Special Instructions to Applicants

This limited appointment position is not an ongoing position and is established and funded for a period of up to 18 months at any percentage of time.

 

This position REQUIRES that a RESUME and COVER LETTER be submitted in addition to the UCLA Application. Please have ALL FILES ready when applying.

Department Summary

Department Summary - Character Limit Count 2000Library Special Collections (LSC) builds and stewards special collections resources, services, and operations. The department consists of four teams: Curatorial; Processing/Center for Primary Research and Training (CFPRT); Collection Management (CM); and Public Services, Outreach, and Community Engagement (PSOCE).?The Curatorial Team is responsible for collection development and acquisition of materials in support of research and teaching.?The Processing/CFPRT Team makes collection material discoverable and accessible through ethical and iterative processing in a pedagogical model.?The CM Team develops and implements policies and processes to ensure responsible stewardship of collections.?The PSOCE Team integrates public-facing operations for LSC including reference and instruction, programmatic events, and activities.The entire staff of approximately 30 FTE work together holistically to build, preserve, and provide access to the outstanding rare and unique holdings of the UCLA Library. LSC works closely with our colleagues within the Distinctive Collections portfolio to steward a range of international resources in support of UCLA?s mission for the betterment of our global society.
Position Summary

Reporting to the Director of Library Special Collections (LSC), the LSC Administrative Analyst (LSC AA) independently coordinates high-level administrative and logistical operations for the Director of LSC and LSC Team Leads. The LSC AA provides high-level administrative, fiscal, project management, and human resources support for the Director of LSC and LSC Team Leads, independently coordinating projects, reports, and meetings that require extensive research, data collection and detailed analysis spanning numerous departments, units, the university, and the University of California system. The LSC AA independently responds to complex inquiries from internal constituents, campus administrators, library users, donors, and vendors of highly confidential and time sensitive nature. In coordination with the Library Building Manager, oversees complex facilities requests and supervises building repairs and projects in LSC spaces. The LSC AA Manages security clearances and keycard access, coordinating with Library security and UCPD as needed, and contributes to emergency preparedness, including planning, phone trees, supplies, and protocols for LSC facilities The LSC AA assists with budgeting processes and takes lead in all purchasing processes, executes fund transfers and recharges, and performs all equipment and supply purchases. The LSC AA assists the LSC Director in tracking discretionary, gift, and endowment funds. The LSC AA is responsible for tracking projects, tasks, and budgets from inception to completion. The LSC AA serves as primary liaison to Library Business Services and Library Human Resources and assists with employee onboarding and offboarding. The LSC AA responds to inquiries from faculty, staff, students, and the public on behalf of the department regarding operations, policies and procedures as requested and develops and revises operating procedures and policies. The LSC AA assists LSC Director and LSC Team Leads with contracts and grants documentation management and assists in development and administration of public programming, events, and other outreach events. Assists the LSC Director and LSC Team Leads in identifying grant opportunities in support of LSC and Library goals. In cooperation with the Library Grant Administrator, advises LSC Director, Team Leads, and LSC's Digitization and Grants Readiness Committee in creating compliant grant proposals. Working closely with Library Business Services develops budgets for grants prior to submission to the Library Grant Administrator. Works with Library Grant Administrator to ensure LSC grant proposals are complete and accurate. Maintains knowledge on UCLA Library's Grant policies and procedures and provides guidance to LSC Director and LSC Team Leaders.

Salary & Compensation

*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.
Qualifications

Demonstrated previous experience providing high level administrative support and customer service, preferably in a large research university. (Required)

At least two years of experience providing support to senior level administrators. (Required)

Experience with rules and regulations, processes, protocols and procedures for budget, accounting and fund management. (Required)

Experience working with UCLA Library units, departments, fund accounts, policies, practices, and procedures. (Preferred)

Demonstrated experience with UCLA purchasing, accounts payable and travel/entertainment policies and procedures. (Preferred)

Demonstrated ability to exercise sound judgment, initiative, and resourcefulness in identifying and solving problems, and making decisions quickly and efficiently. (Required)

Excellent verbal and written communication and interpersonal skills to convey information accurately and interact effectively and diplomatically. (Required)

Ability to support activities of supervisors at multiple levels, from the strategic and broadly conceptual to the detailed and specific. (Required)

Demonstrated ability to work comfortably and effectively with library technology and systems. (Required)

Attention to detail, demonstrated capacity for carrying out tasks carefully and accurately. Ability to check own and others' work for accuracy. (Required)

Ability to initiate and maintain close collaborative working relationships with colleagues and student assistants. Ability to work harmoniously as a team player, to thrive in a diverse team-based environment, and to foster teamwork among others. (Required)

Demonstrated ability using spreadsheet and database software for moderately complex financial analysis, fiscal management, and financial reports. (Required)

Experience and demonstrated skill in supervision, including hiring, orienting, training, organizing workflow, delegating responsibility, providing direction, monitoring and evaluating performance, and coaching and counseling as necessary. (Required)

Demonstrated proficiency and capabilities with personal computers and software, and the Web, and financial systems. Working knowledge of standard computer office applications such as Microsoft Outlook, Word, Excel, Access, PowerPoint or other productivity software. (Required)

Skill in budget and expense trend analysis and fiscal projections, including impact analysis. (Required)

Education, Licenses, Certifications & Personal Affiliations

Bachelor's Degree Bachelor?s Degree in related area and/ or equivalent experience / training (Required)

Special Conditions for Employment

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

Schedule

Monday - Friday, 8:00 a.m. to 5:00 p.m.
Union/Policy Covered

99-Policy Covered
Complete Position Description

https://universityofcalifornia.marketpayjobs.com/ShowJob.aspx?EntityID=38&jobcode=TBD_1828

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