The School of Dentistry seeks an organized person to provide administrative and analytical leadership to the Division of Regenerative and Reconstructive Sciences. This lead position will oversee the team of section administrative assistants (Endodontics, Orthodontics, Periodontics, and Prosthodontics/Special Patient Care) within the Division. Major duties include leading the section of administrative staff members and supporting the Division of Regenerative and Reconstructive Sciences. This position requires the ability to work as a team and the ability to work autonomously on various projects. This multifunctional position provides administrative support to the various academic functions of the division of Regenerative and Reconstructive Sciences. This lead Administrator performs all duties related to the administration of the Division of Regenerative and Reconstructive Sciences, focusing on providing support for division-related affairs. The lead Administrator will oversee dossier preparation for Divisional faculty by Section Administrative Assistants and will take the responsibility for timely completion of all dossiers and completeness as well as accuracy. The lead Administrator will also coordinate and execute academic personnel actions (initial appointments, reviews, step increases, promotions, and separations) that occur within the Division. This includes working directly with the candidate/appointee to obtain data/information, requesting letters of evaluation, checking the individual's academic and professional credentials, dossier preparation, and writing internal memos related to the academic action process in the School.
Percentage of Time:
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100
Shift Start:
8:00 am
Shift End:
5:00 pm
Qualifications for Position
13
Records
Qualifications
Required/Preferred
Leadership skills to organize and delegate workflow, hire and train staff and institute new/or modify policies procedures, and job standards as needed to accomplish division and sections/clinics goals effectively.
Required
Ability to use word processing systems and latest version of Microsoft Word, Excel and Powerpoint. High user level very desirable, ability to work in Excel spreadsheets, use formulas and create multi-sheet Excel Workbooks.
Required
Detail-oriented and able to juggle diverse tasks simultaneously with accuracy.
Required
Demonstrated working knowledge of communications systems, e.g. E-mail, attachments, downloading and uploading. Understanding shared servers and use thereof.
Required
Excellent interpersonal and written communication skills and ability to relate and present a positive image to various publics.
Required
Understanding of UCLA School of Dentistry and UCLA Campus finance guidelines, UCLA Travel Express needed to process full time faculty travel reimbursements and entertainment expense payments.
Preferred
Skill in setting and adjusting priorities as circumstances dictate, to reflect relative importance and timeliness of assignment, when there are frequent interruptions and changes in workload.
Required
UCLA Online Systems: Must have enough skill and access levels to order faculty & residents business cards, pagers and prescription pads.
Preferred
Pre-Doctoral Online Programs needed: Gryphon course management systems. Skill to set up courses and to post online, including uploading presentation files for student use.
Preferred
Pre-Doctoral Online Programs needed: CCLE course management systems and Oasis grading system. Skill to set up courses and to post online, including uploading presentation files for student use.
Preferred
Accurate typing, spelling and proofreading skills.
Required
Demonstrable self-confidence and professional demeanor.
Required
Ability to understand and follow protocol for confidentiality in all aspects of the job.
Required
Additional Posting Information
Bargaining Unit:
CX-Clerical & Allied Services
Application Deadline:
07-31-2023
External Posting Date:
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