Administrative And Executive Assistant

The California Center for Population Research (CCPR) is UCLA's campus-wide community for interdisciplinary population research. Our weekly seminars and workshops boast the engagement of hundreds of UCLA faculty, postdoctoral, and Ph.D. student affiliates from a diversity of disciplines, including biostatistics, community health, economics, education, epidemiology, geography, law, medicine, political science, psychiatry, psychology, public policy, social welfare, sociology, statistics, and urban planning. Our research features frontier methodologies and novel qualitative and quantitative data to generate pathbreaking insights into the forces that shape population dynamics today.
Under the general direction of Faculty Director and Executive Director, incumbent provides customer service and administrative support for CCPR, acting as liaison for the department with various units on campus, and interacting with faculty, staff, students, campus administrative offices, and the general public.
Duties include providing professional level administrative support to CCPR leadership for all aspects of CCPR day-to-day operations, serving as the primary liaison to UCLA campus departments including Graduate Division, Accounts Payable, Travel Services, Purchasing, and Facilities Management, and overseeing CCPR research space and space allocation among affiliates. With assistance from undergraduate student employee(s), incumbent is responsible for managing the Center's weekly seminar series, methods and development workshops, and other professional conferences, events, and research meetings. Incumbent serves as liaison to guest speakers, provides excellent customer service while coordinating travel arrangements, communicating UC travel policies, and processing reimbursements and honoraria if applicable.
Incumbent is to organize all CCPR workshops and events, which includes developing online registration forms, ordering catering and supplies, scheduling rooms and activities and providing on-site support. Furthermore, incumbent is to provide administrative support to the Center Director in day-to-day operations of CCPR, which includes assisting with department purchasing, processing travel reimbursements, and ordering supplies.
Other duties include: Interpretation of established policies and procedures, development of new procedures, and Independent problem-solving are required; maintaining and updating department website, online calendar of events, department listservs; serve as primary resource for CCPR faculty and graduate student researchers' publication compliance (PubMed Central); train and supervise a student employee to deposit publications in NIH PubMed Central; assist with special projects as needed.
This is primary an on-site job.
Percentage of Time:
100
Shift Start:
8:00 am
Shift End:
5:00 pm
Qualifications for Position
18
Records
Qualifications
Required/Preferred
Bachelor's degree or an equivalent combination of education and experience is required.
Required
Mastery of MS Office; google documents, forms and gmail; google and MS Office calendar; Docusign; Adobe; Zoom; WordPress and Website maintenance.
Required
Highly motivated, organized, willing to do research and formulate recommendations, fast learner, and follow through each task.
Required
Strong organizational and follow up skills.
Required
Working knowledge of UCLA online applications, such as GoGrads, BruinBuy Plus, Travel, and Accounts Payable, etc.
Preferred
Skill in understanding and interpreting college policies and procedures and new regulations enacted by the University system-wide administration.
Required
Ability to establish and maintain cooperative working relationships with students, faculty, staff, and various other administrators.
Required
Strong oral and written communication skills and interpersonal skills to communicate effectively with diverse groups to create a harmonious and productive work environment and achieve results.
Required
Demonstrated strong analytical ability to research, analyze, and interpret guidelines, policies, and procedures to provide advice and counsel to unit clients.
Required
Ability to work independently, set priorities, perform a variety of duties and multitask in a fast-paced environment.
Required
Skill in analyzing information to formulate logical and objective conclusions.
Required
Ability to work efficiently and effectively in the midst of diversified responsibilities, changing priorities, and in meeting competing deadlines.
Required
Demonstrated skill in hiring and delegating task and work flow to student employees; create a team atmosphere that fosters collaborative cooperation among team members.
Required
Great team player and willingness to step in when help is needed.
Required
Demonstrated ability to work under minimal supervision, exercise judgment
and initiative, and follow through on tasks to completion or resolution.
Required
Working knowledge of policies and procedures governing UC-related travel and entertainment; experience making travel arrangements utilizing UCLA
Travel.
Preferred
Ability to learn and understand basic A/V maintenance and set up.
Preferred
Working knowledge of updating and maintaining a website.
Preferred
Additional Posting Information
Bargaining Unit:
CX-Clerical & Allied Services
Application Deadline:
02-29-2024
External Posting Date: