Provide administrative, analytic and programmatic support to the Travel Study area within the International Education Office. Interpret campuswide policies related to travel accounting, purchasing, general accounting, financial aid, student accounting, and Registrar's and make recommendations for their implementation within Travel Study. Analyze application and registration processes, make recommendations for enhancements, and work with the study abroad team to modify internal databases and online forms to meet the needs of students and administrators. Analyze and reconcile student financial data, tracking outstanding balances. Provide administrative support for the implementation and administration of new and existing programs and activities. Serve as liaison with the Financial Aid Office, coordinating the flow of information between both offices, managing edits for the Travel Study financial aid application, and organizing administrative meetings as well as student workshops with the financial aid staff. Review contracts, make sure financial transactions adhere to University policies and procedures, and provide administrative and analytical support for the budget process. Advise students in person, over the phone, and via email of the proper procedures, forms, and requirements for all application, registration and enrollment activities related to Travel Study, including application and registration processes, program changes, refunds, grades, and problem solving. Represent IEO at recruitment events and information sessions, develop and edit marketing materials, including website edits.
Percentage of Time:
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100
Shift Start:
8:00 am
Shift End:
5:00 pm
Qualifications for Position
15
Records
Qualifications
Required/Preferred
1. Skill in speaking clearly using appropriate vocabulary and grammar and in conveying information to students, department contacts, and the public, in person or over the phone, in a supportive and professional manner.
Required
2. Interpersonal skills to establish and maintain cooperative working relationships with other staff members, campus department representatives, managers, administrators, and off-campus vendors.
Required
3. Skill in making appropriate job decisions following standard office policies and past precedents.
Required
4. Ability to use discretion in dealing with confidential matters.
Required
5. Ability to gather and analyze data and material from diverse sources, either in-person, by telephone, written documentation, web site or other electronic form.
Required
6. Skill in keying data and typing business correspondence, forms and reports with accuracy and moderate speed.
Required
7. Writing skills to independently compose and edit correspondence, memos, and reports.
Required
8. Working knowledge of IBM PCs and word processing, spreadsheet, database and email software such as Word, Excel, FileMaker Pro and Outlook.
Required
9. Ability to work within a deadline and to handle busy periods while maintain professionalism under pressure.
Required
10. Skill in maintaining accurate detailed records.
Required
11. Working knowledge of University academic policies regarding students.
Preferred
12. General knowledge of University regulations, procedures, and administrative organization relationships.
Preferred
13. Working knowledge of UCLA Travel and Accounting system guidelines, policies, procedures, forms and account structure.
Preferred
14. Skill utilizing university on-line systems including Purchasing and Accounts Payable (PAC), and working knowledge of OASIS University on-line access system.
Preferred
15. Skill in prioritizing assignments to complete work in a timely manner when there are competing requirements.
Required
Additional Posting Information
Bargaining Unit:
99-Policy Covered
Application Deadline:
08-06-2023
External Posting Date:
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