Assistant to the Faculty Chair

Serve as chief assistant to the Chairman/Deputy Dean at the Anderson School of Management at UCLA. Coordinate and handle all aspects of the management of the Chairman's Office within the framework of Anderson and University policies and procedures. Coordinate and manage departmental meetings and faculty personnel votes; prepare and monitor various budget accounts under the control of the Chairman/Deputy Dean; prepare various program reports, and handle all written and phone inquiries personally or by delegation to the appropriate person at the Anderson School or UCLA: supervise 1-2 student positions. Is the primary face of the Chairman's Office towards the faculty and a wide range of other constituencies. Is responsible for keeping records of wide range of documents and procedures related to the functioning of the Chairman's Office. Handles highly confidential documents and sensitive matters involving faculty.

Percentage of Time:
100

Shift Start:
8:00 am

Shift End:
5:00 pm

Qualifications for Position

18
Records

Qualifications

Required/Preferred

Strong knowledge of budget creation and budget management.

Required

Knowledge of accounting principles for processing accounting forms, documents and spreadsheets and ability to prepare expense statements within the confines of School and University financial policies and procedures.

Required

Demonstrated ability to prepare financial reports.

Required

Strong proficiency using word processing, spreadsheet, and database management software: Word, Excel, Powerpoint. Must be able to learn new software as required by tasks.

Required

Ability to communicate clearly and accurately in writing and orally. Must be able to adapt writing to apropriate audience level, and must be able to write clear, well organized, and succinct reports and routine business correspondence with little direct supervision.

Required

Knowledge of basic statistical analysis techniques. Ability to summarize large amounts of data, apply appropriate analytical methods, and draw appropriate inferences.

Required

Strong Interpersonal skills; ability to interact effectively and diplomatically with faculty, other university constituents, students, and other staff (peer and subordinate), as well as the general public. Ability to establish and maintain professional and effective working relationships with faculty, staff, students and administrators within the School and the University.

Required

Ability to organize un-defined tasks, to determine needed information, and to locate sources of that information.

Required

Knowledge of UCLA academic personnel policies.

Preferred

Knowledge of graduate business educational programs and procedures.

Required

Knowledge of J1 Visa application procedure, ability to collect and process needed documents and materials.

Required

Experience in a faculty environment.

Required

Excellent analytical and creative problem solving skills, with ability to analyze problems, propose solutions and/or make recommendations and take action. Demonstrated skill in setting priorities that accurately reflect the relative importance of job responsibilities. Ability to create and meet deadlines, and complete tasks in a timely manner.

Required

Ability to maintain strict confidentiality of information and to carry out tasks with exceptional discretion.

Required

Ability to organize, prioritize, and coordinate several projects simultaneously. Perform tasks with accuracy and superior attention to detail.

Required

Skill in supervising student assistants including: directing and organizing work flow to accomplish established objectives; delegating responsibility; training; evaluating subordinate effectiveness; administering necessary discipline.

Required

Knowledge of School and University operational policies and procedures.

Required

Event management skills including the ability to plan, organize and provide logistical support for faculty related functions such as luncheons, receptions and seminars and liaise with university and external vendors.

Required

Additional Posting Information

Bargaining Unit:
CX-Clerical & Allied Services

Application Deadline:
07-04-2022

External Posting Date: