Academic Personnel Coordinator and Assistant to the Chair

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POST DATE 12/21/2019
END DATE 1/22/2020

University of California - Los Angeles Los Angeles, CA

Location
Los Angeles, CA
AJE Ref #
585925725
Job Classification
Full Time
Job Type
Regular
Company Ref #
31626
Experience
Mid-Career (2 - 15 years)
Education
Bachelors Degree

JOB DESCRIPTION

JOB SUMMARY

Requisition Number:
31626

Job Title:
ADMINISTRATIVE ANALYST

Working Title:
Academic Personnel Coordinator and Assistant to the Chair

Salary:
23.04-45.54

Job Type:
Career

Department Name:
1930-ENVIRONMENTAL HEALTH SCIENCES

Department Website URL:
https://ehs.ph.ucla.edu

Job Summary Statement:
Incumbent provides high-level coordination and administrative support to the Department Chair/Director and Department Administrator (MSO). Responsibilities include independent management of the department and center website and library, administration of the executive calendar, preparation of memos and correspondence on behalf of the Department Chair/Director, independent coordination of meetings and seminars. Incumbent functions as the department Academic Personnel Coordinator with independent responsibility for determining eligibility of faculty for appropriate actions and timely notification thereof, entering actions in Opus and Interfolio and/or other online academic personnel systems as they become available; manage all procedure and processing requirements of APM 430 - Visiting Scholars, ensuring eligibility. Collaborate with Department Chair/Director and MSO on department-related activities such as accreditation, monthly faculty meetings, annual faculty retreat. Process reimbursements using BruinBuy or Travel Express. Other projects as assigned.

Percentage of Time:
100

Shift Start:
8:00 am

Shift End:
5:00 pm

QUALIFICATIONS FOR POSITION

13 Records


QUALIFICATIONS
REQUIRED/PREFERRED


Bachelor's degree or a minimum of five years demonstrated experience in academic administration or combination of related work and/or educational experience.

Required


Demonstrated understanding of what is confidential and skill in maintaining such matters with tact, sensitivity and diplomacy.

Required


Demonstrated proficiency with software to complete job tasks, including but not limited to Microsoft Office (Word, Excel, PowerPoint, FileMaker Pro) for the purpose of generating and maintaining rosters of eligibility, presentations, complex documents, budget spreadsheets, and other documents as necessary.

Required


Demonstrated English writing skills to compose original documents that are grammatically correct. Documents include reports, correspondence, memoranda, letters and e-mail correspondence.

Required


Demonstrated analytical skills to research and summarize information to arrive at decisions regarding academic personnel actions and dossiers, special events, extramural submissions, accreditation site visits, and special projects as assigned.

Required


Demonstrated knowledge of University business policies and procedures as they apply to travel, reimbursements, and project management.

Required


Demonstrated problem-solving skills and ability to analyze information and situations and propose alternative solutions.

Required


Strong organizational skills and attention to detail as well as ability to manage multiple tasks.

Required


Experience working independently and ability to work efficiently and effectively in a fast-paced, deadline-driven environment with competing priorities and frequent interruptions.

Required


Strong interpersonal skills to establish and maintain cooperative and productive working relationships with faculty, staff, and other internal and external entities.

Required


Effective verbal communication and presentation skills to clearly and professionally articulate information.

Required


Ability to learn University online systems such as BruinBuy, Travel Express and others, as needed.

Required


Demonstrated, detailed knowledge of UC academic personnel policies and procedures.

Preferred



ADDITIONAL POSTING INFORMATION

Bargaining Unit:
99-Policy Covered

Application Deadline:
01-20-2020

External Posting Date:


Quicklink To Posting:
hr.mycareer.ucla.edu/applicants/Central*quickFind=77904

Special Instructions:
For additional document, please submit a complete letter draft on behalf of the Department Chair addressing administrative correspondence intended for all faculty, as well as an email draft for this letter. Additional document should be 1 PDF file including all the above items.

Contact information:
Please address applications to department and MSO. Early
submissions are encouraged; materials will be reviewed on a rolling basis.

Number of Positions:
N/A

SPECIAL EMPLOYMENT DESIGNATIONS/ REQUIREMENTS PER UC POLICY

Conflict 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 This position does not require E-Verify check.

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.


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The University of California is an Equal Opportunity/Affirmative Action Employer advancing inclusive excellence. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, age, protected veteran status, or other protected categories covered by the UC nondiscrimination policy. UC Nondiscrimination & Affirmative Action Policy http://www.dol.gov/ofccp/regs/compliance/posters/pdf/eeopost.pdf

Please be advised that the final candidate recommended for hire into a critical (or otherwise designated) position will be required to successfully complete a background investigation. Any convictions will be evaluated to determine if they directly relate to the responsibilities and requirements of the position. Having a conviction history will not automatically disqualify an applicant from being considered for employment.

UCLA is a Tobacco-Free environment. For more information, please view the policy at Tobacco-Free Campus Policy https://ccle.ucla.edu/course/view/UCLA_tobacco_free_task_force