HIRING: Administrative Specialist

/, by

Hiring for Full-Time Staff Position

Application Deadline: Wednesday, 9/27/23

The UCLA Center for the Study of Women|Barbra Streisand Center (CSW|Streisand Center) is accepting applications for an Administrative Specialist. This is a FULL-TIME, CAREER position.

The Administrative Specialist works closely with the Management Services Officer (MSO) and assists with fund management and office administration. The position will reconcile and track department funds and provide a broad range of financial services, including purchasing, processing, budgeting, analysis, and reporting for the center. The Administrative Specialist will also oversee the front office, such as supervising student workers, supplies, and facilities/IT requests. Position is suitable for someone who is a critical thinker, creative, innovative, quick learner, adaptable, and interested in the center’s mission.

Position is hybrid with two-three days a week in the office at the UCLA main campus and two-three days remote. Position is expected to be in-person when the center is hosting events/programming.

Apply at UCLA Careers (requisition number: 39834).

Responsibilities

Financial Management, including but not limited to:

  • Generate annual budgets by analyzing departmental goals, programmatic needs and commitments, research and administrative requirements, staff, and other statistical data
  • Manage purchasing and reimbursements on BruinBuy and Travel Express. Resolve billing issues with vendors and Accounting Office
  • With the MSO, reconcile the general ledger, transfer funds and provide funding to co-sponsored events, clear overdrafts, and release encumbrances
  • Generate and maintain long-term and short-term detailed budget and expense reports for all center expenses and funding, including administrative, research, contracts and grants, gift funds, co-sponsorship, and events/conferences

Academic and Staff Personnel/Payroll Administration, including but not limited to:

  • Provide assistance with reviewing and maintaining UCPath and monthly payroll reports to reflect current pay rates, range adjustments, merit increases, and accuracy of coding and personnel data
  • With the MSO, serve as back up, approve, and help process transactions using UCPath for faculty, staff, graduate student researchers, and undergraduate student researchers and workers. This includes hiring procedures, termination of employment and processing appointments and time reporting. Provide information on salary rates, eligibility criteria, exception to policy, fee remission, fee deferrals, mandatory medical insurance, benefits, and other information pertaining to academic and staff employees
  • Review personnel and payroll expenditures on the general ledger, correct posting errors, and process payroll adjustments. Ensure accuracy, identify problems, and recommend solutions

Administration and Programming, including but not limited to:

  • Manage and coordinate the director’s calendar, manage scheduling on behalf of the director, faculty leadership, and other meetings, as needed
  • Hire, manage, and supervise the front office and undergraduate student workers
  • Coordinate speakers’ travel arrangements and accommodations.
  • Assist the MSO in overseeing the office space, maintaining office inventory of supplies, equipment management, and FSR/Trouble Call requests, monitoring outgoing mail activity and telephone usage.
  • Provide staff assistance for all events as needed, including evening events.

To Apply

Complete an Online Application (requisition number: 39834). You will be asked to provide the following:

  • Resume
  • Cover Letter
  • References

Applications are due Wednesday, September 27, 2023. Questions? Contact Management Services Officer Rosa Chung at rosa@women.ucla.edu.