$ads={1}The incumbent provides high-level administrative support to the Chair of the Department of Theater, within the School of Theater, Film & Television. In addition, the incumbent provides receptionist and general administrative support to departmental operations and is supervised by the Department Administrator.
Major duties include executive scheduling for the Chair, planning travel, submitting financial reimbursements, filing and retrieval, designing and maintaining databases, composing executive correspondence, meeting minutes, meeting logistics and preparation, event planning, performing a wide variety of administrative and clerical functions. In scheduling activities, the successful candidate maintains a complex and non routine executive calendar for the Chair. This involves a high level of planning and calendar coordination with individuals and groups in the Department of Theater, the School of Theater, Film & Television, the University as well as renown professionals in the Theater and Film Industry locally, nationally and internationally. In administrative activities, the successful candidate exercises sound judgment, tact and the utmost discretion while providing support and counsel to the Chair and Department Administrator in a fast paced professional environment with regard to all communications, contracts, public appearances, conflict resolution, research, faculty meetings and other professional activities. The incumbent also effectively balances the many demands on the Chair's time between students, faculty, staff, University and high level industry professionals in order to ensure integration of institutional goals and priorities. Incumbent communicates routinely with University executives and administrative leadership to ensure the appropriate integration on key issues, and keeps the Chair apprised of vital situations requiring immediate attention and triage.
Percentage of Time:
100
Shift Start:
9:00 am
Shift End:
6:00 pm
Qualifications for Position
25
Records
Qualifications
Required/Preferred
1. Proficiency with personal computers and software for PC and MAC. Ability to learn new programs quickly and thoroughly.
Required
2. Demonstrated ability to work in harmony with the Chair and the Chair's vision. Demonstrated ability in teamwork and collaboration.
Required
3. Ability to provide executive-level administrative and public relations support of the Chair's public and University activities.
Required
4. Demonstrated ability to perform work covering the full spectrum of administrative duties in support of an executive office in a professional manner prioritizing assignments and demonstrating flexibility by responding quickly and accurately to sudden deadlines.
Required
5. Ability and skills sufficient to maintain executive calendars and schedules with complex logistics involving services such as travel, housing, catering, meetings, appointment, conferences, utilizing School, University and community resources.
Required
6. Skill in exercising a high level of judgment and awareness of conflicting interrelationships of individuals and groups in assessing prioritizing items and committing blocks of time in the Chair's calendar.
Required
7. Ability to take up new and different challenges as dictated in a constantly changing environment of dynamic growth.
Required
8. Demonstrated skill in office organization
Required
9. Ability to communicate effectively to a diverse clientele on the telephone, over the internet and in person with diplomacy and command of subject matter.
Required
10. Skill in systematizing diverse information and material, establishing and maintaining logical filing and retrieval systems.
Required
11. Skill in writing (composing) and editing concise, logical and grammatically correct correspondence, reports, general business communications in standard English.
Required
12. Demonstrated skill in taking meeting notes and writing accurate, concise minutes.
Required
13. Ability to interact diplomatically with faculty, staff, students and the public.
Required
14. Demonstrated skill in interacting with and receiving visitors in a polite and poised manner, remaining pleasant and helpful when under demands of workload or faced with an occasional incorrigible individual.
Required
15. Ability and judgment to recognize an emergency situation and react in a calm and orderly manner while seeking assistance.
Required
16. Demonstrated skill in answering, screening, and redirecting telephone calls and requests for information and acting as the "point of contact".
Required
17. Understanding of national and international travel, knowledge of UCLA Travel policies and procedures and demonstrated ability to make complex logistical travel and lodging arrangements.
Required
18. Knowledge of Travel Express and general knowledge of UCLA purchasing and accounting procedures.
Preferred
19. Demonstrated skill in working with off-campus vendors and UCLA departments to secure rates and contracts.
Required
20. Knowledge of AIS and SRSWeb information.
Preferred
21. Working knowledge of University and Theater policies and procedures regarding administrative and accounting forms in order to provide support for administrative operations.
Preferred
22. Demonstrated skill in making logistical arrangements for events.
Required
23. Demonstrated skill in developing and monitoring budgets for events and activities.
Required
24. Demonstrated ability to coordinate classroom and rehearsal scheduling effectively.
Required
25. Ability to work overtime as determined by the Chair's rapidly changing priorities and the department's needs.
Required
Additional Posting Information
Bargaining Unit:
CX-Clerical & Allied Services
Application Deadline:
06-13-2023
External Posting Date:
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