Experience:
No experience
Employment Type:
Part time
Posted:
10/22/2018
Job Category:
Administration
Administrative Assistant III
(This job is no longer available)
University of California | Los Angeles, CA
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Job Description

Requisition Number: 28420 Job Title: _____ASSISTANT III Working Title: Administrative Assistant III Salary: 23.30-33.38 Job Type: Career Department Name: 0300-ANDERSON GRAD SCH OF MANAGEMENT Department Website URL: Job Summary Statement: Under the supervision of the Finance Director of the UCLA Anderson School Business Office, work as a member of a team which reviews and processes financial transactions for the graduate school. Utilizing PAC, Bruin Buy, and Travel Express, process Limited Value orders (LVOs) and purchase requisitions for supplies, equipment, repair, maintenance, professional services, and reimbursements. Review orders for completeness and appropriateness, review queue messages, actively investigate and resolve errors (including unpaid invoices) and initiate related correspondence. Provide training and guidance to School units on completing appropriate paperwork for Travel, Purchasing, and other procurement matters. Other duties include deposit of fees and checks received, reconciling ledgers, reviewing accounts for overdrafts, provide backup Pcard processing reviewing policies and procedures for updates, and upholding policies. Provide initial and ongoing training to School units on transaction matters. Act as a liaison between the UCLA Anderson School and the UCLA Travel Department, UCLA Accounts Payable, UCLA Purchasing Department, UCLA General Accounting, and other UCLA departments as it relates to financial transactions. Provide response to a variety of needs of the varied MBA Programs, Centers, Admin and Operations units including full and part-time students, executive programs, conferences and courses for the public, interdisciplinary study centers, research, and teaching. Advise faculty, staff and administrators of procedures to accomplish the goals of the school, provide financial reports and analyses and monitor adherence to budgets and plans. Percentage of Time: 100 Shift Start: 8:00 am Shift End: 5:00 pm Qualifications for Position

20 Records Qualifications Required/Preferred

Advanced knowledge of university accounting policies and procedures.

Required

Skill in analyzing information, problems, situation, or procedures to define problem or objective, identify relevant factors, formulate logical conclusions, and recognize and alternatives and its implications.

Required

Skill in prioritizing assignments to complete work in a timely manner when there are fluctuations in workloads, emergencies, competing requirements, and frequent interruptions.

Required

Demonstrated ability to read and analyze accounting ledgers and financial reports and generate concise, thoughtful, and relevant financial reports as a result.

Required

Excellent oral and written communication skills to communicate rules, policies and procedures as they relate to accounting issues, in a clear and helpful manner.

Required

Ability to train new users on university policies and procedures.

Required

Ability to work independently with minimal supervision and as part of a team.

Required

Demonstrated excellent customer service skills in order to maintain a service oriented attitude.

Required

Demonstrated interpersonal skills to work effectively in a diverse professional and cultural environment.

Required

Ability to maintain cooperative and positive working relationships with university faculty, staff and students.

Required

Demonstrated organization skills to prioritize multiple assignments to complete work in a timely manner when there are frequent interruptions, competing deadlines and a heavy workload.

Required

Demonstrated skill in performing detailed work with a high degree of accuracy.

Required

Ability to handle and diffuse sensitive information and situations involving employee payroll and ledger balances.

Required

Demonstrated ability to remain calm, composure, and professionalism in situations involving conflict and frequent interruptions.

Required

Ability to hold sensitive information in confidence.

Required

Experience with cash and check handling.

Required

Must be able to maintain a regular schedule and on-time attendance. Be able to work as needed during critical times such as month end and fiscal year end.

Required

Excellent oral and written communication skills to communicate rules, policies and procedures.

Required

Proficiency in Microsoft Excel, Word, and Outlook.

Required

Demonstrated skill in university accounting, purchasing and travel systems, including but not limited to: PAC, Bruin Buy, Sharepoint, Travel Express, OASIS, Cognos, QDB, TOF, and NPEAR.

Preferred Additional Posting InformationBargaining Unit: CX-Clerical & Allied Services Application Deadline: 11-19-2018 External Posting Date: Quicklink To Posting: hr.mycareer.ucla.edu/applicants/Central?quickFind=73777 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? 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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