The Semel Institute is seeking a full time Administrative Assistant III to Support ISAP and complete the following duties: Administrative Duties (75%) 1. Prepare purchase orders, reimbursements, special requests, and catalog orders for goods and services using BruinBuy or other UCLA purchasing systems. Follow-up with the appropriate unit/individual to ensure accurate and timely processing. 2. Review/submit invoices, and follow-up with campus Accounts Payable to ensure timely payment 3. Contact vendors and follow through on order discrepancies whenever necessary. Make arrangements for purchase orders to be satisfied 4. Provide vendor set up support in PaymentWorks and/or other UCLA vendor management systems 5. Maintain a master tracking file of all ISAP POs, invoices for all ISAP accounts. 6. Check all purchasing system queues on a regular basis to ensure that orders are being processed and paid 7. Maintain records of purchases against LVOs. When LVO limit is reached, coordinate with Project Staff on closing the LVO, and potentially establishing a new LVO. 8. Maintain records and Inventory of IT/Computer Purchases, such as Desktop Computers, Laptop Computers, Tablets, Docking Stations, and Monitors. 9. Receive and electronically file packing slips and receipt documentations 10. Process and prepare cell phone and other mobile device orders, returns, upgrades, exchanges, and maintain a list of all ISAP mobile devices. Contact campus IT or cell phone providers to handle any issues that may arise with regards to mobile devices or services. 11. Prepare reimbursements for travel and entertainment expenses for the Director of ISAP, Director of the ISAP Training Department, and serve as a backup preparer for others 12. Make airfare/hotel reservations and prepare travel summary documents for the Director of ISAP, Director of the ISAP Training Department, and serve as a backup preparer for others Other 25% 1. Collect employee performance evaluations from PIs/PDs in a timely manner, and maintain internal database 2. Submit Directory Personnel Update form to campus for all new employees, and updates for existing employees. 3. Assign keys and non IT related ISAP specific equipment to new staff and maintain a database 4. Create/assign new mailboxes. 5. Maintain internal directory to keep current (when employees are hired and leave) 6. Serve as the point person for all department wide e-mail distribution 7. Serve as the point of contact for all building related issues 8. Stock and ensure proper operation of research project supplies. 9. Follow up on all recurring deliveries, (e.g., water, coffee, recycling services) 10. Accept and distribute mail deliveries from USPS, UCLA messenger services, FedEx, UPS, etc. Pay Range: $26.99 - $38.66 hourly

* Minimum three years of demonstrated experience in Accounts Payable: Required * Demonstrated knowledge of basic accounting practices: Required * Ability to prepare and process a large number of purchase orders and invoices accurately and efficiently on a daily basis: Required * Demonstrated skill to handle multiple demands and frequent interruptions and maintain a professional demeanor: Required * Ability to maintain confidentiality of sensitive information, and ensure security of files are maintained at all times: Required * Ability to use university online programs, such as Bruinbuy, Concur, etc.: Preferred, can be trained * Working knowledge of UCLA’s purchasing policies: Preferred * Excellent interpersonal skills to maintain cooperative working relationships with all levels of University personnel: Required * Demonstrated experience using Excel, Access, Email, and Word: Required * Skill in establishing and maintaining detailed financial tracking sheets and files: Required * 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 staff. * Ability to operate basic office machines: Required