Administrative Support Group (ASG) Manager Job at UCLA
Under supervision from the Chair, CAO, and select faculty, the Administrative Support Group (ASG) Manager provides independent operational, managerial, and analytical support to select research groups, to ensure smooth daily operations. The ASG Manager manages a high volume and variety of demands including supervising a team of 4.5 staff that supports all research activities in the department. Incumbent will develop and implement standard operating procedures for all administrative support functions for select research groups in the Department of Physics & Astronomy. The incumbent will understand UCLA and other governing policies, as they pertain to finance, purchasing, travel, entertainment, reimbursements, and act as liaison between select research groups and staff for functions including: financial administration, purchasing/equipment, personnel/payroll services, and other administrative areas. Other duties may be assigned, as needed. Additional projects to be assigned regularly.
Incumbent will hire, train, supervise, and provide leadership for 4.5 Administrative Assistant IIIs in the Administrative Support Group.
They will manage and coordinate all on-site administrative functions for select physics research groups, which include faculty, associated researchers, postdocs, students, and visitors. They will directly perform and manage staff who perform major functions of contracts and grants, purchasing, travel arrangements, expense reimbursements, visiting scholars, academic support, maintenance of office space, equipment, and supplies. They will manage all logistical functions for multiple seminar series, meetings, workshops, conferences and events, and carry out research and special projects.
Percentage of Time:
100%
Shift Start:
8:00 am
Shift End:
5:00 pm
Qualifications for Position
20
Records
Qualifications
Required/Preferred
1. Two years of work experience in a college or university environment.
Required
2. Demonstrated self-management skills to anticipate, discern, prioritize, and complete tasks independently and effectively with minimal direction and supervision. Detail-oriented with the ability to plan, organize, and work on multiple projects and report to multiple people simultaneously.
Required
3. Proven ability to achieve high productivity and quality in an environment characterized by fluctuating workloads, competing demands, and constant interruptions. Demonstrated flexibility and responsiveness and ability to remain calm and work under pressure due to difficult situations and/or time constraints.
Required
4. Demonstrated analytical and organizational skills to be able to manage the Administrative Support Group of the Department of Physics and Astronomy and to organize work flow to complete tasks effectively and meet necessary deadlines.
Required
5. Ability to problem solve through data gathering, analyzing information, generating alternatives, and recommending actions to enhance operational processes. Skill in solving problems individually and as part of a team to develop short- and long-term solutions in response to issues facing the Department.
Required
6. Demonstrated ability to analyze policies and procedures and determine compliance of existing procedures and guidelines. Demonstrated skill in making appropriate job decisions following standard Department policies and past precedents.
Required
7. Strong oral/written communication skills and interpersonal skills sufficient to interact effectively, diplomatically, and professionally with faculty, staff, students and visitors and to successfully communicate policies, forms, directions, instructions, etc. to individuals and groups as needed.
Required
8. Working knowledge of contract and grant procedures and practices. Skill in planning, preparation and administration of budgets with multiple funding sources.
Required
9. Working knowledge of academic and staff personnel policies and procedures.
Preferred
10. Working knowledge of University policies and procedures relating to travel, entertainment, check requests and purchasing.
Preferred
11. Ability to design and coordinate logistics for complex workshops, meetings, and conferences of various size and locations, involving U.S. and foreign scholars. Correspond with meeting organizers and participants. Arrange venue, catering, lodging, audio/visual needs, event promotion, etc. Assist with conference websites and registration payment set-up. Provide on-site event support when required.
Required
12. Demonstrated skill in making travel arrangements including knowledge of reservation techniques, car rental procedures, time change and currency conversion. Ability to process travel and entertainment reimbursements in UCLA Concur.
Preferred
13. Ability to edit presentations, publication drafts, business correspondence, etc., correcting for accuracy in grammar, spelling and punctuation. Assemble materials and information for reports and proposals, e.g. appendices, research tables and graphs, illustrations, references, vitaes, etc. both in rough draft and in final form.
Required
14. Working knowledge of appropriate computer software such as Microsoft Office (Word, Excel, PowerPoint) and Adobe Acrobat to create general correspondence, financial reports, tables, text files, manuscripts with scientific symbols, slide presentations, illustrations, and event flyers. Willingness to learn new software systems.
Required
15. Demonstrated ability to supervise, give appropriate correction and feedback, motivate subordinates, assign development opportunities, and prepare/discuss performance evaluations.
Required
16. Ability to hire, train, supervise and manage career staff effectively in order to optimize services to faculty, students and staff. Delegate work to staff and provide or coordinate backup during absences and as needed.
Required
17. Ability to interact with various campus support units and a broad spectrum of off-campus organizations.
Required
18. Ability to establish and maintain cooperative working relationships with faculty, staff, students and administrators.
Required
19. Proficiency in appropriate graphic design software such as Adobe Illustrator, Photoshop, InDesign, and Dreamweaver to create graphics, logos, brochures, and other print or web media utilizing illustration, photography,
Required
20. Knowledge and/or ability to learn various types of VISA processing administration per DSCISS and USCIS policies.
Required
Additional Posting Information
Bargaining Unit:
99-Policy Covered
Application Deadline:
03-31-2023
External Posting Date:
Please Note :
blog.nvalabs.org is the go-to platform for job seekers looking for the best job postings from around the web. With a focus on quality, the platform guarantees that all job postings are from reliable sources and are up-to-date. It also offers a variety of tools to help users find the perfect job for them, such as searching by location and filtering by industry. Furthermore, blog.nvalabs.org provides helpful resources like resume tips and career advice to give job seekers an edge in their search. With its commitment to quality and user-friendliness, Site.com is the ideal place to find your next job.
Incumbent will hire, train, supervise, and provide leadership for 4.5 Administrative Assistant IIIs in the Administrative Support Group.
They will manage and coordinate all on-site administrative functions for select physics research groups, which include faculty, associated researchers, postdocs, students, and visitors. They will directly perform and manage staff who perform major functions of contracts and grants, purchasing, travel arrangements, expense reimbursements, visiting scholars, academic support, maintenance of office space, equipment, and supplies. They will manage all logistical functions for multiple seminar series, meetings, workshops, conferences and events, and carry out research and special projects.
Percentage of Time:
100%
Shift Start:
8:00 am
Shift End:
5:00 pm
Qualifications for Position
20
Records
Qualifications
Required/Preferred
1. Two years of work experience in a college or university environment.
Required
2. Demonstrated self-management skills to anticipate, discern, prioritize, and complete tasks independently and effectively with minimal direction and supervision. Detail-oriented with the ability to plan, organize, and work on multiple projects and report to multiple people simultaneously.
Required
3. Proven ability to achieve high productivity and quality in an environment characterized by fluctuating workloads, competing demands, and constant interruptions. Demonstrated flexibility and responsiveness and ability to remain calm and work under pressure due to difficult situations and/or time constraints.
Required
4. Demonstrated analytical and organizational skills to be able to manage the Administrative Support Group of the Department of Physics and Astronomy and to organize work flow to complete tasks effectively and meet necessary deadlines.
Required
5. Ability to problem solve through data gathering, analyzing information, generating alternatives, and recommending actions to enhance operational processes. Skill in solving problems individually and as part of a team to develop short- and long-term solutions in response to issues facing the Department.
Required
6. Demonstrated ability to analyze policies and procedures and determine compliance of existing procedures and guidelines. Demonstrated skill in making appropriate job decisions following standard Department policies and past precedents.
Required
7. Strong oral/written communication skills and interpersonal skills sufficient to interact effectively, diplomatically, and professionally with faculty, staff, students and visitors and to successfully communicate policies, forms, directions, instructions, etc. to individuals and groups as needed.
Required
8. Working knowledge of contract and grant procedures and practices. Skill in planning, preparation and administration of budgets with multiple funding sources.
Required
9. Working knowledge of academic and staff personnel policies and procedures.
Preferred
10. Working knowledge of University policies and procedures relating to travel, entertainment, check requests and purchasing.
Preferred
11. Ability to design and coordinate logistics for complex workshops, meetings, and conferences of various size and locations, involving U.S. and foreign scholars. Correspond with meeting organizers and participants. Arrange venue, catering, lodging, audio/visual needs, event promotion, etc. Assist with conference websites and registration payment set-up. Provide on-site event support when required.
Required
12. Demonstrated skill in making travel arrangements including knowledge of reservation techniques, car rental procedures, time change and currency conversion. Ability to process travel and entertainment reimbursements in UCLA Concur.
Preferred
13. Ability to edit presentations, publication drafts, business correspondence, etc., correcting for accuracy in grammar, spelling and punctuation. Assemble materials and information for reports and proposals, e.g. appendices, research tables and graphs, illustrations, references, vitaes, etc. both in rough draft and in final form.
Required
14. Working knowledge of appropriate computer software such as Microsoft Office (Word, Excel, PowerPoint) and Adobe Acrobat to create general correspondence, financial reports, tables, text files, manuscripts with scientific symbols, slide presentations, illustrations, and event flyers. Willingness to learn new software systems.
Required
15. Demonstrated ability to supervise, give appropriate correction and feedback, motivate subordinates, assign development opportunities, and prepare/discuss performance evaluations.
Required
16. Ability to hire, train, supervise and manage career staff effectively in order to optimize services to faculty, students and staff. Delegate work to staff and provide or coordinate backup during absences and as needed.
Required
17. Ability to interact with various campus support units and a broad spectrum of off-campus organizations.
Required
18. Ability to establish and maintain cooperative working relationships with faculty, staff, students and administrators.
Required
19. Proficiency in appropriate graphic design software such as Adobe Illustrator, Photoshop, InDesign, and Dreamweaver to create graphics, logos, brochures, and other print or web media utilizing illustration, photography,
Required
20. Knowledge and/or ability to learn various types of VISA processing administration per DSCISS and USCIS policies.
Required
Additional Posting Information
Bargaining Unit:
99-Policy Covered
Application Deadline:
03-31-2023
External Posting Date:
Please Note :
blog.nvalabs.org is the go-to platform for job seekers looking for the best job postings from around the web. With a focus on quality, the platform guarantees that all job postings are from reliable sources and are up-to-date. It also offers a variety of tools to help users find the perfect job for them, such as searching by location and filtering by industry. Furthermore, blog.nvalabs.org provides helpful resources like resume tips and career advice to give job seekers an edge in their search. With its commitment to quality and user-friendliness, Site.com is the ideal place to find your next job.