Strategic Initiatives Administrative Coordinator

University of California - Los Angeles (UCLA); Los Angeles (CA); On-site; USD 52,000 - 66,000; Full time

Job summary

University of California, Los Angeles (UCLA) seeks an Administrative Assistant to support the ADSIO, ADC, and ADR with high-level administrative, operational, and project coordination tasks. Responsibilities include scheduling, documentation, and ensuring timely execution of priorities.

You will liaise with faculty, staff, students, and external partners, drafting correspondence and managing travel arrangements.

Qualifications

• Demonstrated project management skills to coordinate complex, multi-stakeholder initiatives.
• Ability to handle multiple demands and competing priorities while maintaining professionalism.
• Demonstrated organizational skills to analyze situations and plan ahead to prevent problems.
• Proficiency with MS Word, Excel, Outlook, PowerPoint, Zoom; experience with enterprise systems for process automation.
• Ability to document decisions, action items and timelines with accuracy and clarity.
• Strong data entry skills and accuracy in forms and documents.
• Ability to identify inconsistencies in materials reviewed by committees.
• Analytical and problem-solving skills for reporting and leadership decisions.
• Knowledge of university policies and ability to apply them to administrative processes.
• Ability to handle confidential information with discretion.
• Ability to draft, edit, and publish website content and marketing materials.

Responsibilities

• Provide high-level administrative, operational, and project coordination support to ADSIO, ADC, and ADR.
• Ensure deadlines are met through proactive scheduling and thorough follow-up.
• Leverage technology to streamline processes and boost productivity.
• Assist with short and long-term planning, policy development, and program initiatives.
• Serve as liaison between the Deans Office, faculty, staff, students, and external stakeholders.
• Compose professional correspondence and maintain complex calendars.
• Coordinate meetings and travel arrangements, including reimbursements.

Skills

Project management

Prioritization

Calendar management

MS Office suite

Process improvement

Data entry & reporting

Confidentiality handling

Stakeholder communication

Documentation skills

Virtual meetings (Zoom)

Tools

Visio

DocuSign

Excel

PowerPoint

Job description

University of California, Los Angeles (UCLA) seeks an Administrative Assistant to support the ADSIO, ADC, and ADR with high-level administrative, operational, and project coordination tasks. Responsibilities include scheduling, documentation, and ensuring timely execution of priorities.

You will liaise with faculty, staff, students, and external partners, drafting correspondence and managing travel arrangements.