Special Instructions to Applicants
May be able to work remotely occasionally.
Please submit a cover letter.
Department Summary
The Fowler Museum at UCLA explores global arts and cultures with an emphasis on Africa, Asia, the Pacific, and the Indigenous Americas—past and present. The Fowler enhances understanding and appreciation of the diverse peoples, cultures, and religions of the world through dynamic exhibitions, publications, and public programs, informed by interdisciplinary approaches and the perspectives of the cultures represented. Also featured is the work of international contemporary artists presented within the complex frameworks of politics, culture and social action. The Fowler provides exciting, informative and thought-provoking exhibitions and events for the UCLA community and the people of greater Los Angeles and beyond.
Position Summary
The Executive Assistant provides professional-level administrative support to the Museum Director and is fully responsible for the management of the day-to-day activities of the Director’s office. The Executive Assistant facilitates the execution of special curatorial, editorial and managerial projects initiated or assigned by the Director. The Executive Assistant manages the Museum’s administrative reception and information desk and is responsible for staffing that area with student workers. The Executive Assistant uses UCLA’s Bruin Buy Plus system to order office and other supplies. Makes travel and hospitality arrangements for the Director and visiting scholars and artists and serves as the Museum’s parking coordinator. Work is performed independently under the general supervision of the Museum Director and or/ Deputy Director. The incumbent must exercise independent judgment regarding alternative courses of action in attaining goals and completing assignments, and resolves problems and situations that come to the attention of the Director’s Office. Goal attainment is reviewed by the Museum Director through formal and informal discussions.
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
• Demonstrated and successful experience in managing and coordinating the activities of a busy and productive executive office. (Required)
• Skill in establishing rapport and gaining trust of others from diverse, multi-cultural backgrounds. Excellent interpersonal skills to communicate and generally interact effectively, sensitively, and diplomatically with staff, administrators, and the public. (Required)
• Skill in prioritizing workload which accurately reflects the relative importance for job responsibilities, assessing time-lines, and coordinating numerous assignments/projects simultaneously under heavy workload. (Required)
• 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 to individuals the museum field outside the University. (Required)
• Ability to work with frequent interruptions, distractions, and changing priorities and deadlines. Ability to work independently and use judgement and initiative to anticipate needs in areas of responsibility. (Required)
• Skill in analyzing information, problems, situations, etc., identifying relevant concerns or factors, recognizing alternatives and their implications, and formulating logical and objective conclusions. (Required)
• Skill in working as part of a team, collaborating with colleagues when appropriate and necessary to produce best possible results and accomplish prescribed goals. Ability to establish cooperative working relationships with staff, administrators, and the public. (Required)
• Skill in utilizing on-line systems including Bruin Buy Plus, and Concur Travel. (Preferred)
• Ability to interpret University and Fowler policies and procedures and identify viable solutions within the guidelines stipulated. (Required)
• Demonstrated skill in organizing and implementing complex functions involving on- and off-campus constituents. Skill in organizing materials and people in a systematic way so as to optimize efficiency and minimize duplication of effort. (Required)
• Ability to handle sensitive materials and information with confidentiality and discretion and appreciation of the overriding importance of confidentiality and loyalty. (Required)
• Thorough knowledge in administrative procedures and database management to generate correspondence, charts, graphs, reports and other documents with speed and accuracy. (Required)
• Ability to write clear, concise documents, and edit correspondence for correct grammar, spelling and punctuation. (Required)
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.
• CANRA: The position is designated as a mandatory reporter under CANRA. The employee must sign the “Statement Acknowledging Requirement to Report Child Abuse”.
Schedule
8:00 a.m to 5:00 p.m
Union/Policy Covered
CX-Clerical & Allied Services
Complete Position Description
https://universityofcalifornia.marketpayjobs.com/ShowJob.aspx?EntityID=38&JDName=Blank%20Assistant%203%20(40105288)
Tagged as: Executive assistant