Experience:
No experience
Employment Type:
Full time
Posted:
9/28/2018
Job Category:
Administration
Administrative Specialist
University of California | Los Angeles, California
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Job Description

Requisition Number: 28828 Job Title: ADMINISTRATIVE SPECIALIST Working Title: Administrative Specialist Salary: $20.89 - $41.37 hourly Job Type: Contract Department Name: 0070-EDUCATION Department Website URL: cresst.org Job Summary Statement: Under the supervision of the Business Manager and Operations Manager, at the National Center for Research on Evaluation, Standards, and Student Testing (CRESST), housed within UCLA's Graduate School of Education and Information Studies (GSE&IS) assist in overseeing the financial activities of federal, state and private contracts and grants. Assist in producing monthly financial reports to deliver coherent and concise financial data to CRESST PIs and Project Directors. Under the direction of the Sr. Associate Director and Business Manager, manage the office of the Sr. Associate Director and provide administrative and analytical support to the Center's Associate Directors. Provide administrative support for the Center in all research and professional activities as well as providing support to 12 Project Directors (Co-PIs) and Senior Researchers with multiple extramurally funded projects. Assist in the preparation of contract and grant proposals (e.g. budgets and budget justifications) and coordinate submission to various funding agencies. Under the supervision of the Operations Manager, process all Center facilities requests and phone line orders, and maintain the Center's floor plans and directories. Maintain IRB database to ensure entire Center is IRB compliant and all study submissions are current. Create and record data files to assist in analysis of survey data for various projects. Analyze reports, papers and other deliverables for the Center efficiently and accurately to meet deadlines. Review and reconcile Hold and Incomplete (H & I) invoices/orders using BruinBuy. Coordinate meetings, training sessions, interviews, and other Center activities in a timely and efficient manner. Manage the Center's security system by coordinating and maintaining staff's building access. Percentage of Time: 100 Shift Start: 8:00 am Shift End: 5:00 pm Qualifications for Position

16 Records Qualifications Required/Preferred

Demonstrated and successful experience in managing and coordinating the activities of a busy and productive executive office.

Required

Knowledge of University & GSE&IS policies and procedures to effectively serve as resource to students, faculty, staff and school departments.

Preferred

Skill in prioritizing workload, assessing timelines, coordinating numerous assignments/projects simultaneously under heavy workload.

Required

Ability to identify, analyze, and resolve problems as they arise and keep Business Manager and Operations Manager apprised of problems.

Required

Ability to utilize a variety of communication methods to move projects forward in a timely manner.

Required

Excellent typing skills using word processing and other related software to prepare correspondence, reports, and other documents with speed and accuracy.

Required

Proficient and demonstrated working knowledge of computer software including Microsoft Word, Excel, PowerPoint, Outlook, and Filemaker Pro.

Required

Proof-reading and editing skills to ensure that all final documents issued by the Sr. Associate Director's Office are error free.

Required

Ability to write clear, concise and accurate memos and reports and edit correspondence for correct grammar, spelling and punctuation.

Required

Skill in speaking clearly and distinctly using appropriate vocabulary and grammar to obtain and convey information to individuals at various levels in the organization, and outside the University.

Required

Ability to work independently, take initiative and follow through on tasks with minimal direction or supervision.

Required

Knowledge of University policy and procedures as they relate to management of project administration, including travel reimbursement, confidentiality of records, entertainment, check requests, low value orders, and purchase orders.

Preferred

Demonstrated ability to work as part of a team and assist other administrative support staff with clerical and administrative tasks as needed.

Required

19. Ability to accept delegated work, perform work to expectations, problem-solve obstacles, and follow-up to completion and/or report status of delegated tasks.

Required

Experience in using data analysis software including SPSS.

Preferred

Skill in reading and understanding proposals, scope of work, and contracts sufficient to notify research staff of established deadlines and itemize specific activities and requirements.

Preferred Additional Posting InformationBargaining Unit: 99-Policy Covered Application Deadline: 10-10-2018 External Posting Date: Quicklink To Posting: hr.mycareer.ucla.edu/applicants/Central?quickFind=74307 Special Instructions: This is a one-year contract appointment with possibility of renewal.

The target salary for this position is $20.89 hourly. 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 This position requires the final candidate to successfully pass an 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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About University of California

UCSF is a leading university that consistently defines health care worldwide by conducting advanced biomedical research, educating graduate students in the life sciences, and providing complex patient care.

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