What are the responsibilities and job description for the Admin Asst III position at UCLA?
UCLA is an emerging Hispanic Serving Institution (HSI) that seeks to recruit diverse candidates who share our institutional commitment to fostering learning and community-building in an inclusive and equitable environment.
Undergraduate Education Initiatives collaborates with faculty and departments across campus to develop innovative, interdisciplinary educational programs for UCLA's 30,000 undergraduates and is supported by general funds as well as extramural funding sources.
Under general supervision of the UEI Manager, the Administrative Assistant III for UEI provides program coordination and administrative support for the Center for Community Engagement (CCE), UCLA Cluster Program, and other programs and initiatives under UEI. Major responsibilities include providing programmatic support to the directors of CCE and the Cluster Program; managing the front desk reception team of student workers; coordinating CCE graduate student appointment scheduling and office space; and assisting with other special projects and operational tasks as needed.
In addition, the Administrative Assistant III manages marketing and communications across UEI. This includes developing and implementing marketing strategies and content for all UEI programs; managing complex program websites; developing and designing print collateral including flyers, brochures, programs, and other publication materials; collaborating with video production team on UEI projects; overseeing all social media activity across all platforms; and serving as UEI's communications liaison.
Percentage of Time:
100
Shift Start:
8:00 am
Shift End:
4:30 pm
Qualifications for Position
19
Records
Qualifications
Required/Preferred
1. Skill in assessing situations and solving problems, formulating logical and objective conclusions, making creative and constructive recommendations and implementing changes.
Required
2. Ability to gather data, analyze information and exercise mature judgment, using initiative and creativity.
Required
3. Skill in prioritizing data; organizing materials, information and people; locating resources; arranging calendars and schedules; and setting and meeting deadlines.
Required
4. Ability to multi-task, work independently and make decisions when appropriate, follow through on assignments with minimal supervision, and regularly report progress to supervisor and relevant others.
Required
5. Skill in managing diverse programs and projects to create ideas, determine courses of action, and select methods of implementation.
Required
6. Organizational skills to prioritize a wide variety of work assignments and give attention to detail when faced with conflicting deadlines, frequent interruptions and changing circumstances.
Required
7. Ability to evaluate and assess efficiency of websites and computer databases, suggest viable improvements and facilitate appropriate implementations.
Required
8. Oral communication skills to convey information clearly and accurately to faculty, students, staff, the public, and outside vendors.
Required
9. Ability to establish and maintain cooperative working relationships with all levels of campus administration, faculty, students and visitors, and to interact in a professional manner with people from various backgrounds and cultures.
Required
10. Demonstrated ability to handle confidential and sensitive information with discretion and tact.
Required
11. Skill in screening applicants, interviewing, hiring, training and supervising student workers.
Required
12. Working knowledge of University administration, organization, policies, procedures and practices as well as departmental, academic, and administrative offices conducting business pertinent to undergraduate education.
Preferred
13. Demonstrated skill and proficiency using the Internet and computer software programs such as Microsoft Word, Excel, Access, Outlook, PowerPoint, and Publisher to perform web research, retrieve, compile and summarize data, create reports and graphic publications, schedule meetings, etc.
Required
14. Skill in writing memoranda, correspondence, analyses and proposals employing logical arguments, appropriate facts and data, appropriate grammar and style, speed and accuracy. Skill in proofreading reports and editing copy.
Required
15. Working knowledge of UCLA online systems such as BruinBuy, Counselor Desktop, and Facilities
Preferred
16. Familiarity with graphic and website design, and working knowledge of web and graphic design software, and website creating tool such as WordPress.
Preferred
17. Working knowledge of recording equipment including video camera, digital audio recorder, and still photographic equipment.
Preferred
18. Skill in writing copy for advertising, feature articles, brochures, event collateral, web and email copy, video scripts, case statements, presentations, direct mail letters and other marketing materials.
Preferred
19. Must be able to maintain regular, on-site schedule and on-time attendance.
Required
Additional Posting Information
Bargaining Unit:
CX-Clerical & Allied Services
Application Deadline:
03-22-2023
External Posting Date:
Undergraduate Education Initiatives collaborates with faculty and departments across campus to develop innovative, interdisciplinary educational programs for UCLA's 30,000 undergraduates and is supported by general funds as well as extramural funding sources.
Under general supervision of the UEI Manager, the Administrative Assistant III for UEI provides program coordination and administrative support for the Center for Community Engagement (CCE), UCLA Cluster Program, and other programs and initiatives under UEI. Major responsibilities include providing programmatic support to the directors of CCE and the Cluster Program; managing the front desk reception team of student workers; coordinating CCE graduate student appointment scheduling and office space; and assisting with other special projects and operational tasks as needed.
In addition, the Administrative Assistant III manages marketing and communications across UEI. This includes developing and implementing marketing strategies and content for all UEI programs; managing complex program websites; developing and designing print collateral including flyers, brochures, programs, and other publication materials; collaborating with video production team on UEI projects; overseeing all social media activity across all platforms; and serving as UEI's communications liaison.
Percentage of Time:
100
Shift Start:
8:00 am
Shift End:
4:30 pm
Qualifications for Position
19
Records
Qualifications
Required/Preferred
1. Skill in assessing situations and solving problems, formulating logical and objective conclusions, making creative and constructive recommendations and implementing changes.
Required
2. Ability to gather data, analyze information and exercise mature judgment, using initiative and creativity.
Required
3. Skill in prioritizing data; organizing materials, information and people; locating resources; arranging calendars and schedules; and setting and meeting deadlines.
Required
4. Ability to multi-task, work independently and make decisions when appropriate, follow through on assignments with minimal supervision, and regularly report progress to supervisor and relevant others.
Required
5. Skill in managing diverse programs and projects to create ideas, determine courses of action, and select methods of implementation.
Required
6. Organizational skills to prioritize a wide variety of work assignments and give attention to detail when faced with conflicting deadlines, frequent interruptions and changing circumstances.
Required
7. Ability to evaluate and assess efficiency of websites and computer databases, suggest viable improvements and facilitate appropriate implementations.
Required
8. Oral communication skills to convey information clearly and accurately to faculty, students, staff, the public, and outside vendors.
Required
9. Ability to establish and maintain cooperative working relationships with all levels of campus administration, faculty, students and visitors, and to interact in a professional manner with people from various backgrounds and cultures.
Required
10. Demonstrated ability to handle confidential and sensitive information with discretion and tact.
Required
11. Skill in screening applicants, interviewing, hiring, training and supervising student workers.
Required
12. Working knowledge of University administration, organization, policies, procedures and practices as well as departmental, academic, and administrative offices conducting business pertinent to undergraduate education.
Preferred
13. Demonstrated skill and proficiency using the Internet and computer software programs such as Microsoft Word, Excel, Access, Outlook, PowerPoint, and Publisher to perform web research, retrieve, compile and summarize data, create reports and graphic publications, schedule meetings, etc.
Required
14. Skill in writing memoranda, correspondence, analyses and proposals employing logical arguments, appropriate facts and data, appropriate grammar and style, speed and accuracy. Skill in proofreading reports and editing copy.
Required
15. Working knowledge of UCLA online systems such as BruinBuy, Counselor Desktop, and Facilities
Preferred
16. Familiarity with graphic and website design, and working knowledge of web and graphic design software, and website creating tool such as WordPress.
Preferred
17. Working knowledge of recording equipment including video camera, digital audio recorder, and still photographic equipment.
Preferred
18. Skill in writing copy for advertising, feature articles, brochures, event collateral, web and email copy, video scripts, case statements, presentations, direct mail letters and other marketing materials.
Preferred
19. Must be able to maintain regular, on-site schedule and on-time attendance.
Required
Additional Posting Information
Bargaining Unit:
CX-Clerical & Allied Services
Application Deadline:
03-22-2023
External Posting Date:
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