RAMS Administrative Assistant

Under the general direction of the Head, Resource Acquisitions & Metadata Services, the RAMS Administrative Assistant provides administrative support to Resource Acquisitions & Metadata Services, a Library unit with a combined staff of 40, as well as between 10-20 student assistants. Major duties include office management; procurement of supplies and equipment; facilitation of personnel actions; statistical compilations; budget tracking and reconciliation; administrative assistance to the 10 team leaders.

Resource Acquisitions & Metadata Services (RAMS) provides critical support to the education, research, and service mission of UCLA. The department is part of the Library's Collection Management & Scholarly Communication division, which includes Preservation, Scholarly Communication, and the Southern Regional Library Facility. The Library is actively engaged with partners on campus and with other University of California (UC) libraries to provide extensive resources and services to advance information discovery for research, scholarship, and creativity in a dynamically evolving teaching and learning environment.

RAMS manages the ordering, receiving, and invoicing activities for seven of the UCLA campus libraries and oversees the transportation of materials between 15 campus locations. Each year the department processes approximately 438,000 domestic and international items, representing new titles or added volumes to existing monographic sets and serials. The expenditures for tangible and online resources are part of a Library materials budget of approximately $13,000,000.

RAMS functions as the main cataloging unit in the UCLA Library system. It serves the cataloging needs of the Arts, Biomedical, Management, Music, Powell, Science & Engineering, and Young Research Libraries, as well as of eight affiliate libraries on campus. It is primarily responsible for providing access to more than 90,000 new titles annually, including locally-digitized and curated materials, in various formats and languages, using a variety of metadata schemas. The department also creates metadata in support of UCLA's Digital Library Program. Members of the department advise and consult with members of the campus community and others on metadata and cataloging issues, including ethical issues and in support of the Library's Anti-Racism Initiative.

Percentage of Time:
100

Shift Start:
8:00 am

Shift End:
5:00 pm

Qualifications for Position

25
Records

Qualifications

Required/Preferred

1. Skill in setting priorities that accurately reflect relative importance of job responsibilities.

Required

2. Skill in supervision of office staff in receptionist and clerical duties.

Required

3. Ability to establish and maintain cooperative working relationships with other staff members, supervisors, and administrators.

Required

4. Skill in establishing rapport with employees of varying social, educational, and linguistic backgrounds in order to effectively impart information and to assist with problem resolution.

Required

5. Ability to perform effectively with frequent interruptions and distractions.

Required

6. Skill in speaking clearly and using appropriate vocabulary and grammar to obtain and convey information to individuals at various organizational levels.

Required

7. Skill in listening perceptively and accurately in order to refer callers or visitors to correct staff member.

Required

8. Skill in editing written communications for correct grammar, spelling and punctuation and in editing statistical reports for accurate data.

Required

9. Ability to draft routine memoranda, using appropriate vocabulary and grammar.

Required

10. Excellent typing skills on a computer keyboard.

Required

11. Skill in using a personal computer to produce various standard documents and statistical reports.

Required

12. Skill in accurately transcribing various types of information from drafts to printed forms using a personal computer.

Required

13. Skill in taking notes to produce letters, minutes of meetings, etc.

Required

14. Ability to perform standard mathematical computations to compile departmental statistics.

Required

15. Working knowledge of detailed documentation required for academic peer review actions.

Required

16. Ability to scrutinize detailed documentation for accuracy and completeness.

Required

17. Working knowledge of University-approved vendors for office supplies, furniture, equipment.

Preferred

18. Working knowledge of University service providers, including Campus IT Services, Campus Mail, and UCLA Facilities Management.

Preferred

19. Skill in gathering and synthesizing information in order to create a report or proposal.

Required

20. Skill in establishing and maintaining files.

Required

21. Working knowledge of University and Library personnel and supply forms, policies and procedures.

Preferred

22. Working knowledge of detailed documentation for accuracy and completeness.

Required

23. Familiarity with a wide variety of campus services and resources.

Preferred

24. Working knowledge of detailed documentation for accuracy and completeness.

Preferred

25. Knowledge of the basic rules pertaining to University academic and staff personnel in order to give correct information in response to inquiries.

Preferred

Additional Posting Information

Bargaining Unit:
CX-Clerical & Allied Services

Application Deadline:
01-12-2024

External Posting Date: