Administrative and Executive Assistant

University of California - Los Angeles, CA

Full-time - Entry Level

Los Angeles, CA

Educational Services

About the position

The Administrative and Executive Assistant at UCLA's California Center for Population Research (CCPR) provides essential customer service and administrative support, acting as a liaison between the department and various campus units. This role involves managing day-to-day operations, overseeing research space allocation, and coordinating seminars and workshops, ensuring effective communication and collaboration among faculty, staff, and students.

Responsibilities

• Provide professional level administrative support to CCPR leadership for day-to-day operations.
• Act as the primary liaison to UCLA campus departments including Graduate Division, Accounts Payable, Travel Services, Purchasing, and Facilities Management.
• Oversee CCPR research space and space allocation among affiliates.
• Manage the Center's weekly seminar series, methods and development workshops, and other professional conferences and research meetings.
• Interact with faculty, staff, students, campus administrative offices, and the general public.

Requirements

• Mastery of MS Office, Google documents, forms and Gmail, Google and MS Office calendar, Docusign, Adobe, Zoom, WordPress, and website maintenance.
• Strong organizational and follow-up skills, with the ability to work independently and multitask in a fast-paced environment.
• Ability to establish and maintain cooperative working relationships with diverse groups, demonstrating strong oral and written communication skills.
• Demonstrated strong analytical ability to research, analyze, and interpret guidelines, policies, and procedures.
• Skill in understanding and interpreting college policies and procedures and new regulations enacted by the University system-wide administration.
• Ability to work efficiently and effectively amidst changing priorities and competing deadlines.
• Demonstrated skill in hiring and delegating tasks to student employees, fostering a collaborative team atmosphere.

Nice-to-haves

• Working knowledge of UCLA online applications such as GoGrads, BruinBuy Plus, Travel, and Accounts Payable.
• Working knowledge of policies and procedures governing UC-related travel and entertainment; experience making travel arrangements utilizing UCLA Travel.
• Ability to learn and understand basic A/V maintenance and setup; working knowledge of updating and maintaining a website.

Benefits

• Comprehensive benefits package starting on day one, including health insurance, retirement plans, and paid time off.