"Administrative Officer 3"

Position Summary

Serve as the Business Office Manager for the Center for 17th- & 18th-Century Studies and the William Andrews Clark Memorial Library. Oversees budget, HR, payroll and fellowship programs for the two units. Working with the Assistant Director, the incumbent is responsible for management for the Center and Clark's financial operations. Prepare and assess budgets and develop fiscal projections for the Assistant Director, Director and Head Librarian. Oversee financial transactions, grant proposals, and all aspects of gift fund and contract and grant administration. Oversees HR and payroll administration for the Center and Clark, managing processes for a variety of academic, staff and student positions. Manages the Center and the Clark Library Fellowship Program, which consists of 50 to 60 fellowships per year, including postdoctoral fellows, visiting scholars, visiting graduate student researchers (VGRs) intercampus exchange program students (ICX) and graduate fellowships and summer mentorships awarded to UCLA students.

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

• Knowledge of University administrative organization, policies, procedures, and practices required to conduct and supervise complex departmental administrative analysis. (Required)
• Knowledge of University accounting systems, purchasing, administration policy and procedures. Skill in interpreting complex administrative policies and procedures. (Required)
• Financial skills sufficient to determine annual costs, to provide financial projections, and to prepare analyses and reports. (Required)
• Skills in processing and reviewing online Purchasing, Personnel/Payroll, and other administrative transactions using OASIS, DACSS, PAC/Bruinbuy Plus, FS, TOF, NPEAR, PAN, UCPath, TRS, Cognos/CDW//QDB, I-9 Tracker, OPUS, Interfolio, UCRecruit, GLACIER, Go.Grad, Cashnet, Pcard, and Concur. (Preferred)
• Demonstrated knowledge and experience in university human resources policies, procedures and systems, including academic, academic student, and staff employment, compensation and compliance. Demonstrated knowledge of visa and foreign employment procedures. Demonstrated knowledge of university health and welfare benefits, retirement programs and university services. (Required)
• Demonstrated detailed knowledge of university regulations for postdoctoral scholars, visiting scholars, visiting graduate researchers, intercampus exchange programs, and UCLA graduate student fellowships. Thorough knowledge of graduate division and financial aid policies and procedures. (Required)
• Demonstrated management and problem-solving skills and ability to exercise judgment to solve operational problems where the answer is not apparent. Ability to analyze complex administrative and organizational issues, problems, practices, and procedures. (Required)
• Demonstrated ability to handle a high level of confidential and sensitive information according to university policy and procedures with discretion and tact. (Required)
• Demonstrated ability to take initiative, to manage multiple tasks efficiently amid frequent interruptions and with minimal supervision. Skill in setting priorities that accurately reflect the relative importance of job responsibilities. (Required)
• Demonstrated verbal/written communication skills to explain simple and/or complex policies and procedures to faculty, staff, students, and fellows. (Required)
• Ability to work occasional evenings and weekends. (Required)

Education, Licenses, Certifications & Personal Affiliations

• Bachelor's Degree in related area and / or equivalent experience / training (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.

Schedule

8:00 a.m. to 5:00 p.m.

Union/Policy Covered

CX-Clerical & Allied Services

Special Instructions to Applicants
Cover letter and references are required for consideration.