Position Description: Under the direction of the Event Manager, and in support of Undergraduate Admission (UA) efforts to meet UCLA's student recruitment and enrollment goals, the Project Assistant is responsible for assisting with the coordination and oversight of logistical planning of travel and events related to a broad variety of undergraduate student recruitment, yield and enrollment activities locally, domestically and internationally. Responsibilities include but are not limited to assisting with site selection, making reservations for multi-city recruitment trips, initiating and processing contracts for venues, making arrangements for on-campus room reservations, catering, audio/visual and equipment rental, car rental, shipping of materials and supplies to venues, and parking coordination. In addition, the Project Assistant will assist with office supply orders, flight reservations and authorizations and process reimbursements for Admissions staff and other staff traveling on behalf of Admissions. The incumbent provides expertise and processing support for services, goods, and reimbursement using campus procurement systems including but not limited to Bruin Buy, Telecommunications and Facilities requests, and Travel Express.
This position will work with the Events Coordinator to establish budgets for events, and will track and analyze event budgets. The incumbent will assist in maintaining an events database to guide future planning. As a member of the Administrative unit, the incumbent will provide administrative support to the office related to purchasing, travel reimbursement, budget preparation and reconciliation, and other administrative duties as assigned.
The position requires a great deal of flexibility, attention to detail, problem solving and a high degree of self-management. The Project Assistant must be able to work independently and in a team environment, as well as communicate effectively at all organizational levels. The Project Assistant will be proactive in identifying potential problems and opportunities and bring appropriate issues to the attention of the Events Coordinator while providing creative recommendations or action. In addition, the Project Assistant will participate in admission selection: read applications, evaluate academic information and make recommendations regarding admission. Back up assistance to the Personnel and Payroll Coordinator during peak cycles in hiring of student workers and seasonal staff who serve as freshman readers.
The University of California is an Equal Opportunity/Affirmative Action Employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, age or protected veteran status. For the complete University of California nondiscrimination and affirmative action policy, see: UC Nondiscrimination & Affirmative Action Policy, https://policy.ucop.edu/doc/4000376/DiscHarassAffirmAction
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UCLA is known worldwide for the breadth and quality of its academic, research, health care, cultural, continuing education and athletic programs. UCLA offers undergraduate degrees in more than 127 majors and graduate degrees in 198 program areas. UCLA has 11 highly regarded professional schools. Eight are ranked among the nation's top 15 in their field by U.S. News & World Report. UCLA is consistently among the most popular campus in the nation for undergraduate applicants.
The University of California is an Equal Opportunity/Affirmative Action Employer. All qualified applicants will receive consideration for employment without regard to age, race, color, religion, sex, national origin, disability, or protected veteran status.
UCLA offers a comprehensive benefits package, including an average of three weeks' vacation per year; an average of 12 days per year sick leave; 13 paid holidays per year; health, dental and optical benefits; life insurance; disability insurance; the University of California Retirement Plan with 5 year vesting and various voluntary UC Savings Plans. There are also special programs and privileges available, such as accessibility to cultural and recreational programs, athletic events, and the University Credit Union.