Executive Assistant & Department Coordinator

Department Summary

As a pivotal member of UCLA Student Affairs, you'll ignite the Bruin spirit and contribute to a vibrant community that champions academic success and holistic development. UCLA Student Affairs is the backbone of the Bruin journey, supporting students from admission to graduation and beyond. Engage in a role that spans personal growth, academic success, and community enrichment, connecting students with a wealth of resources and opportunities. Here, you're not just part of a team; you're part of the UCLA legacy. Join us in shaping the future of UCLA, where every day you'll make a difference in the lives of our students and the broader Bruin family. The mission of Residential Life is to create safe, supportive, and inclusive living-learning communities that engage residents in order to foster their academic success, personal growth, and responsible citizenship. We invite you to apply to be part of a dynamic team in a supportive environment where you can use your organizational and interpersonal skills and attention to detail to enhance the overall effectiveness and employee engagement in the Student Affairs organization. While you may not meet 100% of this job’s qualifications, if much of this job and qualifications describe you, then you are highly encouraged to apply.

Position Summary

Under general direction, the Executive Assistant & Department Coordinator provides senior-level administrative and operational support to the Executive Director and leadership team. The incumbent manages complex communications and calendaring; coordinates meetings, events, travel, and full-cycle recruitment logistics; and prepares briefings and materials to support decision-making. The role oversees office operations, including procurement, budget tracking, invoice processing, and records management, while identifying and implementing process improvements to enhance efficiency. The position also supervises, trains, and develops student office assistants, ensuring effective workflow, performance management, and professional growth in alignment with departmental goals and standards.

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

• Experience in college or university setting 2+ years experience working and/or living in a college or university residence hall. (Preferred)
• Demonstrates proficiency in managing complex executive calendars, prioritizing competing demands with strategic judgment and discretion; upholds the highest standards of confidentiality in handling sensitive information; and consistently exercises exemplary business etiquette in all interactions. (Required)
• Ability to analyze administrative processes, identify opportunities for improvement, and recommend and implement strategic enhancements that increase operational efficiency, effectiveness, and service quality. (Required)
• Working knowledge of University procurement and travel policies, with the ability to interpret regulations, analyze information, and ensure compliance. (Required)
• Ability to work effectively with management on development of departmental programs, to take lead in liaison efforts and conference planning, and advise and coordinate with students on development of projects. Knowledge of and demonstrated experience with Project Management processes and techniques. (Required)
• Strong verbal communication skills, articulating ideas clearly and persuasively with appropriate vocabulary and professional telephone etiquette; conveys policies and procedures, gathers and relays information, and provides accurate guidance to clients and staff across organizational levels. (Required)
• Interpersonal skills to interact effectively with individuals from diverse social, cultural, economic, and educational backgrounds and professional ranks in a high-volume setting, establishing cooperative working relationships with colleagues, students (clients), and suppliers across the organization (Required)
• Proficiency in Illustrator, Photoshop, Word, Access, Excel, PowerPoint, Publisher,and Outlook Desk Management. (Required)
• Demonstrates proficiency in preparing professional correspondence, memoranda, and reports with a high degree of speed and accuracy, and effectively incorporates appropriate graphics and visual elements into reports and publications to enhance clarity and presentation. (Required)
• Possesses knowledge of organizational structures and resources to efficiently obtain required information, and exercises sound judgment in determining appropriate information flow and escalation across varying levels of management. (Required)
• Demonstrate skill in identifying, analyzing and resolving problems that require both independent thought and action and resourcefulness in consulting others as appropriate. (Required)
• Demonstrates organizational, decision-making, and prioritization skills to manage teams, allocate resources, and accomplish objectives within established timeframes; works effectively in complex, rapidly changing environments; manages multiple projects; and adapts to shifting priorities/deadlines. (Required)
• Ability to multitask and work under pressure in a fast-paced, deadline-driven environment with multiple concurrent projects, organizing and prioritizing assignments based on their importance to departmental goals. (Required)

Education, Licenses, Certifications & Personal Affiliations

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

Special Instructions to Applicants

Please submit a cover letter and resume.

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

8:00am-5:00pm

Union/Policy Covered

CX-Clerical & Allied Services