Executive Assistant

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POST DATE 2/15/2020
END DATE 3/3/2020

University of California - Los Angeles Los Angeles, CA

Location
Los Angeles, CA
AJE Ref #
586792881
Job Classification
Full Time
Job Type
Regular
Company Ref #
32171
Experience
Entry Level (0 - 2 years)

JOB DESCRIPTION

JOB SUMMARY

Requisition Number:
32171

Job Title:
_____ASSISTANT II

Working Title:
Executive Assistant

Salary:
$20.88 - $29.64 hourly

Job Type:
Career

Department Name:
1115-GEOGRAPHY

Department Website URL:
www.geog.ucla.edu

Job Summary Statement:
Executive Assistant for Professor who is an internationally known author with a heavy schedule of worldwide travel, correspondence, commitments, and book writing and presentations.

The Professor's Executive Assistant provides high-level administrative support to the Professor. Primary duties include independently contribute to the professor's research in biological taxonomy, genetics, archaeology, and historical geography. Possess a working familiarity with the technical scientific vocabulary of those fields. Draft and revise contracts. Working independently to manage the office, all correspondence, make decisions on behalf of the professor during periods of up to five weeks of overseas travel.

Use Dictaphone to transcribe dictation of manuscripts, letters and notes dictated onto cassette tapes. The position assumes the primary administrative responsibility for the organization and administration of matters pertaining to the work of the professor, serving as the confidential executive assistant in correspondence with Deans, scientific colleagues, international media organizations, other University Executive administrators, international and domestic non-governmental organizations (NGO's), development officers and other constituents within and outside of the university; in particular, students, staff, faculty, visitors, alumni, and the external business community. Proven ability to communicate effectively and diplomatically with a wide variety of constituents, including, but not limited to faculty, staff, alumni, donors, business, political and community leaders and the general public is essential. Handle the daily office operations including email communication, equipment purchasing, ordering supplies, and books. Interact with students, TA's and visitors by email and in person.

The position is part time, three days per week (M/W/F); occasionally and subject to mutual agreement, for a fourth day. Some flexibility of start and finish hours.

Percentage of Time:
60

Shift Start:
8:00 am

Shift End:
5:00 pm

QUALIFICATIONS FOR POSITION

10 Records


QUALIFICATIONS
REQUIRED/PREFERRED


Ability and knowledge for using a Dictaphone, working from dictation and from recorded cassettes.

Required


Listening skills to accurately understand instructions and to carry out related tasks.

Required


Ability to speak clearly, distinctly and diplomatically to obtain or relay concise, relevant information while using correct vocabulary and grammar.

Required


Interpersonal skills to communicate and interact effectively, with faculty, staff, students, alumni, external business community and University administrators.

Required


Excellent writing, editing and grammatical skills to compose, edit, and proofread documents.

Required


Ability to answer telephones in a courteous and professional manner, and to interact effectively with individuals from various social, cultural, ethnic and professional backgrounds.

Required


Ability to maintain confidentiality of information with tact and discretion.

Required


Demonstrated skill with computers and various software applications, including MS Office to create word processing, database, and spreadsheets.

Required


Skill in organizing and maintaining orderly office records and program files.

Required


Ability to lift up to 20 pounds.

Preferred



ADDITIONAL POSTING INFORMATION

Bargaining Unit:
CX-Clerical & Allied Services

Application Deadline:
03-01-2020

External Posting Date:


Quicklink To Posting:
hr.mycareer.ucla.edu/applicants/Central*quickFind=78600

Special Instructions:


Contact information:


Number of Positions:
1

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 No Response

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