Division Coordinator, Regenerative and Reconstructive Sciences

About the Role

The Administrative Assistant 3 (AA3) provides comprehensive administrative support to the Section of Orthodontics within the Division of Regenerative and Reconstructive Sciences, reporting to both the Chairs and Administrative Operations Manager. This position supports the academic and clinical functions of the section, which includes full-time and part-time faculty, pre-doctoral dental students, orthodontic residents, postdoctoral scholars, and visiting faculty.

Responsibilities

• Coordinate educational programs and provide administrative and faculty support.
• Assist with financial and operational processes specific to the Section of Orthodontics.
• Provide accurate and concise information on UCLA policies and programs to faculty, students, and staff.
• Maintain website, email services, and navigate Internet websites for the Section.
• Compose routine correspondence using grammatically correct English, spelling, and punctuation.
• Communicate verbally with all levels of personnel and students in the School.
• Work independently and as part of a team, prioritizing and following through on tasks.
• Maintain confidentiality of faculty and student files.
• Interact with staff, faculty, students, and other departments with a cheerful and professional attitude.

Requirements

• Demonstrated skill using a Macintosh or PC to perform a variety of projects.
• Intermediate to advanced level skills in MS Office Suite.
• Ability to learn and manage multiple new software and online programs for UCLA administrative and programmatic support.
• Excellent written and verbal communication skills.
• Ability to maintain confidentiality.
• Strong interpersonal skills to work with staff, faculty, students, and other departments.
• Detail-oriented with strong organizational and prioritization skills.

Qualifications

• General knowledge of UCLA Academic Personnel Policies and/or experience working with policies and procedures of an academic institution (preferred).
• Working knowledge of University accounting forms, procedures, and policies (preferred).
• Detailed knowledge of University and School rules and regulations as applied to graduates, and general requirements for degrees and admission at the graduate level (preferred).
• Bachelor’s Degree (BA, BS) or Master’s degree (preferred).

Special Conditions for Employment

• Continued employment is contingent upon the completion of a satisfactory background investigation.
• A Live Scan background check must be completed prior to the start of employment.
• Candidate(s) must be 18 years or older to be eligible for hire.
• Evidence of COVID and flu vaccinations is required.
• The position is designated as a mandatory reporter under CANRA; the employee must sign the "Statement Acknowledging Requirement to Report Child Abuse."

Pay

UCLA provides a full pay range. Actual salary offers consider factors including budget, prior experience, skills, knowledge, abilities, education, licensure, certifications, and other business considerations. Salary offers at the top of the range are not common.

Benefits

Benefits start on day one. Visit UC Benefit package to discover available benefits and UC Total Compensation Estimator to calculate total compensation value with benefits.

Schedule

8 AM – 5 PM

Union/Policy Covered: CX-Clerical & Allied Services