Administrative Specialist

BLANK AST 3 (004722)

UCPath Position ID: MI-DPT030000-JC004722-PD168092

Position Description History/Status

For Reference ONLY - PeopleAdmin JA Number:

704050

Approved Date:

6/20/2025 7:02:02 PM

Date Last Edited:

6/20/2025 7:01:59 PM

Last Action Effective Date:

7/11/2021

Organization Details

Business Unit (Location):

LACMP

Organization Code:

1160O

Organization:

ANDERSON SCHOOL OF MANAGEMENT

Division Code:

1161D

Division:

MANAGEMENT DIV

Department:

030000 - ANDERSON GRAD SCH OF MANAGEMENT

Position Details

UCPath Position Number:

MI-DPT030000-JC004722-PD168092

Position Description ID

168092

UC Payroll Title:

BLANK AST 3 (004722)

Business Title:

Administrative Specialist

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:

40046791

Reports to Payroll Title:

ACAD PRG MGT OFCR 4

UCPath Department Head Position Number:

40064999

Department Head Payroll Title:

PROF-AY-B/E/E

SUPERVISION - Indicates that the incumbent performs a variety of routine duties within established policies and procedures or by referral to the supervisor’s guidelines.

POSITION SUMMARY

This Administrative Specialist (AS) position is the daily administrator for the UCLA Anderson Center for Management of Enterprise in Media, Entertainment & Sports (MEMES). Under supervision from the Executive Director (ED) and the Program Manager (PM), the AS will manage various administrative responsibilities related to student and industry conferences and events; MEMES courses for MBA candidates; Summer Programs, Student Clubs; and Development initiatives. The AS will manage the ED's calendar and schedule and coordinate meetings, appointments and travel arrangements. The AS will also respond to email and phone inquiries made to the Center. The AS will serve as the central coordinator for the Center's summer program faculty and staff, manage program logistics including room and transportation scheduling, and assist with resolving any administrative problems that may arise during the programs.The AS will coordinate external communications, including mass mailings, e-mails, and electronic and print newsletters. The AS will manage and maintain the Center's contact management database and make updates to website and social media platforms. The AS will greet visitors to the Center and handle general office management duties including managing office supplies and speaker gifts. (S)he will be assigned additional responsibilities as needed.

This Administrative Specialist (AS) position is the daily administrator for the UCLA Anderson Center for Management of Enterprise in Media, Entertainment & Sports (MEMES). Under supervision from the Executive Director (ED) and the Program Manager (PM), the AS will manage various administrative responsibilities related to student and industry conferences and events; MEMES courses for MBA candidates; Summer Programs, Student Clubs; and Development initiatives. The AS will manage the ED's calendar and schedule and coordinate meetings, appointments and travel arrangements. The AS will also respond to email and phone inquiries made to the Center. The AS will serve as the central coordinator for the Center's summer program faculty and staff, manage program logistics including room and transportation scheduling, and assist with resolving any administrative problems that may arise during the programs.The AS will coordinate external communications, including mass mailings, e-mails, and electronic and print newsletters. The AS will manage and maintain the Center's contact management database and make updates to website and social media platforms. The AS will greet visitors to the Center and handle general office management duties including managing office supplies and speaker gifts. (S)he will be assigned additional responsibilities as needed.

Conferences & Events

A1. Work with PM on logistics related to conferences, events, summer programs. This will include scheduling room reservations at Anderson and other parts of UCLA, caterers, parking, invitations, RSVPs, speakers, VIPs, printing materials, room set-up, signage, and check-in. (E) A2. Distribute finalized event schedule. Post the event on the Anderson Calendar and EMMI web site. Post flyers and distribute paper copies. Update website(s). Track progress of registration against income projections. Alert ED and vendors as needed. Create nametags, registration, and support materials. (E) A3. Support PM with Summer Sessions which will include addressing student concerns and supporting the course instructors; assisting with site visits; printing and distributing course materials; providing syllabi and other materials to Summer Session offices. (E) A4.Oversee the registration table, facilities, and catering staff. Host incoming participants and event guests. (E) A5. Post events and classes archive attendee list, income records, and final budget and event materials. (E)

25%

General Office Support

B1. Assume complete responsibility of MEMES office operations with minimal supervision from the ED. Assess and anticipate needs of the Center. Prioritize multiple tasks according to time sensitivity and importance. Organize and delegate assignments to fulfill special instructions, quality standards and deadlines despite frequent interruptions. (E) B2. Produce power point presentations for ED as needed. (E) B3. Organize and update files, including financial, coursework, research, individual faculty files, equipment records, working papers, and recruitment information. (E) B4. Oversee security and maintenance of the area office and equipment. Provide security for office equipment, supplies, deliveries, hardcopy, and electronic files as necessary. (E) B5. Sort, open, and act upon mail at least twice daily upon delivery. (E) B6. Provide course work support. Act as liaison among faculty, teaching assistants, students and the enrollment office for forms and records. Assist in enrollment issues with students. Manage class request lists as needed. (E) B7. Purchase incidental office supplies to keep inventory levels adequate for anticipated demand. Straighten up the inventory to keep an orderly and easily accessible supply cabinet/area. (E) B8. Update the Center library, including conference materials, working papers, reference materials, and subscriptions. (E) B9. Complete other tasks as assigned. (E) B10. Research particular subject matter related to media and entertainment, individuals and executives, companies, etc. and provide written summaries. (E) B11. Solid computer skills in word, outlook, excel, PowerPoint, and social media. (E)

25%

Communications and Institute Program Support

C1. Provide accurate and detailed communication regarding MEMES programs and events via telephone, print, or electronic communications. (E) C2. Interact via telephone, e-mail, and in-person with alumni and other media and entertainment industry executives in a highly professional and courteous customer relations capacity, acting as the first line of marketing to these key constituencies. (E)  C3. Create professional templates for repetitive requests, screening them with the ED before use. Maintain systems and organized folders for RSVPs, class signups, events, and other communications so that other EMMI personnel can easily work with all information that comes in via antimedia. (E)  C4. Maintain and continuously improve contact database; update MEMES website and social media platforms as directed by PM. (E) C5. Provide administrative support, as requested by ED, to the EMA and SBA in terms of events, student courses, executive contact management, and other elements. (E) C6. Place students in Producers Program classes, provide class information, assist in TFT with billing issues and deal with frequent schedule changes. (E)  C7. Provide administrative support for MEMES courses, arranging guest lecturer parking, and providing guidance and resources to course TAs. (E)

20%

Accounting

D1. Facilitate programmatic, general and administrative purchasing, including communication with supplier, arranging the transaction, completing paperwork according to university policy and reviewing the transaction. (E) D2. Adhere to university policy in processing all financial transactions, ensuring correct procedures and forms are used for each transaction. (E) D3. Create and process financial request forms including Universal Form, check requests, LVOs, Travel Reimbursements, and Recharge Order Requests recharges for programmatic, general and administrative purchases and ensure documentation is appropriate and complete. (E) D4. Responsible for the financial management and financial operations of Marketing Department. Review financial notices. (E) D5. Provide financial support to Financial Manager by providing backup documentation for invoices (program participant lists, catering orders, etc.). D6. Use University software (OASIS, Bruin Buy, PAC, etc.) to determine status of various invoices and LVOs. (E) D7. Process invoices, ensuring accuracy and match to vendor quotes. If discrepancies occur, interface with vendor to correct problems and reissue correct invoices. (E) D8.Complete expense reports for ED. (E)

15%

Administrative Support

E1. Work with ED to manage contact with all key stakeholders for the center. Manage ED's calendar and schedule and coordinate meetings, appointments and travel arrangements. E2. The AS will be the first point of contact for outside inquiries - responding to email and phone inquiries made to the Center. E3. The AS will keep Center's files on expenses and budgets and process and track vendor payments and expense reports.

15%

•

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

Professional demeanor to provide proactive and pleasant communication to all constituencies including demonstrated skill in speaking on a one-to-one basis using appropriate vocabulary and grammar to obtain information, explain policies, and directions.

Required

Demonstrated skill in providing quality customer service in high traffic environments and excellent oral communication skills to probe, receive, comprehend, and disseminate information effectively.

Required

Demonstrated high-level skill in professionally coordinating telephone, interpersonal, electronic and print communications.

Required

Demonstrated skill in speaking extensively with senior executives, their offices, students, faculty, prospective students, Anderson personnel, and all persons of various ages and social, cultural, economic and educational backgrounds.

Required

Demonstrated skill in organization and multi- tasking --prioritizing assignments and achieving high productivity and quality under rigid deadlines in an environment with frequent workload changes, competing demands and interruptions.

Required

Demonstrated skill in working independently and following through on assignments with minimal directions. Skill in accepting equivocal circumstances, and taking action where answers to a problem are not readily apparent.

Required

Skills in innovation and creatively thinking new alternatives and opportunities.

Required

Detailed knowledge of the English language and proofreader marks to correct grammar, spelling, and punctuation errors.

Required

Demonstrated skill in coordinating large scale, high-profile, complex conferences and events.

Required

Working knowledge to operate a PC in a Windows environment, organize the drive directory within the Local Area Network (LAN), manipulate computer files, and smoothly manipulate e-mails and accounts.

Required

Detailed know ledge of Word, Excel, and PowerPoint to produce business correspondence, research tables and graphs, financial reports, mail merge databases and presentations.

Required

Demonstrated skill in using Internet search engines for research materials; library resources, journal articles, working papers, contact information, book retailers, etc.

Required

General knowledge of Adobe Acrobat, Access, Netscape Calendar, On-Line Purchasing and Accounts Payable System (PAC), UCLA Express, and Photoshop.

Required

Demonstrated skill in typing 50 WPM.

Required

Demonstrated skill in general office management sufficient to manage an office as the key day-to-day administrator.

Required

Ability to work occasional evening or weekend (1-2/month) events.

Required

General knowledge of ACT or another similar customer relationship management database. Demonstrated skill in database maintenance.

Preferred

Proven knowledge of entertainment, media, and/or technology companies, businesses, and relationships.

Preferred

General knowledge of HTML, Wordpress and/or content management systems.

Preferred

SPECIAL REQUIREMENTS AND/OR CONDITIONS OF EMPLOYMENT

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

Age Requirement: Candidate(s) must be 18 years or older to be eligible to be hired.

LOCATION AND PHYSICAL, ENVIRONMENTAL, MENTAL (PEM) REQUIREMENTS

Environment and Work Location Information

Environment Type:

Non-Clinical Setting

Location Setting:

Campus

Location:

Anderson - MEMES

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.