Chair's Assistant

Position Summary

Under the general direction of the CAO, the incumbent provides complex and high-level administrative and analytical support for the Ecology and Evolutionary Biology (EEB) & Computational and System Biology (CASB) Chairs and CAO.

The incumbent coordinates the Chairs' professional activities and schedules. The incumbent also independently manages and coordinates the faculty recruitment process, which includes senate and non-senate faculty searches and search waivers, coordinates the faculty recruitment process and provides staff support to departmental search committees, and gathers and analyzes data to support academic policies and procedures.

Other duties include the following: Establish, implement, and maintain computer database records, compose correspondence and edit prepared materials for correct grammar, spelling, punctuation, and syntax, establish and maintain a variety of filing systems, including files of a highly confidential nature, arrange departmental meetings, events, and seminars, etc. Participate in special assignments, such as alumni funding initiatives, at the direction of the Chairs and CAO, and responsible for the creation of and updates to department web pages and various social media accounts.

The incumbent ensures submission deadlines for all academic personnel actions met and that appointment paperwork is submitted on time to the department academic personnel office with the appropriate signed approvals. The incumbent is to also coordinate and gathers nomination data for various campus and division-wide teaching awards, such as the Distinguished Teaching Award, etc.

Salary & Compensation

• UCLA provides a full pay range. Actual salary offers consider factors, including budget, prior experience, skills, knowledge, abilities, education, licensure and certifications, and other business considerations.
  
  Salary offers at the top of the range are not common. Visit UC Benefit package to discover benefits that start on day one, and UC Total Compensation Estimator to calculate the total compensation value with benefits.

Qualifications

1.Strong and demonstrated verbal and written communication and interpersonal skills to work effectively with faculty, students, staff, administrators, and the public and do so with minimal direction in a sensitive and confidential executive environment. (Preferred) 2. Outstanding, high-level organizational skills in managing complex and changing calendars, schedules, and multiple projects. Demonstrated sound judgment and skill in revising and prioritizing executive activity in a fast-paced environment to meet urgent (Preferred) 3. Skill in identifying and handling confidential and sensitive material/situations and to act with tact and discretion, maintaining confidentiality. (Required) 4. Ability to manage, organize, plan and follow through on projects under minimal supervision and fluctuating workloads in order to set priorities and meet deadlines under the stress of frequent interruptions and or distractions. (Required) 5. Skill in analyzing information, problems and situations. Skilled in manage complex calendars. (Required) 6. Ability to establish and maintain professional working relationships with deans, chairs of other programs, faculty, staff, students, and the public in a complex and sensitive environment. (Required) 7. Skill in using Microsoft Office to generate business correspondence and memos with speed and accuracy. (Required) 8. Skill in using software for creating and maintaining web pages and social media activities (ie. Facebook, Instagram, Twitter) (Required) 9. Demonstrated skill in operating PC applications for E-mail, database, and spreadsheet functions. (Required) 10. Skill in using UCLA on-line applications, such as Event Scheduler and UC Recruit. Knowledge of UCLA general policies and procedures and in the area of academic personnel and faculty recruitment. (Preferred) 11. High-level skill in executive travel and expense management. Skill in using University electronic systems for travel arrangement, reporting and reimbursement. (Preferred) 12. Skill in obtaining, organizing, and disseminating complex materials for faculty search processes, departmental meetings, and analytical reports. (Required)

Special Conditions for Employment

Background Check: Continued employment is contingent upon the completion of a satisfactory background investigation.

Live Scan Background Check: A Live Scan background check must be completed prior to the start of employment. Age Requirement: Candidate(s) must be 18 years or older to be eligible to be hired.

Schedule

8am to 5pm

Union/Policy Covered

CX-Clerical & Allied Services

Complete Position Description

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