External Affairs Assistant

Full job description

Under the direction of the Assistant Dean for External Affairs, provide administrative, operational and support services for External Affairs, and provide direct administrative support for directors in External Affairs, and particularly those involving development and alumni. Duties include: interaction with university officials and departments at all levels, and with community representatives and other external client groups; organization of daily and long-range activities; processing of correspondence, including gift solicitations and campaigns; coordination of gifts and scholarships; maintenance and scheduling of calendars and internal communications channels; providing general office/administrative support to External Affairs; coordination of events and stewardship activities; and other duties as determined by the Assistant Dean. Duties are routinely assigned and evaluated.

The incumbent is expected to work independently on a variety of special projects assigned by the Assistant Dean and Directors. The person in this position will be responsible for providing outstanding customer service to both internal and external customers. The Assistant Dean and Directors will assign work and jointly prepare the annual review.

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 respond to conflict or problems in the workplace with equanimity as well as skilled in handling confidential matters with discretion, tact, and sensitivity - maintaining confidentiality when necessary. (Required)
• Ability to maintain an open approach regarding performance feedback and guidance. (Required)
• Ability and willingness to learn new skills and tasks. (Required)
• Research, writing, editing, and proofreading skills sufficient to independently compose grammatically correct, concise, logical letters, memos, reports, proposals, social media posts, internal blog posts, photo captions, and forms. (Required)
• Mathematical skills sufficient to process routine financial records and reimbursements. (Required)
• Ability to independently organize workflow and complete assignments in order of priority, under conditions of fluctuating workload with frequent interruptions and distractions and assignments for multiple supervisors. (Required)
• Ability to anticipate, identify and troubleshoot problems and recognize alternative actions. (Required)
• Skilled in establishing and maintaining filing systems. (Required)
• Ability to work as part of a team and coordinate program materials, route phone calls, relay information and assist with program implementation. (Required)
• Posses skills in operating a computer using Microsoft Office including Word, Outlook, Access, Excel, and Internet Explorer as well as preferably working knowledge of Customer Relationship Management (CRM) and Prospect Management and Tracking Systems (PMATS). (Required)
• Ability and willingness to provide excellent, consistent service to external and internal customers; respond to customer needs and expectations in a supportive and professional manner, with attention to promptness and a focus on solutions. (Required)
• Working knowledge of university gift processing and policy procedures. (Preferred)

Special Conditions for Employment

• Background Check: Continued employment is contingent upon the completion of a satisfactory background investigation.
• Age Requirement: Candidate(s) must be 18 years or older to be eligible to be hired.
• Ability to work some evenings. (Required)

Schedule

8:00 am to 5:00 pm

Union/Policy Covered

CX-Clerical & Allied Services

Complete Position Description

https://universityofcalifornia.marketpayjobs.com/ShowJob.aspx?EntityID=38&JDName=Blank%20Assistant%203%20(TBD_468)

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Campus Requisition #:

2115

UC Payroll Title:

BLANK AST 3

Department:

UNEX-DEAN'S OFFICE

Appointment Type:

2 - Staff: Career

Budgeted Pay Scale:

The target pay rate - $28.23 / hr.

• Full Salary Range:

USD $28.23/Hr. - USD $40.44/Hr.

Remote/Hybrid Eligibility:

Yes

Department Location:

10995 Le Conte Ave UNEX Dean's Office, Human Reso

Total Openings:

1

Full or Part Time:

Full Time