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Posted: Monday, August 28, 2017 12:32 PM

Requisition Number: 26611 Job Title: ADMINISTRATIVE SPECIALIST Working Title: Administrative Specialist Salary: $20.89 - $41.37 hourly Job Type: Career Department Name: 0135-CIVIL & ENVIRONMENTAL ENGINEERING Department Website URL: Job Summary Statement: As the first point of contact to the public, the Administrative Specialist (AS) will provide key functions for the Department of Civil & Environmental Engineering: The AS will provide analytical and administrative support to manage the large volume of purchase orders, travel reimbursements and travel arrangements for all faculty, student groups and visitors. AS will act as DTA for all cycles (3 per month) of department payroll. The AS will provide support to the Department Executive Administrators consisting of the Chair, two Vice Chairs and Department Manager (MSO). The support will include: coordinate Chair's calendar and travel, independently administer affairs for the Chair in their absence, and setting priorities to ensure the smooth flow and functioning of the Chair's office. Provide assistance and reports to Vice Chairs and MSO as needed and as requested. Working closely with the Department Chair, the AS will coordinate activities of the Department's Industry Advisory Board (IAB) and facilitate outreach to industry and alumni for special events and fund raising efforts for the Department. In this capacity, the AS will interact with HSSEAS External Affairs, ASCE student organization and alumni groups to identify and promote special events, distribute annual solicitation letters and process donation checks. The AS will manage external written communications for the department, including the annual department newsletter and periodic emails. This will include maintaining databases for alumni and industry contacts, in coordination with HSSEAS External Affairs and student groups, and managing the preparation of content. Additionally the AS will handle all administrative and logistical functions for the two weekly seminar series, all faculty search and recruitment activities and all visitors to the department, including travel arrangements, publicity, refreshments, etc. The AS will perform all day-to-day administrative duties, including processing facility requests for alterations and all telephone orders, managing the distribution of keys and building access, distribute daily mail, textbook orders, answering phones, order office supplies and serving as Department Parking Coordinator. Percentage of Time: 100 Shift Start: 9:00 am Shift End: 6:00 pm Qualifications for Position 17 Records Qualifications Required/Preferred 1. Bachelor's degree from accredited university or equivalent with at least two years of work experience in an academic department setting. Preferred 2. Demonstrated ability to use PowerPoint and other presentation software to create slides and presentation materials. All Required Required 3. Demonstrated knowledge of Microsoft Word, Excel, and Access software programs. Required 4. Ability to work independently and with minimal supervision, under a fluctuating workload with frequent interruptions without sacrificing quality or accuracy. Required 5. Ability to interact effectively, diplomatically, and professionally with faculty, students, departmental staff, the general public and various levels of campus administrators in a medium to high volume, continuous public contact setting. Required 6. Proven ability to independently set priorities, resolve problems and negotiate appropriate deadlines, as well as, work collaboratively as part of department team to cover office demands. Required 7. Skill in writing, editing and proofreading for proper spelling, punctuation, and grammar for routine correspondence, publicity items, technical papers and correspondence from the Chair. Required 8. Demonstrated ability to take notes at meetings and transcribe into minutes or reports. Required 9. Skill in dealing with confidential matters with tact, sensitivity and discretion. Required 10. Excellent organizational skills to establish and manage efficient office systems with paper and electronic filing systems. ALL Required Required 11. Demonstrated ability to plan and execute projects involving complex logistics and time restrictions. Required 12. Skill in scheduling meetings, conferences, and travel arrangements and in coordinating a variety of calendars in a patient, professional, and courteous manner at all times despite conflicting schedules and frequent changes. Required 13. Ability to learn and effectively use (after being trained) various university systems and subsystems within the HS School of Engineering. Required 14. Must be able to work occasional overtime and weekends for annual events. Required 15. Ability to represent the Department and Chair in a professional and courteous manner when dealing with all individuals in the University system as well as with individuals in outside agencies and organizations. Required 16. Must be able to read, understand, interpret, follow and explain all applicable University policies including but not limited to Purchasing, Travel, and Lab Safety, to all faculty, other staff, students, and visitors. Required 17. Excellent verbal and written communication skills to clearly convey information in person, over the phone and in writing. Required Additional Posting InformationBargaining Unit: 99-Policy Covered Application Deadline: 09-12-2017 External Posting Date: Quicklink To Posting: Special Instructions: Please note: This position requires a RESUME, COVER LETTER, WRITING SAMPLE, REFERENCES, and SALARY HISTORY to be attached. Please have all files ready to upload when applying. In your cover letter, please outline your experience and capabilities and how they relate the duties outlined in the job description. Contact information: Number of Positions: Special EmploymentDesignations/Requirements Per UC PolicyConflict of Interest: N/A Critical: Continued employment contingent upon completion of satisfactory background investigation. Driving Record: N/A E-Verify Check: Certain positions funded by federal contracts/subcontracts requires UCLA to notify job applicants that an E-Verify check will be conducted and the successful candidate must pass the E-Verify check. More Information No Response CANRA: Is this position designated as a mandatory reporter under CANRA? No Other Special Employment Requirements: Position is subject to performance standards and other requirements of the University wide Police Policies and Administrative Procedures. Return to Search ResultsPosted by StartWire


• Location: Los Angeles

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