through execution, which includes creation of guest lists, menus, and interacting with caterers. Ability to coordinate multiple event-related activities within established timelines and deadlines. (Required)
• Ability to maintain website, email services and to navigate Internet websites for the Section. (Required)
• Superior written communication and editing skills and ability to communicate with all levels at the University in an intelligent and tactful manner. Demonstrated ability to compose routine correspondence using grammatically correct English, spelling and punctuation. (Required)
• Superior verbal communication skills to speak clearly using appropriate vocabulary and grammar to obtain and convey information accurately. Ability to speak with all levels of personnel and students in the School. (Required)
• Demonstrated ability to work independently and collaboratively while managing multiple assignments, competing priorities, and frequent time-sensitive deadlines. Ability to effectively prioritize workload, adjust priorities as needed, and follow through on multiple concurrent assignments while maintaining accuracy and attention to detail. (Required)
• Ability to maintain confidentiality of faculty and student files. (Required)
• Interpersonal skills to work with staff, faculty, students and interface with other departments. Cheerful and pleasing attitude in dealing with others. (Required)

Education, Licenses, Certifications & Personal Affiliations

• Bachelor's Degree BA, BS, or Master's degree. (Preferred)

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.
• COVID and Flu Vaccinations: The position is subject to providing evidence of inoculation.
• CANRA: The position is designated as a mandatory reporter under CANRA. The employee must sign the "Statement Acknowledging Requirement to Report Child Abuse".

Schedule

8am-5pm

Union/Policy Covered

CX-Clerical & Allied Services

Complete Position Description

https://universityofcalifornia.marketpayjobs.com/ShowJob.aspx?EntityID=38&JDName=Blank Assistant 3 (40139563)