Office Administrator
Los Angeles, CA Los Angeles, CA 5 days ago 5 days ago 5 days ago Reporting to the Senior Director of Student Finance Solutions, the Office Administrator (OA) is responsible for providing day-to-day administrative support to Business & Finance Solutions' (BFS) senior directors, who directly report to UCLA's Controller.
Under the general guidance of designated senior directors, the OA manages senior directors' complex calendars with high-visibility meetings, manages directors travel reimbursements, and coordinates administrative processes across multiple BFS departments including managing onboarding/offboarding and remote work environments for employees, as well as department procurement responsibilities, and office space and work station related tasks.
The OA regularly interacts with senior leaders and stakeholders, using discretion with confidential or otherwise highly sensitive information.
The OA supports special projects, events and continuous improvement initiatives, as assigned.
Percentage of Time:
100 Shift Start:
8:
00 am Shift End:
5:
00 pm Qualifications for Position 11 Records Qualifications Required/Preferred Excellent writing, spelling, and editing skills to produce clear, concise and grammatically correct business correspondence (including email), newsletters, reports, proposals, and presentations that convey the appropriate message in the appropriate tone for the situation.
Knowledge of chart, graph, and table formatting for use in preparing reports and presentations.
Required Ability to effectively interface with senior leaders and support staff to build clear lines of communication and organize competing agendas in order to meet common goals.
Required Ability to work independently, take initiative to recognize where work needs to be done, and follow through on assignments with minimal supervision.
Required Skill in prioritizing and organizing equally important tasks so that they are successfully completed within the required deadlines.
Required Skill in problem solving, using judgment in situations requiring independent initiative and tact.
Required Effective interpersonal skills to create and foster professional working relationships with co-workers, employees and the public.
Ability to work collaboratively in a team environment.
Required Demonstrated working knowledge of computer systems and PCs and their software (e.
g.
, Microsoft Office, etc.
) sufficient to input information; read and interpret screens; prepare correspondence, spreadsheets, presentations, and other documents; maintain electronic calendars; and correspond through electronic mail.
Required Ability to identify and deal with sensitive issues and work with confidential documents and within a confidential environment.
Required Demonstrated experience providing high-level administrative support.
Required Skill in arranging meetings by determining the time, place, and sequence of actions to be taken based on the review of data; and in making facilities and catering arrangements and following through with vendors.
Required Working knowledge of general procedures sufficient to complete forms and initiate follow-through on transactions such as Facilities and Telecommunications work orders, travel and expense reimbursements, and parking transactions; and of accounting and purchasing functions to prepare and approve corresponding orders.
Preferred Additional Posting Information Bargaining Unit:
CX-Clerical & Allied Services Application Deadline:
08-23-2023 External Posting Date:
.
Estimated Salary: $20 to $28 per hour based on qualifications.
Under the general guidance of designated senior directors, the OA manages senior directors' complex calendars with high-visibility meetings, manages directors travel reimbursements, and coordinates administrative processes across multiple BFS departments including managing onboarding/offboarding and remote work environments for employees, as well as department procurement responsibilities, and office space and work station related tasks.
The OA regularly interacts with senior leaders and stakeholders, using discretion with confidential or otherwise highly sensitive information.
The OA supports special projects, events and continuous improvement initiatives, as assigned.
Percentage of Time:
100 Shift Start:
8:
00 am Shift End:
5:
00 pm Qualifications for Position 11 Records Qualifications Required/Preferred Excellent writing, spelling, and editing skills to produce clear, concise and grammatically correct business correspondence (including email), newsletters, reports, proposals, and presentations that convey the appropriate message in the appropriate tone for the situation.
Knowledge of chart, graph, and table formatting for use in preparing reports and presentations.
Required Ability to effectively interface with senior leaders and support staff to build clear lines of communication and organize competing agendas in order to meet common goals.
Required Ability to work independently, take initiative to recognize where work needs to be done, and follow through on assignments with minimal supervision.
Required Skill in prioritizing and organizing equally important tasks so that they are successfully completed within the required deadlines.
Required Skill in problem solving, using judgment in situations requiring independent initiative and tact.
Required Effective interpersonal skills to create and foster professional working relationships with co-workers, employees and the public.
Ability to work collaboratively in a team environment.
Required Demonstrated working knowledge of computer systems and PCs and their software (e.
g.
, Microsoft Office, etc.
) sufficient to input information; read and interpret screens; prepare correspondence, spreadsheets, presentations, and other documents; maintain electronic calendars; and correspond through electronic mail.
Required Ability to identify and deal with sensitive issues and work with confidential documents and within a confidential environment.
Required Demonstrated experience providing high-level administrative support.
Required Skill in arranging meetings by determining the time, place, and sequence of actions to be taken based on the review of data; and in making facilities and catering arrangements and following through with vendors.
Required Working knowledge of general procedures sufficient to complete forms and initiate follow-through on transactions such as Facilities and Telecommunications work orders, travel and expense reimbursements, and parking transactions; and of accounting and purchasing functions to prepare and approve corresponding orders.
Preferred Additional Posting Information Bargaining Unit:
CX-Clerical & Allied Services Application Deadline:
08-23-2023 External Posting Date:
.
Estimated Salary: $20 to $28 per hour based on qualifications.
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