Office Coordinator job vacancy in UCLA – Jobs in California

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Job Details
Company Name : UCLA
Company Location : Los Angeles, CA
Job Position : Office Coordinator
Job Category : Jobs in California

Job Description :
The Office Coordinator carries out a wide range of analytical and administrative tasks, and helps to create a more productive work environment by providing programmatic and administrative support to all staff members of the Information Practices (IP) department, under the supervision of the Assistant Manager of IP, and the Manager, Information Practices (IP).

Information Practices administers the campus’s response to requests for public and subpoenaed University records and provides technical and practical assistance to the campus on matters related to public access to, and disclosure of, records maintained by the University. The incumbent exercises judgment and applies skills to fully analyze issues and problems, gathers data and information, finds and evaluates alternatives to make sound recommendations to resolve day-to-day administration of public records, information practices, and third-party subpoena requests. Drafts and edits correspondence, forms, notices, affidavits and other legal-compliance documents. The incumbent works in an environment that requires a high level of confidentiality and must have the ability to exercise discretion and sound judgment in dealing with sensitive or potentially controversial matters.

The Coordinator manages the department tracking systems with regards to requests for records pursuant to various State and Federal statutes. Responds to certain types of requests for public records, including reviewing and redacting of records responsive to those requests. Screens and directs calls, orders supplies and maintains an inventory of such, manages the departmental calendar, arranges meetings, drafts meeting minutes, and handles general office duties.

There is a heavy workload, with pressing deadlines and shifting priorities, requiring that work be completed promptly with a high degree of accuracy. The ability to adapt to constantly shifting priorities, strict and sometimes competing deadlines, and unexpected urgent situations is critical. Teamwork is essential. A successful candidate will carry out these functions with appreciation for the mission and responsibility of a university serving a diverse region and state and a demonstrated commitment to diversity, equity and inclusion.

Percentage of Time:
100

Shift Start:
8:00 am

Shift End:
5:00 pm

Qualifications for Position

18
Records

Qualifications

Required/Preferred

Excellent writing, spelling, and editing skills to produce clear, concise and grammatically correct business correspondence (including email), newsletters, reports, proposals, and presentations that convey the appropriate message in the appropriate tone for the situation. Knowledge of chart, graph, and table formatting for use in preparing reports and presentations.

Required

Ability to speak effectively in person and on the telephone, to obtain and convey information to a diverse population of faculty, staff, and University customers.

Required

Ability to work independently, take initiative to recognize where work needs to be done, and follow through on assignments with minimal supervision.

Required

Ability to interpret policies, questions, and issues to determine the appropriate course of action.

Required

Ability to exercise sound judgment and handle personal and confidential information with sensitivity and diplomacy, and the demonstrated ability to use tact and diplomacy when dealing with internal and external customers and the public.

Required

Skill in prioritizing and organizing equally important tasks so that they are successfully completed within the required deadlines.

Required

Organized and detail-oriented with demonstrated ability to manage multiple projects at once in a fast-paced environment where priorities constantly change.

Required

Skill in problem solving, using judgment in situations requiring independent initiative and tact.

Required

Effective interpersonal skills to create and foster professional working relationships with co-workers, employees and the public. Ability to work collaboratively in a team environment.

Required

Demonstrated working knowledge of computer systems and PCs and their software (e.g., Microsoft Office, Adobe Acrobat, etc.) sufficient to input information; prepare correspondence, spreadsheets, presentations, and other documents; maintain electronic calendars; and correspond through electronic mail.

Required

Ability to identify and deal with sensitive issues and work with confidential documents.

Required

Physical capability to lift up to 25 pounds and move furniture to reconfigure conference room seating and perform other similar tasks, as needed (assistance can be provided if necessary).

Required

Demonstrated experience providing high-level administrative support.

Preferred

Working knowledge of University administrative systems and procedures sufficient to complete forms and initiate follow-through on information requests received and transactions such as Facilities and Telecommunications work orders, travel and expense reimbursements.

Preferred

At least two years of progressively higher level graduate education from an accredited educational institution leading to a degree that has demonstrated the knowledge, skills and abilities necessary to do the work of the position or two years’ experience in office administration.

Preferred

Familiarity with software programs necessary to update and maintain websites for the organization.

Preferred

Ability to develop newsletters, brochures, flyers, and other promotional materials, and skill in utilizing related desktop publishing software programs.

Can be trained

Knowledge of information practices including knowledge of federal and state legislation, such as the Freedom of Information Act, California Public Records Act, Family Educational Rights and Privacy Act, Information Practices Act, California Senate Bill SB 1386 and similar legislation.

Can be trained

Additional Posting Information

Bargaining Unit:
99-Policy Covered

Application Deadline:
08-30-2022

External Posting Date: