Under the supervision of the Undergraduate Research Center (URC)-Sciences Director and URC-Sciences Assistant Director, the Administrative Assistant provides general reception and administrative support for the URC-Sciences office and the Research Practice Discipline area. Major duties include: assist students with forms and program information; field questions from student visitors to the URC-Sciences, answer phones and refer callers to appropriate URC-Sciences staff, process non-student international visitor applications, organize academic and admissions information for various programs; assist in planning events and meetings, set up audio visual equipment; order and set-up catering, reserve rooms and equipment; update web page text; distribute, collect and maintain program information, and other student-related data. Oversee general office duties of student workers, including filing, mailings, courier, workshop sign-ups, and phone and in-person reception, etc. Process travel expense reports for staff and student program participants. Additional duties may include administrative support and special projects for the Director, and Associate and Assistant Directors.
The URC-Sciences at UCLA is within the Division of Undergraduate Education and the College of Letters and Science. The URC-Sciences works collaboratively to serve UCLA's undergraduate science population. Through various programs the URC-Sciences recruits, develops, and celebrates students involved in research. Our mission is to support and increase the retention of science majors in all disciplines, with some programs focused on students who face economic, familial, educational, social or other challenges.
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Percentage of Time:100
Shift Start:
8:00 am
Shift End:
4:30 pm
Qualifications for Position
21
Records
Qualifications
Required/Preferred
1. Demonstrated skill in providing clerical and administrative support in an office environment.
Required
2. Ability to speak and interact effectively with persons from various social, cultural, economic and educational backgrounds and persons with disabilities.
Required
3. Ability to communicate program information and answer questions, accurately and effectively to students, parents, faculty and other individuals, in person and over telephone and via email.
Required
4. Writing, drafting, editing and proofreading skills to prepare concise, logical, grammatically correct correspondence.
Required
5. Ability to effectively handle individuals who visit the URC Science offices if situations become difficult or escalated, and in emergency situations.
Required
6. Skill in prioritizing assignments to complete work in a timely manner when there are changes in workload, changes in assignment, frequent interruptions, and/or pressures of deadlines.
Required
7. Demonstrated experience and proficiency in using Microsoft Word, Outlook, Excel, PowerPoint, Filemaker Pro, Adobe Illustrator, the Internet.
Required
8. Typing and data entry skills to quickly and accurately prepare spreadsheets, databases, and documents.
Required
9. Ability to establish and maintain cooperative working relationships with co-workers, staff, students and faculty, and work effectively as part of a team.
Required
10. Demonstrated skill in event and meeting planning. Ability to coordinate the logistics of planning and implementation of small to large scale events.
Preferred
11. Working knowledge of UCLA policies and procedures.
Can be trained
12. Skill in maintaining correspondence with students and staff.
Required
13. Skill in maintaining organized and accurate records.
Required
14. Skill and ability to quickly organize and analyze records.
Required
15. Ability to inform students and other individuals on location of and how to access program information on and from URC Sciences or other relevant websites in response to inquiries.
Required
16. Skill in organizing, prioritizing and keeping track of student application process.
Required
17. Skill in tactful verbal communication, and negotiation to obtain best resolution for student concerns.
Required
18. Working knowledge of the University's on-line purchasing and accounts payable system (Bruin Buy) and travel system (Express) to process payments and reimbursements and make travel arrangements.
Can be trained
19. Working knowledge of University accounting policies and procedures.
Can be trained
20. Ability to use discretion, sound judgment and tact in dealing with confidential materials and information.
Required
21. Must be able to maintain regular schedule and on-time attendance. Must be able to work overtime, evenings and weekends as needed.
Required
Additional Posting Information
Bargaining Unit:
CX-Clerical & Allied Services
Application Deadline:
06-10-2023
External Posting Date:
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