The Executive Assistant to the Assistant Vice Chancellor and Director of Housing provides executive level support for their daily activities, including calendar duties, meeting preparation, correspondence, and supporting strategic projects. The incumbent researches, drafts and edits correspondence, provides administrative and project support for events & projects, and prepares presentations and briefings. The Executive Assistant also supports and coordinates strategic initiatives for Housing & Hospitality.
Percentage of Time:
100
Shift Start:
8:00 am
Shift End:
5:00 pm
Qualifications for Position
14
Records
Qualifications
Required/Preferred
Ability to work independently, organize work, set priorities that accurately reflect the relative importance of job responsibilities, handle several projects simultaneously, and adapt to frequent schedule changes and interruptions.
Required
Demonstrated skill in assessing timelines and coordinating numerous assignments and projects simultaneously under heavy and constantly fluctuating workloads and conflicting deadlines.
Required
Skill in organizing material and information in a systematic manner to maximize efficiency and minimize duplication of effort; strong attention to detail.
Required
Ability to diplomatically handle difficult or urgent matters in a confident and proficient manner, and to maintain confidential and sensitive information with tact and discretion.
Required
Ability to communicate clearly and concisely to convey appropriate messages, give instructions and obtain information.
Required
Skill in writing concise logical, and grammatically correct business correspondence and procedures.
Required
Ability to establish and maintain cooperative working relationship with administrators, faculty, students, staff members, media and the public.
Required
Demonstrated interpersonal skills for purposes of collaboration, negotiation and information exchange at a variety of levels. Demonstrated ability to work collaboratively as part of a highly visible team interacting in a cooperative and professional manner.
Required
High level proficiency in using Windows environment tools to manage calendars, tasks and to analyze data and develop reports and presentations.
Required
Analytical skills to review documents, data & information to determine relevancy and importance to project work
Preferred
Analytical skills to assess situations and procedures in order to identify any discrepancies or potential problems, and generate alternatives or offer solutions and/or methods of implementation, based on existing guidelines, and/or discern when action of higher level is needed.
Preferred
Demonstrated working knowledge of housing and hospitality activities in a university setting.
Preferred
Working knowledge of UCLA Campus and H&H policies and procedures, including travel and reimbursement procedures
Preferred
Ability to drive university vehicle in service of hosting guests for events, tours, and meetings. Ability to drive university vehicle to deliver project deliverables and supplies for project execution.
Required
Additional Posting Information
Bargaining Unit:
99-Policy Covered
Application Deadline:
06-09-2023
External Posting Date:
