Under the direct supervision of the Williams Institute Executive Director or her designee, the candidate serves as an Executive Administrator and provides high-level administrative support to the Executive Director and Williams Institute department. Job duties can include comprehensive calendar duties, meeting preparation, travel, reimbursements, and executive correspondence, as well as other tasks as assigned. The candidate will assist as necessary with various special and/or seasonal projects including but not limited to administrative facets of events and programs and communications. In addition, the candidate serves as the direct liaison to campus departments on administrative matters as required.
As the nation’s leading research center on sexual orientation and gender identity law and public policy, the Williams Institute produces rigorous and independent research with real-world relevance and disseminates it to judges, legislators, policymakers, media, and the public. The Institute is affiliated with the world-renowned UCLA School of Law and is part of a vibrant university setting, providing a fast-paced, intellectually stimulating working environment. Research from the Williams Institute has impacted a wide variety of law and policy issues. For example, the U.S. Supreme Court and numerous other federal courts, when they struck down state prohibitions on marriage for same-sex couples, relied on Williams Institute research that was presented to the courts through our amicus briefs as well as expert testimony; President Obama relied on Williams Institute research when issuing an Executive Order prohibiting federal contractors from discriminating on the basis of sexual orientation and gender identity; and Williams Institute research helped form the legislative record supporting passage by Congress of the Employment Non-Discrimination Act.
Assignments are given and reviewed by the Executive Director or her designee. General office procedures are followed and specific guidance is readily available. Incumbent independently prioritizes work on a day-to-day basis. However, sound analysis, good judgment, time management, and initiative are required of the candidate. Candidates are also encouraged to take initiative to identify and propose new systems that can improve office functions.
Administrative Support (35%)
- Develop and implement strategic office protocols and procedures to establish the most efficient and effective operational structure and to ensure the highest level of support and service.
- Create and update digital files on all appropriate sources, including but not limited to emails, memos, agendas, research publications, presentations, travel logistics, and expenses.
- In accordance with departmental and law school procedures and policies, make travel arrangements for all staff. Including but not limited to liaising with UCLA Travel regarding flights, lodging, and car rental; explaining limitations and policies to staff; and preparing reimbursement requests.
- Assist with core office functions, including but not limited to: coordinating IT and AV services for meetings and events; ordering supplies and keeping inventory; tracking expenses, vendor payments, and reimbursement status; maintaining general office calendar; coordinating with vendors to obtain outside services as needed for the department.
- Create and maintain working documents such as staff directory, organizational chart, administrative handbook, and address/email lists.
- Maintain knowledge and updates of UCLA administrative policies; relay policy updates to staff; apply policy requisites across all tasks including but not limited to travel and reimbursements.
- Maintain physical upkeep of the office spaces in both the Public Affairs and Law School suites.
- Assist with special administrative projects as necessary.
Executive Level Administrative Support (30%)
- Strategically manage a complex calendar for the Williams Institute Executive Director. Requires a great deal of independent judgment in determining appropriateness of Executive Director’s involvement, priorities for the Executive Director’s time and resolution of frequent scheduling changes.
- Exercise the highest level of autonomy in the execution, management, and tracking of Executive Director’s involvement in special committees inside and outside the University (such as the UC LGBT Task Force, Federal Agencies Project, various White House committees and programs, or the State Bar of California).
- Review, edit, proofread, and engage in executive level correspondence on behalf of the Executive Director.
- Support the Executive Director on administrative detail related to presentations, research projects, and seasonal academic courses; help to construct PowerPoint presentations and speeches as requested.
- Make travel arrangements for Executive Director, such as plane reservations, hotel accommodations, and auto rentals. Prepare reimbursement requests.
- Develop and maintain comprehensive filing systems for Executive Director’s administrative work and scholarship.
Reception and Communications (20%)
- Serve as the initial contact between Williams Institute staff and members of the faculty, students, media, and general public with particular attention to courtesy and professionalism.
- Manage heavy flow of incoming and outgoing communications between Williams Institute and other departments within the law school to ensure the preservation of critical and confidential information; prepare correspondence, reports, and forms as necessary.
- Screen calls and answer in-person inquiries, determining how each request should be handled; provide information and relevant policy details; take messages or redirect inquiries appropriately.
- Screen all mail; evaluate and determine urgency; research information and reroute as necessary.
- Maintain on-going communication with central administrative units and the law school.
Programs and Events (15%)
- Maintain working knowledge of programs such as Mailchimp, WordPress, MyLaw, and social media platforms in order to assist as back-up to communications team in preparing e-blasts, updating departmental webpage, and creating departmental updates for MyLaw.
- Assist Development, Events, and Communications staff with secondary administrative detail for programs and events. These include the Williams Institute’s speaker series, conferences, annual moot court competition, roundtables, panels etc. Assist with catering, rentals, room reservations, booking speaker travel, RSVPs, promotional materials, and timelines.
- Assist as back-up to Development and Communications staff in preparing solicitation and event materials for fundraising events. Materials include name tags, table tents, guest lists, and programs.
- Assist as back-up to Communications staff to maintain and track Williams Institute mailings, emails, press list, and press hits.
Experience and Qualifications
- 2-5 years of experience in managing and overseeing the activities of a busy and high-profile organization. Personal integrity, leadership capability, and results-oriented work style.
- Advanced ability to work independently and prioritize workload, assess timelines, coordinate numerous assignments/projects simultaneously under competing or fluctuating deadlines. Superior ownership of time management and work flow; ability to follow through on numerous diverse assignments with minimal direction.
- Demonstrated consistent reliability in the office; timeliness, speed, efficiency and responsiveness in approaching a heavy flow of daily tasks and projects.
- Advanced ability to analyze information and circumstances to define the problem or objective, identify relevant factors, formulate logical conclusions, suggest solutions or methods of implementation, and recognize alternatives expeditiously and with tact and discretion. Ability to exercise independent and sound judgment, take initiative, and be resourceful.
- Demonstrated organizational skills and attention to detail to maintain effectiveness and efficiency of the office.
- Superior interpersonal and verbal communications skills to establish and maintain cooperative working relationships with people from diverse, multicultural backgrounds.
- High proficiency with proper punctuation, spelling, sentence and paragraph syntax, and grammar in order to compose, proofread, and edit a variety of business correspondence. Superior writing skills to compose independent correspondence that is clear and concise.
- Strong ability to speak clearly and distinctly use appropriate vocabulary, grammar, and tact to convey information accurately and interact effectively and diplomatically with staff, university affiliates and administrators, donors, faculty members, volunteers, and guests.
- Demonstrated ability to work as part of a team, collaborating with colleagues when appropriate and necessary to accomplish prescribed goals.
- Demonstrated skill in organizing and implementing complex meeting and event functions, including making facilities and catering arrangements, disseminating materials, and recording minutes or preparing summations.
- Excellent knowledge of computer skills and software including Word, PowerPoint, Excel, Outlook, and Adobe Acrobat Pro, in order to prepare and format correspondence, reports, and presentation materials with speed and accuracy.
- Ability to synthesize and interpret University and Law School policies and procedures and identify viable solutions within the guidelines stipulated.
- Ability to negotiate with campus departments when an exception to policy or procedure is required.
- Bachelor’s degree or equivalent work experience.
- Commitment to the mission of the Williams Institute.
- Experience as an executive assistant or comparable office management position within an institution of higher education or legal research.
- Existing knowledge of university policy and organization in order to serve as an expert resource to Executive Director and staff.
- Experience with various communications platforms including social media, Mailchimp, WordPress.
To apply please visit UCLA Career Opportunities: Williams Institute Executive Administrator
Early applications are encouraged. The final deadline for applications is September 23, 2017.
The University of California is an Equal Opportunity/Affirmative Action Employer advancing inclusive excellence. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, age, protected veteran status, or other protected categories covered by the UC nondiscrimination policy. UC Nondiscrimination & Affirmative Action Policy.