Administrative Officer 2

at  University of California Los Angeles

DEPARTMENT SUMMARY

The UCLA Fielding School of Public Health’s Department of Biostatistics features national and international leaders in Bayesian methods, big data, causal inference, statistical computing, data science, functional data analysis, statistical genetics, hierarchical models, HIV/AIDS, image analysis, longitudinal data analysis, multivariate data, phylogeny, spatial statistics, survival analysis, and optimal design. The school’s biostatisticians have received many of the most prestigious national and international awards in the field - in some cases, multiple times - and, the department has a well-earned reputation for its collegial, warm environment.

POSITION SUMMARY

The incumbent provides high-level coordination and administrative support to the Department Chair and Department Administrator (MSO). Responsibilities include, but are not limited to, independent management of the Chair’s executive calendar, drafting and preparation of memos and correspondence on behalf of the Department Chair, and independent coordination of meetings and seminars. Incumbent functions as the department’s Academic Personnel Coordinator with independent responsibility for determining the eligibility of faculty for appropriate actions and timely faculty notifications, entering actions in Opus and Interfolio and/or other online academic personnel systems as they become available, administering confidential ballots, liaising Recruit inputs and logistics for new faculty hires, and managing all procedural and processing requirements for Lecturers, Visiting Scholars, and Postdoctoral Scholars. Incumbent also assists with managing department faculty searches, using UCLA Academic Recruit/OPUS, ensuring all requirements for faculty searches are met per UCLA CALL and all applicable policies and procedures outlined in the Systemwide Academic Personnel Manual. Provide management of all procedure and processing requirements of APM 430 - Visiting Scholars, ensuring eligibility and reviewing all Visiting Scholar submissions from department faculty for submission to the Dean’s Office. Collaborate with the Department Chair and MSO on department-related activities such as accreditation, monthly faculty meetings, and other faculty gatherings. Process visiting graduate student researcher appointments as needed. Work with the Chair on department course scheduling & department website development. Process reimbursements using BruinBuy or Concur. Participate in high-level meetings, including support of ongoing department faculty meetings; support the Chair’s teaching and research activities, including preparation of slides, drafting progress reports, organizing conference calls, and process and tracking Chair’s travel and travel reimbursements-other projects as assigned.

QUALIFICATIONS

• Minimum of 5 years of demonstrated experience in academic administration or a combination of related work and/or educational experience with a solutions-oriented approach. (Required)
• A bachelor’s degree or a minimum of five years of demonstrated experience in academic administration or an equivalent combination of education and related work experience with a solutions-oriented approach. (Required)
• Strong interpersonal skills to create and maintain a positive professional rapport with program faculty, students, and staff, as well as on-campus departments and off-campus entities. Experience and appreciation for working with persons of various social, cultural, and educational backgrounds. Demonstrated skill in maintaining confidential matters with tact, sensitivity and diplomacy. (Required)
• Excellent time management to establish priorities and work on a self-directed basis, accepting challenging circumstances and taking initiative to solve problems where solutions are not always readily apparent. Skill in analyzing information, problems, situations, practices and procedures. (Required)
• Mastery of Word, Excel, and Powerpoint, as well as other Microsoft Office and Adobe programs and other software to complete job tasks, including but not limited to generating and maintaining rosters of eligibility, presentations, complex spreadsheets, and other documents as necessary. Demonstrated knowledge of Outlook, various online calendar systems, and Box. (Required)
• Excellent communication skills to generate effective, concise, logical, and grammatically correct memos, reports, letters, emails, and agendas. Demonstrated presentation skills to convey information to various audiences across multiple settings. (Required)
• Organizational skills to meet pre-determined goals and ad hoc requests. Demonstrated follow-through on multiple tasks, often under fluctuating priorities, competing deadlines, and frequent interruptions. Independent resourcefulness to gather appropriate information to complete projects consistently. Ability to recognize the need for consultation and/or report concerns. (Required)
• Demonstrated experience in planning, coordinating, and managing seminars and symposia, special events, and other meetings (on/off campus and virtual) as required. Demonstrated fiscal management to track expenses and develop/format data into spreadsheets. Ability to organize and maintain clear, accurate, and user-friendly financial records. (Required)
• Knowledge of university online systems such as Recruit, OPUS, Interfolio, BruinBuy, Travel Express, Concur, and others as needed. (Required)
• Understanding and implementing university policies and procedures as they apply to purchasing, travel, reimbursements, project management, student programs, accreditation site visits, and other projects as assigned. (Required)
• Demonstrated detailed knowledge of UC policies and procedures regarding academic personnel actions, dossiers, and faculty recruitments-the ability to reference and translate information from the Academic Personnel Manual (APM) and the UCLA CALL. (Required)
• Active fluency of campus administrative units and their services, roles, and responsibilities. Prior-established working rapport with counterparts within and beyond department. (Required)

EDUCATION, LICENSES, CERTIFICATIONS & PERSONAL AFFILIATIONS

• Bachelor’s Degree or equivalent combination of education and experience. (Required)

COMPLETE POSITION DESCRIPTION

https://universityofcalifornia.marketpayjobs.com/ShowJob.aspx?EntityID=38&JDName=Administrative%20Officer%202%20CX%20(TBD_164)
To apply, please visit: https://jobs.ucla.edu/careers-home/jobs/1626?lang=en-us
jeid-c9a193c632fee34d8c97249d60e5dd5

Please refer the Job description for details