Administrative Specialist Job at Los Angeles, CA in Los Angeles, CA

Job Description

Under the supervision of the Senior Operations 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 overseeing the financial activities of federal, state and private contracts and grants. Assist in producing monthly financial reports to deliver coherent and concise financial data to CRESST PIs and Project Directors. 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 in the preparation of contract and grant proposals (e.g. budgets and budget justifications) and coordinate submission to various funding agencies. Under the supervision of the Sr. Operations Manager, process all Center facilities requests 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, papers and other deliverables for the Center efficiently and accurately to meet deadlines. Review and reconcile Hold and Incomplete (H & I) invoices/orders using BruinBuy. 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. Manage the Center’s security system by coordinating and maintaining staff’s building access.

Percentage of Time:

Shift Start:
8:00 am

Shift End:
5:00 pm

Qualifications for Position





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


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


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


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


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


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


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.


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


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


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.


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.


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


Knowledge of APA format.


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


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


Additional Posting Information

Bargaining Unit:
99-Policy Covered

Application Deadline:

External Posting Date:

About Company

Company: Los Angeles, CA

Company Location:  Los Angeles, CA

About Los Angeles, CA