Administrative Services Coordinator
University of California
 Los Angeles, CA

Requisition Number: 31604 Job Title: PROGRAM REPRESENTATIVE III Working Title: Administrative Services Coordinator Salary: $4,009 - $7,925 monthly Job Type: Career Department Name: 5565-SUMMER SESSION & INTERNATIONAL EDUCATION Department Website URL: Job Summary Statement: Provide administrative, analytic and programmatic support to the Travel Study area within the International Education Office. Interpret campuswide policies related to travel accounting, purchasing, general accounting, financial aid, student accounting, and Registrar's and make recommendations for their implementation within Travel Study. Analyze application and registration processes, make recommendations for enhancements, and work with the study abroad team to modify internal databases and online forms to meet the needs of students and administrators. Analyze and reconcile student financial data, tracking outstanding balances. Provide administrative support for the implementation and administration of new and existing programs and activities. Serve as liaison with the Financial Aid Office, coordinating the flow of information between both offices, managing edits for the Travel Study financial aid application, and organizing administrative meetings as well as student workshops with the financial aid staff. Review contracts, make sure financial transactions adhere to University policies and procedures, and provide administrative and analytical support for the budget process. Advise students in person, over the phone, and via email of the proper procedures, forms, and requirements for all application, registration and enrollment activities related to Travel Study, including application and registration processes, program changes, refunds, grades, and problem solving. Represent IEO at recruitment events and information sessions, develop and edit marketing materials, including website edits. Percentage of Time: 100 Shift Start: 8:00 am Shift End: 5:00 pm Qualifications for Position

15 Records Qualifications Required/Preferred

  • Skill in speaking clearly using appropriate vocabulary and grammar and in conveying information to students, department contacts, and the public, in person or over the phone, in a supportive and professional manner.

Required

  • Interpersonal skills to establish and maintain cooperative working relationships with other staff members, campus department representatives, managers, administrators, and off-campus vendors.

Required

  • Skill in making appropriate job decisions following standard office policies and past precedents.

Required

  • Ability to use discretion in dealing with confidential matters.

Required

  • Ability to gather and analyze data and material from diverse sources, either in-person, by telephone, written documentation, web site or other electronic form.

Required

  • Skill in keying data and typing business correspondence, forms and reports with accuracy and moderate speed.

Required

  • Writing skills to independently compose and edit correspondence, memos, and reports.

Required

  • Working knowledge of IBM PCs and word processing, spreadsheet, database and email software such as Word, Excel, FileMaker Pro and Outlook.

Required

  • Ability to work within a deadline and to handle busy periods while maintain professionalism under pressure.

Required

  • Skill in maintaining accurate detailed records.

Required

  • Working knowledge of University academic policies regarding students.

Preferred

  • General knowledge of University regulations, procedures, and administrative organization relationships.

Preferred

  • Working knowledge of UCLA Travel and Accounting system guidelines, policies, procedures, forms and account structure.

Preferred

  • Skill utilizing university on-line systems including Purchasing and Accounts Payable (PAC), and working knowledge of OASIS University on-line access system.

Preferred

  • Skill in prioritizing assignments to complete work in a timely manner when there are competing requirements.

Required Additional Posting Information Bargaining Unit: 99-Policy Covered Application Deadline: 11-23-2019 External Posting Date: Quicklink To Posting: hr.mycareer.ucla.edu/applicants/Central?quickFind=77876 Special Instructions: Salary range maximum is $70,000. Contact information: Number of Positions: Special Employment Designations/ Requirements Per UC Policy Conflict of Interest: N/A Critical: N/A Driving Record: N/A E-Verify Check:

Certain positions funded by federal contracts/subcontracts requires UCLA to notify job applicants that an E-Verify check will be conducted and the successful candidate must pass the E-Verify check.

More Information This position does not require E-Verify check. CANRA:

Is this position designated as a mandatory reporter under CANRA? Yes - Please have the employee sign the “Statement Acknowledging Requirement to Report Child Abuse“. Other Special Employment Requirements: Position is subject to performance standards and other requirements of the University wide Police Policies and Administrative Procedures.

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