Office Administrator

UCLA; Los Angeles (CA); On-site; USD 60,000 - 75,000; Full time

Job summary

UCLA Police Department is seeking an Office Administrator to provide administrative and business office support for personnel and HR transactions. This role handles personnel records, travel coordination and reimbursement processing, parking administration, office supplies, and general operations, serving as a resource for assigned administrative functions.

Under the direction of the Business and Finance Manager, the position also provides backup support for financial and procurement

Qualifications

• Demonstrated organizational skills to maintain accurate records and documentation.
• Ability to learn and apply human resources and personnel procedures.
• Ability to accurately prepare, process, track, and maintain administrative transactions and documentation.
• Ability to learn and apply travel and business expense procedures, including reimbursement processing.
• Ability to review documents and transactions for completeness and accuracy.
• Proficiency with Microsoft Outlook, Word, Excel, and PowerPoint.
• Ability to handle confidential and sensitive personnel, financial, and operational information with discretion.
• Ability to manage multiple assignments, establish priorities, meet deadlines, and adapt to changing needs.
• Strong written and verbal communication skills.
• Ability to work independently and as part of a team.
• Ability to learn and effectively use UCPath, JDXpert, iCIMS, Concur, BruinBuy Plus, DocuSign.

Responsibilities

• Provide administrative support for personnel and HR transactions.
• Maintain departmental records and coordinate administrative processes.
• Support employee travel coordination and reimbursement processing.
• Handle parking administration and office supplies.
• Serve as a resource on assigned administrative functions.
• Provide backup support for financial and procurement transactions.
• Ensure continuity of departmental operations.

Skills

Organizational skills

HR procedures knowledge

Attention to detail

Microsoft Office

Communication skills

Discretion

Multitasking

Independent worker

Tools

UCPath

JDXpert

iCIMS

Concur

BruinBuy Plus

DocuSign

Job description

Department Summary

The UCLA Police Department is a leader in providing progressive law enforcement services to a culturally diverse urban campus and its surrounding community. We are dedicated to providing a safe and secure environment for teaching, research and public service. We do this through patrol, rapid response to calls for service, investigations, education and implementation of preventative strategies. Our work, grounded in a community policing philosophy, utilizes campus partnerships as the most effective approach for insuring a safe campus.

Department Summary

The UCLA Police Department is a leader in providing progressive law enforcement services to a culturally diverse urban campus and its surrounding community. We are dedicated to providing a safe and secure environment for teaching, research and public service. We do this through patrol, rapid response to calls for service, investigations, education and implementation of preventative strategies. Our work, grounded in a community policing philosophy, utilizes campus partnerships as the most effective approach for insuring a safe campus.

Position Summary

Under the direction of the Business and Finance Manager, the Office Administrator provides administrative and business office support for the UCLA Police Department. The position serves as the department's primary administrative support for personnel and human resources transactions, personnel records, employee travel coordination and reimbursement processing, parking administration, office supplies, and general office operations. The Office Administrator maintains departmental records, coordinates administrative processes, and serves as a resource to department personnel regarding assigned administrative functions. The position also provides backup support for financial and procurement transactions and other business office functions to ensure continuity of departmental operations.

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

• Demonstrated organizational skills to maintain accurate records and documentation, organize work, and follow established administrative processes and procedures. (Required)
• Ability to learn and apply human resources and personnel procedures, including personnel transactions, recruitment support, onboarding and offboarding, and personnel records administration. (Required)
• Ability to accurately prepare, process, track, and maintain administrative transactions and documentation in accordance with established procedures and deadlines. (Required)
• Ability to learn and apply travel and business expense procedures, including travel arrangements, reimbursement processing, documentation requirements, and applicable policies and procedures. (Required)
• Ability to review documents and transactions for completeness and accuracy, identify discrepancies, and take appropriate follow-up action. (Required)
• Proficiency with common office software applications, including Microsoft Outlook, Word, Excel, and PowerPoint, sufficient to prepare correspondence, maintain records, organize information, communicate, and perform routine administrative functions. (Required)
• Ability to handle confidential and sensitive personnel, financial, and operational information with discretion and appropriate judgment. (Required)
• Ability to manage multiple assignments, establish priorities, meet deadlines, maintain accuracy, and adapt to changing operational needs and frequent interruptions. (Required)
• Ability to research information, identify routine administrative problems, follow established procedures, and recognize when matters should be referred for additional review. (Required)
• Strong written and verbal communication skills sufficient to prepare professional correspondence and documentation, respond to inquiries, explain established procedures, and communicate effectively with department personnel, campus partners, vendors, and other contacts. (Required)
• Ability to work independently within established guidelines, follow assignments through completion, and work collaboratively as part of an administrative and business office team. (Required)
• Ability to learn and effectively use University administrative systems and applications, including UCPath, JDXpert, iCIMS, Concur, BruinBuy Plus, DocuSign, and other systems used for personnel, travel, financial, procurement, and administrative transactions. (Required)

Special Conditions for Employment

• Live Scan Background Check: A Live Scan background check must be completed prior to the start of employment.
• 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(40088027)