Under the direction of the Department Chair and the Administrative Manager, manage all of the administrative and operational functions of the Information Studies Chair's office. This role will directly support the Department Chair, Administrative Manager, and assigned faculty members in the Department of Information Studies. Primary duties include: assist the Department Chair with all administrative responsibilities related to the operations of the department. Maintain the Chair's calendar, coordinate all meetings and conferences, draft and edit various correspondence on behalf of the Chair, and create and distribute reports. Take minutes at departmental faculty meetings and other assigned committee meetings, following up on any pending issues. Independently provide hands-on coordination to the Chair, Administrative Manager, faculty, and programs to ensure all aspects of the department's programs are performed and deadlines are met. Assist in the coordination of faculty research and professional activities, including travel arrangements, reimbursements and purchase orders. Provide periodic event management and coordination for colloquia, campus meetings, and guest speakers.
Percentage of Time:
100
$ads={1}
Shift Start:
8:00 am
Shift End:
5:00 pm
Qualifications for Position
15
Records
Qualifications
Required/Preferred
Excellent verbal and written communication skills to interact effectively and diplomatically with donors, administrators, faculty, staff, and the general public.
Required
Ability to maintain confidentiality at all times and to represent the Chair in a professional and courteous manner.
Required
Ability to work with speed and accuracy and to manage changing priorities in a fast-paced environment.
Required
Skill in establishing rapport and gaining trust of others from diverse, multi-cultural backgrounds.
Required
Demonstrated ability to counsel students and the general public on administrative and other non-academic topics.
Required
Demonstrated writing skills to compose and edit concise, effective, and grammatically correct correspondence, reports, memoranda and other materials.
Required
Demonstrated event management skills and experience, particularly in an academic environment.
Preferred
Demonstrated skill in managing budgeting for events and other activities.
Preferred
Demonstrated excellent skills in various computer programs, including spreadsheet and database software. Ability to learn new programs quickly and thoroughly.
Required
Knowledge of UCLA Travel policies and demonstrated ability to make complex logistical travel and lodging arrangements.
Preferred
Ability to manage group and committee decision making processes involving both faculty and staff to reach feasible decisions on a range of administrative issues.
Required
Skill in conducting research on academic and administrative issues. Ability to make clear, effective recommendations to management.
Required
Ability to independently analyze data, information, problems, practices, procedures, and to identify relevant factors and options and then implement and monitor solutions with minimal direction.
Required
Ability to establish and maintain cooperative working and professional relationships with faculty, staff, and other individuals from the University or outside.
Required
Ability to work some nights and weekends as needed.
Required
Additional Posting Information
Bargaining Unit:
CX-Clerical & Allied Services
Application Deadline:
07-08-2023
External Posting Date:
$ads={2}
