Executive Assistant
2 months ago
*Must include cover letter and resume to be considered.
Department Summary
As part of our commitment to embracing the data revolution, UCLA has launched the DataX initiative. Launched in 2021, DataX is a new set of institutional structures and activities designed to help UCLA respond to the ever-expanding role of data in society and the Academy. This groundbreaking project aims to expand opportunities for students across disciplines to work with data, assist researchers in various fields to incorporate data analysis into their work, and position UCLA as a leader in exploring the interplay of foundational data science, innovative applications, and ethical and societal implications of the data revolution. The DataX initiative is committed to fostering an inclusive, diverse, and innovative learning environment where students thrive and faculty excel. Our mission is to provide world-class education and research opportunities while cultivating a sense of belonging for all members of our community.
Position Summary
The Executive Assistant will provide high-level support the leadership of DataX including the three Faculty Directors and one Executive Director. As a member of the DataX administrative team, the Executive Assistant is responsible for supporting the activities of the four directors and addressing day-to-day operations of the unit. The Executive Assistant will be given assignments that may be highly confidential or complex in nature, requiring a high level of independence and initiative. The Executive Assistant will communicate with diverse constituencies including Deans, Vice Chancellors, Chairs, faculty, students and staff as well as prioritize the inflow of communication to the directors and other DataX team members. The Executive Assistant will also lend support for delivery of marketing and events. Duties are generally performed onsite at the UCLA campus during normal business hours with the possibility of a FlexWork schedule, which may include remote work and/or weekends, evenings and holidays. Must include cover letter and resume to be considered.
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
Ability to communicate effectively and diplomatically with faculty, staff, students, University administrators, donors, political and community leaders, and members of the public. (Required) Working knowledge of or ability to learn and use on-line software systems for reporting, travel arranging and reconciliation, and purchasing. (Required) Ability to research, analyze, compile, and present data in a clear and concise manner. (Required) Possess skill and understanding of project management sufficient to meet fixed deadlines. (Required) Analytical skills and inclination to independently evaluate information, identify problems, and to suggest solutions and methods of implementation. (Required) Ability to work independently, demonstrating self-initiative and complete multiple assignments with minimal direction. Ability to work with frequent interruptions or to shift from one task to another without loss of efficiency. (Required) Writing skills to compose and edit correspondence including electronic mail using correct grammar, spelling, and punctuation. (Required) Demonstrated ability to arrange meetings and schedule appointments using a computer calendar software. (Required) Demonstrated skill in the use of personal computers using Windows-based software, Microsoft Office Suite, Adobe, Google Suite, and the like to acquire, assemble, format, manipulate and communicate information. (Required) Skill in implementing, organizing, and maintaining complex paper and electronic data tracking and filing systems. (Required) Demonstrated skill in working as part of a team and collaborating with colleagues. Possess skill and commitment to productively interact with persons of various social, cultural, economic, and educational backgrounds. (Required) Ability to lift and carry up to 25 lbs. Ability to kneel, climb stairs and ladders, push, balance, stoop, bend, and reach. (Required) Ability to apply a high level of discretion with documents and matters of a sensitive and confidential nature. (Preferred) Ability to provide support to multiple faculty executives at the same time. (Required)
Education, Licenses, Certifications & Personal Affiliations
Bachelor's Degree In related area and / or equivalent experience / training (Preferred)
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.
Schedule
Mon - Fri, 8:00am - 5:00pm, Pacific Standard
Union/Policy Covered
99-Policy Covered
Complete Position Description
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