Operations Manager

University Of California Los Angeles , CA 90009

Posted 1 week ago

Requisition Number: 29351 Job Title: ADMINISTRATIVE SPECIALIST Working Title:

Operations Manager Salary: $20.89 - $41.37 hourly Job Type: Career Department Name: 0517-NEW STU AND TRANSITION PROGRAMS Department Website URL: http://newstudents.ucla.edu/ Job Summary Statement: Under the general supervision of the Associate Director of First Year Programs, the Operations Manager (payroll title of Administrative Specialist) provides administrative management to New Student & Transition Programs.

Major duties include management of all administrative operations for the program, coordination of all new student and family programming logistics for New Student Orientation, New Parent & Family Orientation, Bruin Day, Orientation Part 2, Bruin Next Steps, and Bruin to Bruin (phone calling project); monitor and coordinate personnel, accounting and budget activity; train and supervise all casual staff for administrative operations; assist in development of actual and projected annual budget; and compile evaluative data for annual reports. Reporting to the Assistant Vice Provost on Course Enrollment Management, provide administrative support when needed to compile reports.

The UCLA New Student & Transition Programs is part of the Division of Undergraduate Education and provides all new incoming undergraduates with academic advising and enrollment, as well as an overview of university programs, policies and services. New Student & Transition Programs is responsible for over 6000 first year students, 3,700 transfer students and 2,000 family members (parents and younger siblings) and has a staff of over 100 New Student Advisors.

This position requires the ability to work evenings and weekends during the spring and summer as needed and/or required. Candidates would need to be willing to adjust the work schedule accordingly. Percentage of Time: 100 Shift Start: 8:00 am Shift End: 5:00 pm Qualifications for Position
22 Records Qualifications Required/Preferred
1.Detailed skill in prioritizing and interpreting data, and organizing material, information and people to optimize efficiency and to minimize duplication of effort.

2.Demonstrated ability and experience in providing administrative support to a program.

3.Detailed skill in screening applicants, interviewing, hiring, training, and supervising part-time staff, and evaluating performance.

4.Detailed ability to provide creative and constructive suggestions for improvement of efficiency and/or effectiveness of program.

5.Working skill in working accurately with figures and detail necessary for financial reporting and budget analysis.

6.Detailed skill in programming and using various application programs including Microsoft Word, Microsoft Excel, Microsoft Access, Outlook and UCLA online systems.

7.Working knowledge of the University's on-line purchasing and accounts payable system (Bruin Buy) and travel system (Express) to process payments and reimbursements.

Can be trained
8.Working ability to evaluate and assess office efficiency in terms of communications and database management systems and suggest viable improvements based on available budget and current technology and facilitate appropriate implementations.

9.Working ability to establish and maintain cooperative working relationships with other staff and administrators.

10.Working skill in speaking articulately and effectively in order to diplomatically obtain and convey information to individuals from different areas on- and off-campus, and from within and outside of the staff.

11.Working skill in working as part of a team and collaborating with other staff members.

12.Detailed skill in performing a wide variety of duties under conflicting deadlines, frequent interruptions and changing circumstances.

13.Detailed skill in working independently, including making decisions when appropriate and following through on assignments with minimal supervision.

14.Detailed skill in independently composing, editing and proofreading materials for proper grammar and spelling.

15.Detailed ability to use discretion, sound judgment and tact in dealing with confidential materials and information.

16.Working skill in establishing and maintaining organized files.

17.Working knowledge of University policies and procedures.

18.Working experience in new student and transition programs and/or orientation programs student affairs programming at the university level.

19. 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
20. Detailed interpersonal and communication skills and ability to work with employees of all levels and areas to establish and maintain effective work relationships and to convey information concisely, accurately, and tactfully.

21. Working ability to relate general personnel and payroll information to persons not familiar with detailed personnel policies and procedures.

22. Must be able to work evenings and weekends as needed and required.

Required Additional Posting InformationBargaining Unit: 99-Policy Covered Application Deadline: 01-17-2019 External Posting Date: Quicklink To Posting: hr.mycareer.ucla.edu/applicants/Central?quickFind=75010 Special Instructions: Please submit a cover letter and resume when applying.

The target salary range for this position is between the posted minimum and $22.98 hourly. Contact information:

Number of Positions: Special EmploymentDesignations/Requirements Per UC PolicyConflict of Interest: N/A Critical:

Continued employment contingent upon completion of satisfactory background investigation. Driving Record: N/A E-Verify Check:

Certain positions funded by federal contracts/subcontracts requires UCLA to notify job applicants that an E-Verify check will be conducted and the successful candidate must pass the E-Verify check.

More Information This position does not require E-Verify check. CANRA:

Is this position designated as a mandatory reporter under CANRA? Yes - Please have the employee sign the "Statement Acknowledging Requirement to Report Child Abuse". Other Special Employment

Position is subject to performance standards and other requirements of the University wide Police Policies and Administrative Procedures.

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Operations Manager

University Of California