Office Manager

Department Summary

The University of California, Los Angeles (UCLA) is known worldwide for the breadth and quality of its academic, research, health care, cultural, continuing education and athletics programs. The faculty at UCLA comprise one of the most intellectually productive academic communities in the nation, and the institution receives over $1 billion in extramural research funding annually. The UCLA Technology Development Group (TDG) is a group of ~50 professional staff dedicated to commercializing technology, collaborating with industry, and fostering entrepreneurship.
Position Summary

The Office Manager is an experienced and knowledgeable professional who ensures the smooth daily operation of the UCLA Technology Development Group by performing administrative and analytical functions, and providing support for day-to-day operations.

1. Position organizes and implements meetings, appointments, and travel and entertainment arrangements, for in-house and off-site events. Serves as the central point of contact for office activities. Acts as a central liaison for information related to the department for both ancillary departments and external organizations, as needed. Prepares correspondence, PowerPoint presentations, and other written materials for department management. Edits and proofreads written materials for accuracy and marketing consistency.

2. Researches and proposes systems to improve operational efficiency. Analyzes office trends and prepares reports and analyses to include summaries of financial transactions, evaluation of current and proposed services, etc. for management review and decision-making.

3. Responsible for handling low-value procurement, office space inventory and maintenance, vendor management, and ensuring department compliance with applicable university policies and practices. Prepares reports and analyses to include summaries of financial transactions, evaluation of current and proposed services, etc. for management review and decision-making.

4. Works with the Assistant Director of Marketing & Communications and Department Management to maintain and update TDG website to better communicate the organization's mission. Produces and distributes marketing collateral materials. Provides onsite support for TDG events as needed.

5. Exercises the utmost discretion in managing sensitive information learned in the course of performing their duties.

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

• Experience developing and maintaining structured digital filing systems and archives. Expert ability to organize, secure, and retrieve digital and physical records. (Required)
• Thorough knowledge of administrative procedures, including word processing, spreadsheets, PowerPoint presentations, and database applications. Proficiency in Microsoft Office Suite (Word, Excel, Outlook, PowerPoint, OneDrive), and solid experience with scheduling tools, databases, and CRM software. (Required)
• Solid Excel capability, including functions like VLOOKUP, Pivot Tables, and Conditional Formatting for data analysis, budgeting, and reporting. (Required)
• Expert ability to handle complex international travel arrangements and intricate calendar scheduling. (Required)
• Strong skills in short-term planning, analysis, problem-solving, and customer service. Experience leveraging software automation for appointment scheduling, inbox prioritization, and data cleanup to increase overall efficiency. (Required)
• Experience developing systems to improve operational efficiency. Advanced technical proficiency to boost office productivity and manage complex workflows. Strong experience with project management platforms such as Asana, Trello, etc. (Required)
• Solid communication and interpersonal skills to communicate effectively with all levels of staff verbally and in writing. Ability to use sound judgment in responding to issues and concerns. (Required)
• Experience using administrative processes, protocols, and IT systems for low value purchasing. (Required)
• Experience with professional events planning and logistics. (Required)
• Skill and experience in managing sensitive and confidential information. (Required)
• Solid organizational skills and ability to multi-task with demanding timeframes. Must be able to prioritize in a fast-paced environment, independently analyze issues, work with minimal supervision, and be exceedingly well-organized and flexible. (Required)
• Substantive knowledge of organization's goals and objectives (Can be trained). (Required)

Education, Licenses, Certifications & Personal Affiliations

• High school diploma and / or equivalent certification / experience / training. (Required)

Special Conditions for Employment

• Background Check: Continued employment is contingent upon the completion of a satisfactory background investigation.
• Live Scan Background Check: A Live Scan background check must be completed prior to the start of employment.

Schedule

8:00 a.m. to 5:00 p.m.
Union/Policy Covered

CX-Clerical & Allied Services
Complete Position Description