Administrative Specialist

ADMIN OFCR 2 CX (004263)

UCPath Position ID: 40790058

Position Description History/Status

For Reference ONLY - PeopleAdmin JA Number:

1130299

Approved Date:

7/27/2026 1:34:30 PM

Date Last Edited:

7/27/2026 1:34:27 PM

Last Action Effective Date:

4/26/2022

Organization Details

Business Unit (Location):

LACMP

Organization Code:

6200O

Organization:

CHANCELLOR'S ORGANIZATION              

Division Code:

6210D

Division:

CHANCELLOR'S ORGNZTN DIV               

Department:

300800 - OFC OF VC EQUITY DIVERSITY & INCLUSION

Position Details

UCPath Position Number:

40790058

Position Description ID

171419

UC Payroll Title:

ADMIN OFCR 2 CX (004263)

Personnel Program

Professional and Support Staff (PSS)

Salary Grade:

STEPS

Job Code FLSA:

Non-Exempt

Union Code (Collective Bargaining Unit):

CX: Clerical & Allied Services

Employee Relations Code:

E: All Others - Not Confidential

Employee Class (Appt Type):

2 - Staff: Career

Full-Time Equivalent (FTE)

1

SUPERVISION

UCPath Reports to Position Number:

40914975

Reports to Payroll Title:

FINANCIAL ANL SUPV 2

UCPath Department Head Position Number:

40730284

Department Head Payroll Title:

ETHICS AND CMPLNC MGR 3

GENERAL SUPERVISION - Indicates that the incumbent develops procedures for performance of variety of duties; or performs complex duties within established policy guidelines.

POSITION SUMMARY

Under the direction of the Chief Administrative Officer (CAO) for Ethics, Compliance & Audit, the Administrative Specialist provides professional-level administrative support for the Civil Rights Office. The incumbent is responsible for a wide range of administrative tasks, including, but not limited to, greeting visitors to the office, managing the day to day operations of the office (e.g., ordering supplies, arranging for repairs, managing distribution lists and office electronic files and templates), answering incoming phone calls, triaging incoming emails, purchasing, accounts payable, travel arrangements, reimbursements, calendaring, meeting coordination, website content updates, implementing training compliance requirements, data entry, special projects, data entry and assistance with new employee onboarding/offboarding. This position also frequently handles sensitive case information.

Additionally, the incumbent may assist in preparing ad hoc reports and presentations, summarizing statistical information in both graphic and narrative formats. The CRO Administrative Specialist also works on various special projects as assigned. The incumbent exercises sound judgment, problem-solving skills, and discretion while managing multiple priorities in a dynamic higher education environment.

Success in this role requires strong analytical abilities, excellent written and verbal communication skills, project management experience, and the ability to interpret complex policies, identify operational efficiencies, and develop practical solutions that support the university's mission and strategic goals.

The Office of Civil Rights is dedicated to promoting a campus environment where all students, staff, faculty, and administrators can learn, work, and thrive free from discrimination, harassment, in accordance with Title IX of the Education Amendments of 1972, Title VI, and Title VII of the Civil Rights Act of 1964, the Americans with Disabilities Act, Section 504 of the Rehabilitation Act of 1973, and related state law and university policy.

The Civil Rights Office responds to reports of harassment, discrimination, and related retaliation based on protected characteristics including race, color, national or ethnic origin, ancestry, religion, sex, gender, gender expression, gender identity, gender transition status, pregnancy, physical or mental disability, medical condition (cancer-related or genetic characteristics), genetic information (including family medical history), marital status, sexual orientation, age, citizenship, and veteran or military status (“Discrimination”).  The office provides supportive measures, explains reporting options, and oversees and manages a fair and equitable complaint and resolution process for all parties involved in a complaint of Discrimination.

In addition to responding to reports of Discrimination, the Civil Rights Office plays a key role in prevention and education. We offer training, workshops, and resources to build awareness, reduce risks, and strengthen UCLA’s culture of respect, safety, and accountability.

At UCLA, we are committed to fostering an inclusive community where every Bruin feels supported and respected.

Administration and Office Management Part 1

1. Provide administrative support to the Civil Rights Office, including but not limited to calendaring, composing correspondence, answering phone calls, welcoming visitors, and assisting with any operational needs.

2. Initiate transactions for accounts payable, accounts receivable, purchasing, UCPath paypath actions, equipment inventory, financial reconciliations, and preparation of check deposits via CashNet; utilize UCPath transactions to update job, position, and employee data for and on behalf of employees in various workflows, Time Reporting System (TRS), Purchasing Accounts Payable System (BruinBuy), UCPath QDB, and various websites.

3. Work with the CFO to assist with the monthly reconciliation of the General Ledger. Provide updates on any discrepancies or anomalies.

25%

Administration and Office Management Part 2

4. As assigned by the CAO/CFO, assist in managing scheduling for the Leaders/Officers of the Civil Rights Office, by reviewing and updating high-level meetings and appointments on a daily basis and resolving scheduling conflicts as needed.

5. Coordinates purchasing, travel arrangements, and travel reimbursements in accordance with campus and departmental policies and procedures.

6. Responsible for ordering supplies, arranging for repairs, managing distribution lists, and office electronic files and templates.

7. Prepare executive-level correspondence, analytical reports, presentations, policy recommendations, and briefing materials for department leadership, committees, and university stakeholders.

20%

Administration and Office Management Part 3

8. Serves as a hub for the Civil Rights Office and assists in answering any inquiries staff members bring up.

9. Keep staff informed on office procedures and share updates as needed.

10. Assist with the recruitment process.

11. Serve as a backup to our other administrative team members.

20%

Special Projects

1. As assigned by the CAO/CFO, plan, coordinate, and manage departmental projects and initiatives by developing project timelines, monitoring progress, identifying risks, and ensuring the successful implementation of deliverables.

2. Support planning and execution of events.

3. Assist with data metrics and reporting. 

4. Perform other related duties, special projects, and analytical assignments as required to support the mission, strategic priorities, and operational needs of the department.

35%

•

Performs other duties as assigned.

•

Complies with all policies and standards.

•

Complies with the University of California, Los Angeles (UCLA) Principles of Community.

•

This position description is not intended to be a complete list of all responsibilities, duties or skills required for the job and is subject to review and change at any time, with or without notice, in accordance with the needs of the organization.

QUALIFICATIONS

Bachelor's Degree

Bachelor's degree in related area and/or equivalent experience/training

Required

5+ Microsoft Office Suite

Proficient in using Microsoft Office Suite, particularly Excel.

Required

Demonstrate skill with Microsoft Office Suite, including Outlook, Excel, Word, and PowerPoint, to prepare business correspondence, presentations, and spreadsheets.

Required

Demonstrated ability to work independently and follow through on projects with minimal direction to make independent judgments and decisions, and to discern when action of a higher level is required.

Required

Knowledge of budgeting, financial analysis, accounting principles, and resource management.

Required

Strong analytical and critical thinking skills with the ability to evaluate complex information and develop practical recommendations.

Required

Effective project management skills, including planning, coordination, scheduling, and monitoring multiple concurrent projects.

Required

Ability to work effectively within a team environment, demonstrating exceptional interpersonal and communication skills to effectively work with staff of all levels, clients, and other campus and University personnel.

Required

Incumbent must be able to recognize and appropriately handle highly confidential material with tact and sensitivity.

Required

Excellent written communication skills for preparing reports, policies, procedures, executive summaries, and professional correspondence.

Required

Ability to multitask and set priorities with the ability to switch from one activity or role to another and to adjust priorities quickly as circumstances dictate.

Required

Demonstrated ability to employ good listening skills, tact, and diplomacy in handling irate and/or emotionally upset staff or visitors.

Required

Demonstrated ability and skill to establish and realign competing priorities to meet several reporting and financial deadlines and to act effectively under time constraints.

Required

Strong oral communication skills to obtain and present information clearly.

Required

SPECIAL REQUIREMENTS AND/OR CONDITIONS OF EMPLOYMENT

Background Check: Continued employment is contingent upon the completion of a satisfactory background investigation.

LOCATION AND PHYSICAL, ENVIRONMENTAL, MENTAL (PEM) REQUIREMENTS

Environment and Work Location Information

Environment Type:

Non-Clinical Setting

Location Setting:

Campus

Location:

Murphy Hall

Standing/Walking

X

Sitting

X

X

Bending/Stooping

X

Squatting/Kneeling

X

Climbing

X

Lifting/Carrying/Push/Pull 0-25 lbs

X

X

Lifting/Carrying/Push/Pull 26-50 lbs

X

Lifting/Carrying/Push/Pull over 50 lbs

X

Physical requirements other

X

Chemicals, dust, gases, or fumes

X

Loud noise levels

X

Marked changes in humidity or temperature

X

Microwave/Radiation

X

Operating motor vehicles and/or equipment

X

Exposures other

X

Sustained attention and concentration

X

X

Complex problem solving/reasoning

X

X

Ability to organize & prioritize

X

X

Communication skills

X

X

Numerical skills

X

X

Mental demands other

X

X

Classification 3:  Position in which exposure to blood, body fluids or tissues is not part of the position description. The normal routine task involves no exposure to blood, body fluids or tissues and the employee can decline to perform tasks which involve a perceived risk without retribution.