Job description

Provide high-level administrative support to the chair and departmental executive office. The incumbent works directly with the ASG Manager, Chair, the executive Team consisting of three Vice-Chairs, the CAO, and the Academic Personnel Analyst to schedule, coordinate and staff both special and standing committees. Handle the Chair's correspondence, calendar, travel, honoraria and other reimbursements, and set priorities to ensure the smooth flow and functioning of the Chair's office. Manage the faculty recruitment process: advise the Chair and search committees of campus policies and procedures and ensure adherence to these policies. Manage the relocation process for new faculty hires. Serve as the primary person and facilitator in consultation with the Dean's office for recruitment and reimbursement issues. Collaborate with the Dashew center to process a variety of visas for the department. Interface with students, faculty, senior University officials, and executives from both public and private sectors. to the incumbent will work with the Academic Personnel Analyst, responsible for maintaining discretion and confidentiality in the handling of faculty recruitment and retention. Works closely with the Development Office in the UCLA College and the campus Alumni Relations Office, assist with scheduling and organizing special seminars and public events. Maintain and manage the various databases for faculty recruitment, faculty and instructor awards. Manage electronic communications that are sent out to the various employment groups in department.

Percentage of Time:
100%

Shift Start:
8:00 am

Shift End:
5:00 pm

Qualifications for Position

20
Records

Qualifications

Required/Preferred

1. Bachelor's degree from accredited university and/or equivalent combination of education and experience.

Required

2. Ability to work independently and with minimal supervision, under a fluctuating workload with frequent interruptions without sacrificing quality or accuracy.

Required

3. Ability to independently set priorities and deadlines.

Required

4. Demonstrated analytical skills to review situation, policy or documents and arrive at appropriate response for department position.

Required

5. Excellent verbal and written communication skills to clearly convey information in person, over the phone and in writing.

Required

6. Excellent organizational skills to establish and maintain efficient office systems.

Required

7. Ability to interact effectively and professionally with faculty, students, departmental staff, the general public and various levels of campus administrators.

Required

8. Skill in dealing with confidential matters with tact, sensitivity and discretion.

Required

9.Demonstrated ability to plan and execute projects involving complex logistics and time restrictions. Ability to analyze situation or facts and make independent decisions to meet required deadlines.

Required

10. Ability to interact diplomatically and professionally with persons of various cultural, social, economic and educational backgrounds.

Required

11. Ability to establish and maintain cooperative working relationships with Department staff, faculty, students, visiting scholars and the public.

Required

12. Ability to work in a collaborative manner as part of a team.

Required

13. Skill in typing with speed and accuracy and ability to proofread and edit documents.

Required

14. Working knowledge of database management to obtain information and produce reports.

Required

15. Knowledge and/or ability to learn various types of VISA processing administration per DSCISS and USCIS policies.

Required

16. Skilled in Microsoft Office platforms such as Word and Excel.

Required

17. Demonstrated skill in writing clear, concise and grammatically correct business correspondence, department policies, or analyses.

Preferred

18. Analytical knowledge of how a university is organized and managed with the ability to read and comprehend complex policies and procedures.

Required

19. Skill in using University systems such as but not limited to UC Recruit, I-9 Tracker and PAC; or the ability to learn.

Preferred

20. Ability to work occasional overtime and weekends for annual events.

Required

Additional Posting Information

Bargaining Unit:
CX-Clerical & Allied Services

Application Deadline:
03-29-2023

External Posting Date:

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