Job description

Under the supervision of Business Manager, at the National Center for Research on Evaluation, Standards, and Student Testing (CRESST), housed within UCLA's School of Education and Information Studies (SE&IS) assist in the Center's financial activities consisting of federal, state, private contracts and grants, and Sales and Service activities. Assist Provide administrative and analytical support to the Center's Senior Associate and Associate Directors. Provide administrative support for the Center in all research and professional activities as well as providing support to 12 Project Directors (Co-PIs) and Senior Researchers with multiple extramurally funded projects.

Assist with financial analysis and accounting tasks including procurement for Center project related supplies and equipment according to University and funding agencies' guidelines, maintaining inventories, analyzing price comparisons and providing recommendations; assisting in monthly reconciliation of the general ledger for Center's C&G and unrestricted accounts; processing of monthly interdepartmental recharges, and managing the Center's electronic storage needs. Review and reconcile Hold and Incomplete (H & I) invoices/orders using BruinBuy. Assist in preparation of contract and grant proposals (e.g. budget and budget justifications) and coordinate submission to various funding agencies. Under the supervision of the Sr. Operations Manager, process Center facilities related request and phone line orders, and maintain the Center's floor plans and directories. Create and record data files to assist in analysis of survey data for various projects. Analyze reports, invoices, and other deliverables for the Center efficiently and accurately to meet payment processing deadlines. Provide copy/edit support to the Business Office and Center research projects. Coordinate meetings, training sessions, interviews, and other Center activities in a timely and efficient manner. Assist the Sr. Operations and IT Managers with the Center's security system by coordinating and maintaining staff's building access.

Percentage of Time:
100

Shift Start:
8:00 am

Shift End:
5:00 pm

Qualifications for Position

15
Records

Qualifications

Required/Preferred

Demonstrated and successful experience in managing and coordinating the activities of a busy and productive executive office.

Required

Knowledge of University & GSE&IS policies and procedures to effectively serve as resource to students, faculty, staff and school departments.

Preferred

Ability to identify, analyze, and resolve problems as they arise and keep supervisor apprised of problems.

Required

Proficient and demonstrated working knowledge of computer software including Microsoft Word, Excel, PowerPoint, and Outlook.

Required

Proof-reading and editing skills to ensure that all final documents issued by the Business Office are error free.

Required

Ability to write clear, concise and accurate memos and reports and edit correspondence for correct grammar, spelling and punctuation.

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 outside the University.

Required

Ability to work independently, take initiative and follow through on tasks with minimal direction or supervision.

Required

Demonstrated ability to work as part of a team and assist other administrative support staff with clerical and administrative tasks as needed.

Required

Skill in reading and understanding proposals, scope of work, and contracts sufficient to notify research staff of established deadlines and itemize specific activities and requirements.

Required

Working knowledge of policies and procedures in a large institution of higher education, such as accounting, travel, purchasing, consultants, and sub awards to coordinate and expedite tasks with associated central offices.

Required

Demonstrated experience in acceptable accounting and business practices to provide guidance and direction in financial, contract and grant, and administrative issues.

Required

Knowledge of APA format.

Required

Demonstrated skill in organizing and implementing complex functions involving on-campus and off-campus constituents.

Required

Ability to establish and maintain cooperative and cordial working relationship with co-workers and the public.

Required

Additional Posting Information

Bargaining Unit:
CX-Clerical & Allied Services

Application Deadline:
03-31-2023

External Posting Date:

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