Under the direction of the Director, Staff Diversity & EEO Compliance Office (SD&C), the Office Manager/Assistant to the Director provides professional level administrative support for the department, including the Director. The incumbent is responsible for a wide range of administrative tasks including, but not limited to, purchasing, accounts payables, travel arrangements and reimbursements, calendaring, meeting coordination, website content updates, and assistance with new employee onboarding.
This position also frequently handles sensitive case information. Promptly handles the administrative functions for complaints, inquiries, and requests for information. Assist in preparing ad-hoc reports and presentations, summarizing statistical information in graphic and narrative formats. Refers to UC Path and UCLA Data warehouse employee databases to ensure data accuracy. Additionally, incumbent may assist the Intake Specialist with intake duties such as sending outreach communication to potential complainants; consulting and referring matters as appropriate; creating and maintain accurate records of EEO complaints and investigations; and ensuring compliance with office procedures and protocols. Oversee the activities related to supporting the SD&C database system and ensures data is entered accurately and in a timely manner.
Percentage of Time:
100
Shift Start:
8:00 am
Shift End:
5:00 pm
Qualifications for Position
17
Records
Qualifications
Required/Preferred
Demonstrate skill with Microsoft Office Suite, including Outlook, Excel, Word and Powerpoint, to prepare business correspondence, presentations, and spreadsheets.
Required
Ability to plan, coordinate, and prioritize tasks/projects while keeping appropriate personnel apprised of status on a regular basis.
Required
Working knowledge of UCLA UC Path to initiate and complete employee record inquiries.
Preferred
Skill in writing concise, logical, and grammatically correct business correspondence and reports.
Required
Ability to gather information, analyze data, recognize patterns and tendencies, form logical conclusions and determine their implications, and identify viable alternatives.
Required
Ability to work independently and make decisions when appropriate, and follow through on assignments with minimal supervision or direction, identifying more effective methods of work operation, when appropriate.
Required
Ability to maintain strict confidentiality.
Required
Ability to interact and communicate with individuals from various cultural, social, economic, and educational backgrounds.
Required
Strong oral communication skills to obtain and present information clearly.
Required
Ability to establish and maintain cooperative working relationships with staff members, managers, administrators, student and temporary workers, and vendors.
Required
Demonstrated ability to employ good listening skills, tact, and diplomacy in handling irate and/or emotionally upset staff or visitors.
Required
Skill in setting priorities which accurately reflect relative importance of job responsibilities with the ability to switch from one activity or role to another and to adjust priorities quickly as circumstances dictate.
Required
Skill in working as part of a team or collaborating with colleagues.
Required
Ability to interact with public and campus community in a professional manner.
Required
Working knowledge of University administrative policies, as well as departmental, academic, and administrative structure.
Preferred
Working knowledge of general workforce structure, function, hierarchy, staffing, mission, and goals.
Preferred
Working knowledge of federal and state Equal Employment and Affirmative Action.
Preferred
Additional Posting Information
Bargaining Unit:
CX-Clerical & Allied Services
Application Deadline:
04-23-2022
External Posting Date: