Administrative Specialist

Position: Administrative Specialist

Date Posted: April 4, 2026

Industry: Education / Administration

Employment Type: Full Time

Experience: Not Specified

Qualification: Not Specified

Salary: USD $30.36/Hr. – USD $43.49/Hr.

Location: Los Angeles, CA, USA

Company: UCLA

Description:
UCLA is seeking a highly organized and proactive Administrative Specialist to support the UCLA Anderson Center for Media, Entertainment & Sports. This role serves as a key administrative position responsible for ensuring the smooth day-to-day operations of the center while supporting various academic, student, and industry-focused initiatives.

Working under the guidance of the Executive Director and Program Manager, the Administrative Specialist will oversee a wide range of responsibilities related to conferences, events, academic programs, and administrative coordination. This position plays a central role in managing communication, scheduling, and logistical planning for both internal and external stakeholders.

The role involves coordinating student and industry events, assisting with MBA program-related activities, supporting summer programs, and working closely with student organizations and development initiatives. The Administrative Specialist will also manage executive calendars, arrange meetings and travel plans, and respond to inquiries received via email and phone.

A key aspect of this role includes serving as the main coordinator for summer program faculty and staff, ensuring that logistics such as room assignments and transportation are handled efficiently. The position also involves resolving administrative challenges that may arise during program execution.

Key Responsibilities include:

• Managing schedules, appointments, and travel arrangements for leadership
• Coordinating conferences, meetings, and large-scale events
• Handling email and phone communications professionally
• Supporting academic programs, student clubs, and summer initiatives
• Organizing logistics including room bookings and transportation
• Maintaining and updating contact management databases
• Assisting with website and social media updates
• Preparing and distributing communications such as newsletters and mailings
• Managing office operations, including supplies and visitor reception
• Supporting contract and administrative processes as needed

Required Skills and Qualifications:

• Strong communication and interpersonal skills with a professional demeanor
• Proven ability to deliver high-quality customer service in fast-paced environments
• Excellent organizational and multitasking abilities with attention to detail
• Ability to work independently and handle changing priorities effectively
• Strong problem-solving skills and adaptability in complex situations
• Proficiency in Microsoft Office tools including Word, Excel, and PowerPoint
• Knowledge of email systems, file management, and general computer operations
• Ability to proofread and produce error-free written materials
• Experience coordinating events and managing office operations
• Typing speed of at least 50 words per minute
• Willingness to occasionally work evenings or weekends for events

Preferred Qualifications:

• Experience with CRM systems such as ACT or similar platforms
• Familiarity with media, entertainment, or technology industries
• Knowledge of tools such as Canva, Adobe Illustrator, Photoshop, HTML, or WordPress

This position follows a standard Monday through Friday schedule from 8:00 AM to 5:00 PM. Candidates must be at least 18 years old and will be required to successfully complete a background check as part of the hiring process.

UCLA offers a comprehensive compensation and benefits package, with salary determined based on experience, skills, and institutional considerations.

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