Administrative Coordinator

University of California - 30+ days ago

Requisition Number: 34213 Job Title: ADMIN OFCR 2 Working Title: Administrative Coordinator Salary: $22.61 - $52.11 hourly Job Type: Career Department Name: 4550-OFFICE OF VP INFORMATION TECHNOLOGY Department Website URL: oarc.ucla.edu Job Summary Statement: In direct support of the Office of Advanced Research Computing (OARC), and the Institute for Digital Research and Education (IDRE), provide administrative, logistical, analytical and coordination support for research IT activities. Position will provide support through complex calendaring for group and committee meetings, coordinating and scheduling research governance meetings with faculty, IT, and other relevant stakeholders, organizing training workshops, ordering office supplies, developing written communications, managing travel requests and reimbursements for guest researchers and speakers, and making purchases. Position collaborates closely with OARC Finance and Admin teams, IDRE Faculty Director, and OARC directors and managers. Conduct research and search internet sites and databases for information related to current research papers, projects and/or programs as requested. Percentage of Time: 100 Shift Start: 8:00 am Shift End: 5:00 pm Qualifications for Position


21 Records Qualifications Required/Preferred


Analytical skills sufficient to evaluate information, identify problems, and to suggest solutions and methods of implementation.


Required


Demonstrated ability to systematically develop, organize, implement and evaluate logistic and administrative processes.


Required


Demonstrated ability to use technology to organize ideas, processes, documentation, tasks, and assignments.


Required


Demonstrated excellent phone etiquette, communications, writing and editing skills.


Required


Ability to effectively interpret OARC and university policies and procedures.


Required


Working knowledge of PC and Mac computer hardware and peripherals.


Required


Proficiency in software applications: Outlook, Word, Excel (including Pivot tables, lookup, and other analytical functions), Visio, PowerPoint, Box, Google Apps, Microsoft Teams.


Required


Ability to produce workflows diagrams, swimlane diagrams, RACI charts, or similar.


Required


Ability to capture and properly aggregate notes from brainstorming sessions.


Required


Demonstrated ability to use and configure survey/polling, scheduling, project management, and database cloud-based tools and applications, such as Survey Monkey, Poll everywhere, Zoom, Trello, Confluence, or similar.


Required


Demonstrated ability to plan, coordinate and implement both large- and small-scale conferences, meetings and events, both virtual and in-person.


Required


Demonstrated ability to organize and conduct meetings with support staff, or other participants to focus on planning related event or meeting, working with and supporting organizers.


Required


Interpersonal skills sufficient to communicate effectively, both in person and on the phone, with a diverse range of faculty, executives, staff, students, visitors and vendors.


Required


Demonstrated ability to effectively work independently or as a team member, and to follow through on assignments with minimal direction.


Required


Customer services skills sufficient to treat customers and visitors with courtesy, diplomacy, tact and patience.


Required


Ability to function effectively in a fast-paced, changing environment with conflicting demands and prioritize work accordingly.


Required


Ability to set up and operate A/V systems, including projectors, laptops, microphones, complex telecom and videoconferencing systems, and related software. Ability to develop and distribute clear instructions to participants as required.


Required


Demonstrated ability to write and edit clear, precise and grammatically correct documents and correspondence with speed and accuracy.


Required


Ability to coordinate complex travel arrangements and to prepare intricate travel itineraries.


Required




Working knowledge of university administrative, accounting and purchasing policies and procedures.

Preferred




Ability to record meeting minutes and prepare summary minutes.

Required Additional Posting Information Bargaining Unit: CX-Clerical & Allied Services Application Deadline: 10-12-2021 External Posting Date: Quicklink To Posting: hr.mycareer.ucla.edu/applicants/Central?quickFind=81348 Special Instructions: Contact information: Number of Positions: Special Employment Designations/ Requirements Per UC Policy Conflict of Interest: N/A Critical: N/A 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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