Under the direction and supervision of the Academic Advancement Program (AAP) Graduate Mentoring (GM) Director, and the UCLA McNair Scholars Program Director and Assistant Director, the Administrative Assistant (payroll title of ___Assistant III) is responsible for the administrative processes of both the Graduate Mentoring unit and the McNair Research Scholars Program. This position is split between these two entities. The Academic Advancement Program at UCLA provides innovative programs and services to more than 6,000 UCLA undergraduates from diverse populations who have been historically underserved by higher education. AAP Graduate Mentoring and McNair Research Scholars programs provide mentoring, scholarships and research opportunities to support and prepare students to apply to and succeed in graduate and professional schools and to develop the academic, political, scientific, economic and community leadership necessary to transform our society in the 21st century.
Responsibilities of this position include providing administrative assistance to the AAP Graduate Mentoring Director, and the McNair Research Scholars Program Director and Assistant Director in program planning and administration, event budget development and execution, workshop and event administration, and processing of student scholarship and stipend awards. Main administrative duties include documenting administrative procedures, purchasing office supplies and equipment, handling accounts payable duties to process invoices and travel reimbursements using BruinBuy and Express Travel systems, arranging staff and student travel, and assisting with processing staff personnel hiring forms. Oversee the Graduate Mentors and Undergraduate Peer Mentors schedules, monitor the number of mentoring appointments made, canceled and/or missed, and produce a quarterly report of appointment activities for the AAP Graduate Mentoring Director, and the McNair Research Scholars Program Director and Assistant Director. Ensure student support staff coverage for reception desk and clerical needs of office and supervise student support staff clerks. In consultation with the AAP Graduate Mentoring Director, and McNair Research Scholars Program Director and Assistant Director, monitors the Graduate Mentoring and UCLA McNair Scholars budgets and the work-study budget for peer mentors and student clerks. Create processes to plan and track the recruitment and selection of project participants for several research cohorts alongside graduate mentors, develop and maintain recordkeeping systems for program records, handle special projects as assigned. Work cooperatively and collaboratively with other AAP administrators and staff, as well as with other programs and offices external to the unit. Provide information to AAP students about Graduate Mentoring and the McNair Research Scholars Program and screen inquiries by phone, email, and in-person, directing to appropriate AAP unit or campus resources. Must be able to maintain a regular schedule and on-time attendance.
Percentage of Time:
100
Shift Start:
8:00 am
Shift End:
4:30 pm
Qualifications for Position
19
Records
Qualifications
Required/Preferred
1. Demonstrated office administration skills, abilities and experience.
Required
2. Skill in interacting with persons from various social, cultural, economic and educational backgrounds.
Required
3. Ability to establish and maintain cooperative working relationships with AAP staff, students, and staff from other departments.
Required
4. Ability to speak on a one-to-one basis using appropriate vocabulary and grammar to obtain and provide information and instructions.
Required
5. Demonstrated skill in working independently and creatively and ability to follow through and complete assignments with minimal direction.
Required
6. Skill in prioritizing assignments to complete work in a timely manner when there are changes in workload, changes in assignment, or demanding deadlines.
Required
7. Demonstrated skill in interacting as a team member and working in a collaborative and professional manner with all staff.
Required
8. Skill in writing, editing and proofreading to produce grammatically correct, concise and logical correspondence and reports.
Required
9. Ability to develop and implement office procedures to insure effective completion of tasks.
Required
10. Working knowledge of AAP unit/program activities, services and procedures.
Preferred
11. Working knowledge of word processing (Microsoft Word), spreadsheet (Excel), email (Outlook) and the Internet.
Required
12. Skill in establishing and maintaining files and records.
Required
13. Ability and judgment to deal with confidential and sensitive information with discretion and tact.
Required
14. Working knowledge or ability to learn university travel expense vouchers, check requests and travel procedures and Travel Express system.
Can be trained
15. Working knowledge of or ability to learn university accounting systems and programs (Bruin Buy).
Can be trained
16. Working knowledge of the University Staff and Academic Personnel/Payroll policies, benefits and forms and ability to recall and apply major and commonly used provisions of specific rules.
Can be trained
17. Skill in delegating and defining tasks and responsibilities, in clarifying priorities, and in promoting student staff growth and development.
Required
18. Knowledge of campus and community resources for students.
Can be trained
19. Must be able to maintain a regular schedule and on-time attendance. Must be able to work evenings and/or weekends as needed.
Required
Additional Posting Information
Bargaining Unit:
CX-Clerical & Allied Services
Application Deadline:
03-18-2024
External Posting Date: