External Affairs Assistant

Lear; Seattle (WA); On-site; USD 62,000 - 78,000; Full time

Benefits offered by this job

Benefits from day one

Total Compensation Estimator

Job summary

UCLA is seeking an Administrative Coordinator under the direction of the Assistant Dean for External Affairs to provide administrative, operational, and support services for External Affairs, including direct support for directors and development and alumni activities.

You will interact with university officials and community representatives, organize daily and long-range activities, and manage correspondence.

Qualifications

• Ability to respond to conflict or problems in the workplace with equanimity and skilled in handling confidential matters with discretion, tact, and sensitivity – maintaining confidentiality when necessary. (Required)
• Ability to maintain an open approach regarding performance feedback and guidance. (Required)
• Ability and willingness to learn new skills and tasks. (Required)
• Research, writing, editing, and proofreading skills sufficient to independently compose grammatically correct, concise, logical letters, memos, reports, proposals, social media posts, internal blog posts, photo captions, and forms. (Required)
• Mathematical skills sufficient to process routine financial records and reimbursements. (Required)
• Ability to independently organize workflow and complete assignments in order of priority, under conditions of fluctuating workload with frequent interruptions and distractions and assignments for multiple supervisors. (Required)
• Ability to anticipate, identify and troubleshoot problems and recognize alternative actions. (Required)
• Skilled in establishing and maintaining filing systems. (Required)
• Ability to work as part of a team and coordinate program materials, route phone calls, relay information and assist with program implementation. (Required)
• Possession of skills in operating a computer using Microsoft Office including Word, Outlook, Access, Excel, and Internet Explorer as well as preferably working knowledge of Customer Relationship Management (CRM) and Prospect Management and Tracking Systems (PMATS). (Required)
• Ability and willingness to provide excellent, consistent service to external and internal customers; respond to customer needs and expectations in a supportive and professional manner, with attention to promptness and a focus on solutions. (Required)
• Working knowledge of university gift processing and policy procedures. (Preferred)

Responsibilities

• Interact with university officials and community representatives.
• Organize daily and long-range activities.
• Process correspondence including gift solicitations.
• Coordinate gifts and scholarships.
• Maintain calendars and internal communications channels.
• Provide general office and administrative support.
• Coordinate events and stewardship activities.
• Deliver outstanding customer service to internal and external stakeholders.
• Collaborate with the Assistant Dean and directors on annual reviews.

Skills

Confidentiality

Written communication

Research & writing

Financial processing

Calendar management

CRM/PMATS

MS Office

Customer service

Team collaboration

Problem solving

Event coordination

Tools

MS Office

CRM/PMATS

Job description

Under the direction of the Assistant Dean for External Affairs, the candidate will provide administrative, operational, and support services for External Affairs, including direct support for directors and those involved in development and alumni activities. Responsibilities include interacting with university officials and community representatives, organizing daily and long‑range activities, processing correspondence (including gift solicitations and campaigns), coordinating gifts and scholarships, maintaining calendars and internal communications channels, providing general office and administrative support, coordinating events and stewardship activities, and performing other duties as assigned by the Assistant Dean. The incumbent will work independently on special projects, deliver outstanding customer service to internal and external stakeholders, and collaborate with the Assistant Dean and directors on annual reviews.

Salary & Compensation

UCLA offers a full pay range. Final salary offers consider factors such as budget, prior experience, skills, knowledge, abilities, education, licensure, certifications, and other business considerations. Salaries at the upper end of the range are uncommon. Benefits begin on day one and include the UC Total Compensation Estimator for calculating total compensation value with benefits.

Qualifications

• Ability to respond to conflict or problems in the workplace with equanimity and skilled in handling confidential matters with discretion, tact, and sensitivity – maintaining confidentiality when necessary. (Required)
• Ability to maintain an open approach regarding performance feedback and guidance. (Required)
• Ability and willingness to learn new skills and tasks. (Required)
• Research, writing, editing, and proofreading skills sufficient to independently compose grammatically correct, concise, logical letters, memos, reports, proposals, social media posts, internal blog posts, photo captions, and forms. (Required)
• Mathematical skills sufficient to process routine financial records and reimbursements. (Required)
• Ability to independently organize workflow and complete assignments in order of priority, under conditions of fluctuating workload with frequent interruptions and distractions and assignments for multiple supervisors. (Required)
• Ability to anticipate, identify and troubleshoot problems and recognize alternative actions. (Required)
• Skilled in establishing and maintaining filing systems. (Required)
• Ability to work as part of a team and coordinate program materials, route phone calls, relay information and assist with program implementation. (Required)
• Possession of skills in operating a computer using Microsoft Office including Word, Outlook, Access, Excel, and Internet Explorer as well as preferably working knowledge of Customer Relationship Management (CRM) and Prospect Management and Tracking Systems (PMATS). (Required)
• Ability and willingness to provide excellent, consistent service to external and internal customers; respond to customer needs and expectations in a supportive and professional manner, with attention to promptness and a focus on solutions. (Required)
• Working knowledge of university gift processing and policy procedures. (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.
• Ability to work some evenings. (Required)

Schedule

8:00 a.m. to 5:00 p.m.