University of California, LA

UCLA offers a combination that’s rare, especially among public research universities. The breadth, depth and inspired excellence among academic programs—from the visual and performing arts to the humanities, social sciences, STEM disciplines and health sciences—add up to endless opportunity. The location is unmatched: a campus that is unexpectedly picturesque and compact, set in a thriving and diverse global city.

Administrative Assistant to Chief Procurement Officer

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Posted 2 months ago in University of California, LA


About

The Role

Reporting to the Chief Procurement Officer, this role, as a member of the CFS Administrative Pool, provides programmatic and administrative support to one or more Directors of the CFS Senior Management Team, as assigned. In addition to supporting the designated Director, manage the respective administrative/office operations; handle purchasing/accounting tasks and issues; assist with the respective units' recruitment process and perform human resource-related administrative tasks; screen calls; and perform general office duties. Work on special projects, as assigned. Collaborate with the Executive Officer in planning and coordinating CFS-related meetings, programs and events.

Requirements


·    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. 

·    Ability to speak effectively in person and on the telephone, to obtain and convey information to a diverse population of faculty, staff, and University customers. 

·    Ability to work independently, take initiative to recognize where work needs to be done, and follow through on assignments with minimal supervision. 

·     Ability to interpret policies, questions, and issues to determine the appropriate course of action. 

·    Skill in prioritizing and organizing equally important tasks so that they are successfully completed within the required deadlines. 

·    Demonstrated ability to develop newsletters, brochures, flyers, and other promotional materials, and skill in utilizing related desktop publishing software programs. 

·    Skill in problem solving, using judgment in situations requiring independent initiative and tact. 

·    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. 

·    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. 

·    Ability to identify and deal with sensitive issues and work with confidential documents and within a confidential environment. 

·    Demonstrated experience providing high-level administrative support. 

·    Physical capability to lift up to 25 pounds and move furniture to reconfigure conference room seating and perform other similar tasks, as needed.


Preferred Qualifications

·    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. 

·    Working knowledge of University administrative systems and 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. 

·    Familiarity with software programs necessary to update and maintain websites for the organization. 

·     Demonstrated ability to develop newsletters, brochures, flyers, and other promotional materials, and skill in utilizing related desktop publishing software programs.



Job Detail

Employment Type

Job Location

Los Angeles,CA

Education Level