Executive Administrator

The Executive Administrator for the UCLA School of Law Dean's Office provides high-level administrative support to three Vice Deans, the Associate Dean of Academic Programs and Strategic Planning) , the Assistant Dean of Administrative Services & Special Projects, and the Dean (as needed) with their administrative, operational, teaching and research needs associated with their respective areas. The Executive Administrator will manage the scheduling and administration of several complex calendars as well as independently oversee, collaborate, and provide hands-on coordination for the Vice, Associate, and Assistant Deans in their respective programs and ensure areas of administration deadlines are met in a timely manner.
The Executive Administrator will serve as the administrative liaison between the Vice, Associate, and Assistant Deans and the Dean, faculty members, students, school administrators, university officials, donors, and members of the community. Primary duties include managing calendars, making travel arrangements, drafting memos and emails, maintaining and creating electronic databases and filing systems, and working in collaboration with the Dean's Office administrative staff to ensure the Dean's Office is provided with a high level of operational support and continuity.
Additional duties include providing operational and administrative support and facilitation of projects associated with the research, teaching and administrative duties of the Vice Deans and Associate Dean, working closely with Faculty committees and other senior-level administrators, compiling information as requested, and managing the Law School's new faculty orientation process. The Executive Administrator will also manage and execute special projects as assigned.
The Executive Administrator must be highly organized, be able to maintain confidentiality, and have acute attention to detail.
Percentage of Time:
100
Shift Start:
8:00 am
Shift End:
5:00 pm
Qualifications for Position
15
Records
Qualifications
Required/Preferred
Bachelor's degree or equivalent combination of education & professional experience.
Required
Advanced knowledge of institutional mission, services and activities to properly direct the School's diverse constituents, and familiarity with internal Staff and departmental events to secure requested information.
Preferred
Advanced proficiency with scheduling meetings (both in-person and via zoom), maintaining Outlook calendars, and coordinating events, as required.
Required
Advanced proficiency with Microsoft Office and knowledge of cloud-based Office 365 products.
Required
Demonstrated knowledge of UCLA online financial systems including Bruin Buy, Travel Express, and Online Financial Services Records (OFSR). Ability to place and track orders for various types of merchandise.
Preferred
Ability to remain calm and professional in a high pressure, fast-paced environment.
Required
Demonstrated ability to exercise independent and sound judgment, and to handle sensitive and confidential information with discretion, tact, and diplomacy.
Required
Ability to quickly prioritize, adapt to changing priorities, handle multiple tasks simultaneously and efficiently, and meet competing demands for information and services with a high attention to detail and in relatively short time spans with frequent interruptions.
Required
Previous experience working with senior-level executives, preferably at an institution of higher education.
Required
Knowledge of UCLA Travel policies and demonstrated ability to make complex logistical travel and lodging arrangements.
Preferred
Excellent oral and written communication skills to interact effectively and diplomatically both in person, on the telephone, and through email with donors, alumni, administrators, faculty, students, staff, and university visitors, and the ability to establish rapport and good working relationships with same individuals.
Required
Skill in analyzing information or procedures, defining problems and goals, formulating logical and objective conclusions, recognizing alternatives and their implications, and recommending solutions.
Required
Minimum of five years of administrative experience with increasing responsibility in a professional environment. Preference for experience in an Executive Suite.
Preferred
Knowledge of University and School of Law policies and procedures to effectively serve as resource to Dean, Vice Dean, Associate Dean, Director of Academic Personnel, and the Dean's Chief of Staff.
Preferred
Demonstrated event management skills and experience, particularly in an academic environment. Demonstrated skill in managing budgeting for events and other activities.
Required
Additional Posting Information
Bargaining Unit:
99-Policy Covered
Application Deadline:
03-02-2024
External Posting Date: