Experience:
No experience
Employment Type:
Full time
Posted:
2/18/2018
Job Category:
Administration
Administrative Specialist
(This job is no longer available)
University of California | Los Angeles, CA
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Job Description

Requisition Number: 27382 Job Title: ADMINISTRATIVE SPECIALIST Working Title: ADMINISTRATIVE SPECIALIST Salary: $20.89 - $41.37 hourly Job Type: Contract Department Name: 1350-DENTISTRY Department Website URL: Job Summary Statement: The School of Dentistry seeks a reliable person with strong interpersonal skills to serve as Administrative Specialist providing support to two administrative units. Staff Human Resources and Finance: responsible for duties related to analyzing, calculating, processing, researching, tracking and auditing leave accruals; temp agency invoices; salary expense transfers; leave of absence forms; workers' compensation instructional work sheets; PTR time sheets; reimbursements; LVOs and travel reimbursements. As part of the Training/Compliance Tracking duties, the incumbent is responsible for tracking the required training, ensuring that staff complete all applicable training requirements. The Administrative Specialist will be required to work with and answer questions for staff, faculty and students by walk-ins, emails or phone calls and perform additional tasks or projects as assigned

Dean's Suite: serve as back-up support for the Dean's Suite Receptionist and Dean's Executive Assistant; draft correspondence; prepare various forms; process online data submissions for orders and reimbursements; plan and schedule meetings; organize special events. Percentage of Time: 100 Shift Start: 8:00 am Shift End: 5:00 pm Qualifications for Position

19 Records Qualifications Required/Preferred

Bachelor's Degree.

Preferred

Proficiency in MS Office in order to prepare and produce accurate and timely correspondence, reports, and other documents using Outlook, Word, Excel and PowerPoint.

Required

Proficient writing (including grammar and syntax), proofreading and editing skills to generate reports, articles, memoranda, abstracts, etc.

Required

Excellent verbal and interpersonal communications skills to interact in a professional and effective manner with faculty, administrators, students, Campus resources, donors and visitors.

Required

Ability to manage changes in workload, multi-task and prioritize, and handle frequent interruptions.

Required

Ability to exercise good judgment and maintain confidentiality of sensitive/private information.

Required

Knowledge of University forms and procedures related to travel, ordering office supplies, and office equipment maintenance.

Preferred

Knowledge of Development and Foundation donor databases, budget and financial systems.

Preferred

Ability to learn new processes and procedures.

Required

Willingness to identify and attend necessary workshops/training courses to enhance skills.

Required

Ability to maintain good to excellent attendance and must be punctual - hours are from 8:00 am - 5:00 pm.

Required

Ability to be a self-starter, to take initiative, and to follow through on all work, including long-term projects.

Required

Excellent analytical skills, including without limitation, ability to identify, address, and propose solutions to resolve issues and problems.

Required

Ability to interact professionally and courteously with diverse groups of people.

Required

Ability to maintain composure and handle potentially tense situations.

Required

Demonstrated knowledge of and skill in using the campus on-line purchasing system (BruinBuy) correctly and accurately, including purchasing and low value order queue maintenance or very similar work experience at other institutions.

Preferred

Demonstrated working knowledge of UC Time Reporting System (TRS).

Preferred

Demonstrated knowledge of the University payroll and personnel processes. Proficiency with the use of EDB and PTR systems.

Preferred

Ability to understand and interpret policies and procedures.

Required Additional Posting InformationBargaining Unit: 99-Policy Covered Application Deadline: 02-28-2018 External Posting Date: Quicklink To Posting: hr.mycareer.ucla.edu/applicants/Central?quickFind=72476 Special Instructions: Contact information: Number of Positions: Special EmploymentDesignations/Requirements Per UC PolicyConflict 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? Yes - Please have the employee sign the "Statement Acknowledging Requirement to Report Child Abuse". 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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