Administrative Assistant II - UCLA Gambling Treatment Program

The Semel Institute's UCLA Gambling Treatment Program is seeking to hire a full time Administrative Assistant II who will provide administrative support to the UCLA Gambling Treatment Program. In this role you will be responsible for typing and word processing of confidential and sensitive project-related correspondence, university forms, reports and manuscripts, and back- up for grant preparation. In this role you will also have responsibilities like supply and resource inventory, minute/note taking during project-related meeting, PowerPoint presentation slide preparation, evaluation processing and data entry, conducting invoicing, database management, providing copy services for material preparation, reviewing University and project-related forms and other office duties as assigned.

Duties can also include:

• Compose general and specific sensitive correspondence and memos to staff, vendors, funding agencies, etc. as needed. Maintain confidentiality of materials. Provide back up for manuscript, report, and grant proposal preparation. Ability to transcribe dictated material on word processor.
• Answer and screen multi-line telephone, taking sensitive and highly confidential information from training participants, funding agencies, etc., taking complete and accurate messages, and referring calls appropriately.
• Assist with event planning, including meetings and conferences, and schedule appointments as required for UGSP.
• Manage online and mail-in event registration (and payment collection, if necessary) for all external and internal training events.
• Assist with occasional on-site/logistics preparations for meetings, trainings, and conferences.
• Photocopy various materials as needed and collate as directed.
• File project-related correspondence and other training materials (e.g., evaluations, certificates, sign-in sheets/documentation of attendance, etc.).
• Process travel reimbursement paperwork for UGSP staff.
• Complete university forms as necessary.
• Prepare PowerPoint slides for various presentations/trainings.
• Process post-event and continuing education evaluation forms and complete data entry and data upload, when necessary.
• Perform invoicing duties.

Pay Range: $25.60 - $36.33 hourly

• Skill in speaking clearly and distinctly, using discretion and sensitivity, as well as appropriate grammar to obtain and convey information to and from the public and to staff/individuals of various organizational levels, governmental agencies, and prospective training participants.
• Ability to answer a busy, multi-line telephone in a non-judgmental fashion, using tack and discretion.
• Ability to write clear and complete messages.
• Communication & interpersonal skills to effectively interact with faculty, staff, representatives of funding agencies and clients.
• Ability to operate a computer, and electric typewriter with speed and demonstrated accuracy.
• Demonstrated proficiency with Microsoft Office (Word, PowerPoint and Excel).
• Ability to operate a photocopy machine.
• Ability to maintain office supply needs and knowledge of university ordering systems and forms.
• Skill in performing with frequent interruptions, as a part of a team, and the ability to accept equivocal circumstances and respond to changing priorities and deadlines
• Prepare required evaluation forms for data entry or upload.
• Ability to proofread work before submitting as final.
• Organizational skills to maintain training participant records and coordinate other tasks, as required.
• Willingness to work occasional evening and weekend hours.
• Ability to work with little supervision, problem solving.
• Ability to think logically and problem solve, as appropriate.
• Education or experience in substance use and/or mental health.

• Ability to perform online and library-based literature reviews and locate and download necessary peer?reviewed research articles and resource documents.
  
• Demonstrated proficiency with Access
• Bachelor's degree or equivalent