Assistant To The Director Of Administration Jobs

The Executive Assistant manages the strategic operations of the Office of the Director of Athletics, serving as a key operational partner and trusted resource to the Director. The position is responsible for managing projects and the internal operations of the Director's Office, facilitating communication to and from the Office, and conducting analysis of complex issues to support the Director's leadership and oversight of the department as a whole. The position strategically manages the Director's time, priorities, and communication; ensures the Director is fully prepared for meetings, decisions, and critical engagements; coordinates the flow of information and follow-through across the department; and advances time-sensitive, cross-functional initiatives. Exercising a high degree of discretion and independent judgment, the position resolves matters within delegated authority, identifies issues requiring escalation, and serves as a key liaison to campus leaders, coaches, staff, student-athletes, donors, conference and NCAA representatives, and other external stakeholders. The position also provides comprehensive calendar management and administrative support to ensure the effective and efficient operation of the Director's Office. All responsibilities are carried out in accordance with the policies and procedures of the department, University, state, Conference, and NCAA. The position serves as a member of the department's Directors Group and performs other duties, special projects, and events as assigned by and in collaboration with the Athletics Executive Team.

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

• At least five (5) years of progressively responsible administrative or executive-support experience. (Required)
• Experience supporting a senior executive in a complex, highly visible organization. (Required)
• Demonstrated experience managing complex calendars, travel, meetings, and competing priorities. (Required)
• Preferred experience showing progressively increasing growth in athletics administration. (Preferred)
• Direct experience with oversight of complex budgets and ability to forecast and reconcile funds as needed. (Required)
• Demonstrated ability to exercise sound judgement to handle sensitive and confidential information/material with discretion, including independent resolution, referral, and escalation (Required)
• Advanced communication skills including verbal correspondence, executive writing, editing, briefing, and presentation skills (Required)
• Strong, efficient communication skills to prepare written and verbal correspondence, forms and reports with speed and accuracy. (Required)
• Ability to work independently and follow through on assignments with minimal direction making logical decisions based on department, university, state and Conference policies and procedures. (Required)
• Knowledge of and commitment to complying with NCAA, Conference and University rules and regulations. (Required)
• Ability to establish and maintain cooperative working relationships with other staff members, subordinates, administrators, coaches, student-athletes, campus partners, donors and vendors. (Required)
• Knowledge of general accounting principles and procurement guidelines of department and University. (Preferred)
• Ability to work with a variety of campus and department internal and office related systems and policies, including payroll and accounting office guidelines. (Required)
• Proficiency in operating a PC, with working knowledge of Windows and Microsoft Office; preferred proficiency in Teamworks. (Required)
• Demonstrated ability to perform duties with accuracy, meet deadlines, prioritize assignments and work effectively under conditions of frequent interruptions and fluctuating workload. (Required)
• Knowledge of Conference and NCAA rules and regulations. (Required)
• Ability and willingness to work long and odd hours, often weekends and potentially holidays during variety of events. (Required)

Education, Licenses, Certifications & Personal Affiliations

• Education and experience equivalent to a Bachelor's degree. (Required)
• Must possess, upon hire, and maintain a valid CA noncommercial Class C License in accordance with the California (CA) Department of Motor Vehicles. (Required)

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.
• Driving Record: The position is subject to the California DMV "Pull Notice System" and continued employment is contingent upon proof of a satisfactory driving record.
• CANRA: The position is designated as a mandatory reporter under CANRA. The employee must sign the "Statement Acknowledging Requirement to Report Child Abuse".
• 10% Ability to travel for position duties & tasks as needed.

Schedule

Variable

Union/Policy Covered

CX-Clerical & Allied Services