Department Summary
The UCLA Police Department is a leader in providing progressive law enforcement services to a culturally diverse urban campus and its surrounding community. We are dedicated to providing a safe and secure environment for teaching, research and public service. We do this through patrol, rapid response to calls for service, investigations, education and implementation of preventative strategies. Our work, grounded in a community policing philosophy, utilizes campus partnerships as the most…
effective approach for insuring a safe campus.
Position Summary
Under the direction of the Business and Finance Manager, the Office Administrator provides administrative and business office support for the UCLA Police Department. The position serves as the department's primary administrative support for personnel and human resources transactions, personnel records, employee travel coordination and reimbursement processing, parking administration, office supplies, and general office operations. The Office Administrator maintains departmental records, coordinates administrative processes, and serves as a resource to department personnel regarding assigned administrative functions. The position also provides backup support for financial and procurement transactions and other business office functions to ensure continuity of departmental operations.
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 organizational skills to maintain accurate records and documentation, organize work, and follow established administrative processes and procedures. (Required)
- Ability to learn and apply human resources and personnel procedures, including personnel transactions, recruitment support, onboarding and offboarding, and personnel records administration. (Required)
- Ability to accurately prepare, process, track, and maintain administrative transactions and documentation in accordance with established procedures and deadlines. (Required)
- Ability to learn and apply travel and business expense procedures, including travel arrangements, reimbursement processing, documentation requirements, and applicable policies and procedures. (Required)
- Ability to review documents and transactions for completeness and accuracy, identify discrepancies, and take appropriate follow-up action. (Required)
- Proficiency with common office software applications, including Microsoft Outlook, Word, Excel, and PowerPoint, sufficient to prepare correspondence, maintain records, organize information, communicate, and perform routine administrative functions. (Required)
- Ability to handle confidential and sensitive personnel, financial, and operational information with discretion and appropriate judgment. (Required)
- Ability to manage multiple assignments, establish priorities, meet deadlines, maintain accuracy, and adapt to changing operational needs and frequent interruptions. (Required)
- Ability to research information, identify routine administrative problems, follow established procedures, and recognize when matters should be referred for additional review. (Required)
- Strong written and verbal communication skills sufficient to prepare professional correspondence and documentation, respond to inquiries, explain established procedures, and communicate effectively with department personnel, campus partners, vendors, and other contacts. (Required)
- Ability to work independently within established guidelines, follow assignments through completion, and work collaboratively as part of an administrative and business office team. (Required)
- Ability to learn and effectively use University administrative systems and applications, including UCPath, JDXpert, iCIMS, Concur, BruinBuy Plus, DocuSign, and other systems used for personnel, travel, financial, procurement, and administrative transactions. (Required)
Special Conditions for Employment
- 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".
- Clery Act: The position is a designated CSA (Campus Security Authority) under Clery Act requirements.
Schedule
8:00 a.m. to 5:00 p.m. or as agreed upon by supervisor
Union/Policy Covered
CX-Clerical & Allied Services
Complete Position Description
Organization
Working at University of California, Los Angeles
UCLA is a public research university located in the Westwood neighborhood of Los Angeles, California. It was founded in 1919 and is the second oldest of the ten campuses affiliated with the University of California system. UCLA offers over 300 undergraduate and graduate degree programs in a wide range of disciplines and enrolls about 26,000 undergraduate and about 12,000 graduate students from the United States and around the world every year.
UCLA features the College of Letters and Science, seven general campus professional schools, and four professional schools for the health sciences. The UCLA College of Letters and Science has 34 academic departments and 900 faculty, and houses the majority of UCLA's 129 undergraduate majors as well as the students in the Graduate Division of Letters and Sciences. The UCLA College Honors Program is also housed in the College. The College of Letters and Science's programs are divided into five academic divisions: humanities, social sciences, life sciences, physical sciences, and the International Institute. UCLA also offers certificate programs, undergraduate degree-credit and continuing education credits for non-full-time students through its UCLA Extension education program.
The 2010 edition of U.S. News & World Report ranked UCLA as the 24th best university in the nation and 32nd best in the world. In the 2007 edition of U.S. News and World Report, UCLA Medical Center was ranked best in the West, as well as one of the top 3 hospitals in the United States alongside Mayo Clinic, Cleveland Clinic, Massachusetts General Hospital, and Johns Hopkins Hospital. In 15 of the 16 medical specialty areas examined, UCLA Medical Center ranked in the top 20.
The campus' location in Los Angeles makes excursions to local museums, theaters, or other entertainment venues relatively quick and easy.