EXEC AST 3

The Assistant to the Dean serves as chief administrative support to the Dean of the School of Education & Information Studies. The incumbent manages a fast-paced executive level office, exercises independent judgment, discretion, and confidentiality. The assistant will facilitate communication and interaction of multiple constituencies with the Dean's Office: associate deans, department chairs, over 100 ladder & professional faculty, directors of research centers, donors, 1100 graduate students, 250 undergraduate students, over 350 administrative staff, the Principals and Head of School of UCLA Lab School, Geffen Academy, and UCLA Community School, and the teachers, staff, and parents, respectively, at each school. Facilitate communication and interaction with a wide variety of external community organizations, groups, and agencies; and direct all administrative and organizational support necessary for completion of work in a timely, professional manner. Provide research and analysis on various issues and projects. Coordinate the Dean's full range of School, campus, UC-wide and community involvement. Coordinate meetings and events that at times require planning and logistics for off-site visitors, invited speakers, and volunteers. Independently set work priorities and analyze confidential issues on an ad hoc basis. Assist the Dean in meeting requests for institutional reporting and strategic planning efforts. Write, edit and prepare reports and correspondence on the Dean's behalf; manage Dean's travel arrangements. Serve as primary administrative liaison to committees, programs and projects supervised by the Dean. Work on special assignments that generally define broad goals & objectives. The incumbent decides on methodology to use to accomplish tasks. Design and maintain computer databases. Work as a team with other administrative staff in the Dean's Office suite. Supervise a work-study student assistant.

• 3-5 Years Executive Assistant experience or similar administrative experience (Required)
• Demonstrated and successful experience in managing and coordinating the activities of a fast paced and productive executive office (Required)
• Knowledge of University & Ed&IS policies and procedures to effectively serve as resource to students, faculty, staff and school departments. (Preferred)
• Ability to negotiate with campus departments when an exception to policy or procedure is required. Ability to identify, analyze, and resolve problems as they arise and keep Dean apprised of problems (Required)
• Ability to establish cooperative working relationships with and to motivate staff, faculty, administrators, students, public, corporate leaders. Skill in establishing rapport and gaining trust of others from diverse, multi-cultural backgrounds. (Required)
• Ability to leverage skills, influence and reputation outside the organization to achieve high quality results. Ability to deal with confidential and sensitive information with discretion. (Required)
• Skill in supervising clerical personnel, including delegating responsibility, training, evaluating performance, and coordinating work flow. (Required)
• Excellent typing skills using word processing and other related software to prepare correspondence, reports, and other documents with speed and accuracy. Proficient working knowledge of word processing and database management software, such as Microsoft Word, Excel, Filemaker Pro. (Required)
• Ability to write clear, concise and accurate memos and reports and edit correspondence for correct grammar, spelling and punctuation. Proof-reading and editing skills to ensure that all final documents issued by the Dean's Office are error free. Skill in speaking clearly and distinctly using appropriate vocabulary and grammar to obtain and convey information to individuals at various levels in the organization, and outside the University. (Required)
• Demonstrated skill in organizing and implementing complex functions involving on-campus and off-campus constituents. (Required)
• Experience managing a broad range of work assignments in a high-profile academic setting. Ability to exercise independent judgment, initiative, resourcefulness and discretion in decision making. (Required)
• A working knowledge of the travel planning and reimbursement process. Ability to establish and maintain complex data collection and filing system. (Required)
• Skill in prioritizing workload, assessing time-lines, coordinating numerous assignments/projects simultaneously under heavy workload. Demonstrated project management skills, including developing action plans and timelines, communicating goals and objectives to employees, writing status reports, and resolving conflicts or delays to accomplish projects by deadlines. Ability to utilize a variety of communication methods to move projects forward in a timely manner. (Required)
• Special Conditions of 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.
• CANRA: The position is designated as a mandatory reporter under CANRA. The employee must sign the "Statement Acknowledging Requirement to Report Child Abuse".
• 5% Domestic
• Complete Position Description: https://universityofcalifornia.marketpayjobs.com/ShowJob.aspx?EntityID=38&JDName=Executive%20Assistant%203%20(40051726)