Administrative Officer

Overview

Department Summary
At UCLA Housing & Hospitality Services (H&HS), you become part of UCLA's tradition of excellence by providing quality housing, dining, and hospitality services to student-residents, faculty, staff, and campus visitors. We believe there's more to a job than simply being employed. In addition to competitive salaries and comprehensive benefits and retirement plans, H&HS team members enjoy significant opportunities for professional and personal growth in a supportive work environment.

No matter what your role, you will join more than 2,600+ H&HS team members who understand that our motto Hospitality First! means that a warm, gracious attitude makes a difference in the lives of the people we serve.

Reporting directly to the Assistant Director of Housing Maintenance Administration, the position will provide administrative support for Housing Maintenance and Project Management. Incumbent is responsible for providing support to properties managed by UCLA Housing & Hospitality Services. The position will manage all aspects of Administrative services, establish and evaluate processes and reports related to Training, Accounts Payable, and Human Resource Management.

The incumbent previews all open positions with the corresponding management team for job description accuracy; and works with management to create parameters for posting, interviewing, and candidate selection, and fingerprinting, medical review, offer letter and welcome letter issuance for each new hire for the department. The position is responsible for management and maintenance of a customized database of employee information for Housing Maintenance & Project Management;

management and maintenance of employee information and time cards in timekeeping system, Kronos. The incumbent will manage the Work Safe training database including data entry of all employee training throughout the year, ensure Housing Maintenance & Project Management follows all University policies and procedures, updating departmental procedures as necessary. The position will also execute and monitor accounting, purchasing, and payable tasks for all operating accounts managed by UCLA Housing Maintenance and all Housing Maintenance major maintenance accounts, as well as new accounts for all properties newly purchased or constructed using University and Administrative Service systems such as Bruin Buy, Maximo, Essbase and QDB.

Complete special projects as assigned. Incumbent independently sets work priorities and timelines based upon Administration and Housing Maintenance calendar and fiscal year requirements to reach established goals and objectives.

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.

• 2-4 years Experience in HR/personnel, accounting and/or administration in a department of a hundred or more employees. (Required)
• Ability to understand and interpret Payroll and Personnel policies, procedures manual, and labor contracts and internal guidelines. Familiarity with Union contracts for Teamsters Skilled Trades, Teamsters Cue, and AFSCME, with regard to labor rules governing those unions and how they interrelate with UC policy. (Required)
• Skills to organize information, people, finances and other resources to develop effective programs and bring to closure a variety of project simultaneously while optimizing efficiency and minimizing duplication of effort. (Required)
• Demonstrated skills in accounting principles, material management and procedures and experience with automated accounts payable systems. Ability to process forms to accomplish various transactions (e.g., POs, financial journals, fund transfers, non-payroll expenditure adjustments, etc.). Demonstrated knowledge of the process of accruing expenses and…