Administrative Officer

ADMIN AST 3 (007373)

UCPath Position ID: TBD_940990

Position Description History/Status

Approved Date:

2/11/2026 11:28:05 AM

Date Last Edited:

2/11/2026 11:27:51 AM

Last Action Effective Date:

Organization Details

Business Unit (Location):

LACMP

Organization Code:

6200O

Organization:

CHANCELLOR'S ORGANIZATION

Division Code:

6210D

Division:

CHANCELLOR'S ORGNZTN DIV

Department:

380500 - CHANCELLOR'S OFFICE

Position Details

UCPath Position Number:

TBD_940990

Position Description ID

252271

UC Payroll Title:

ADMIN AST 3 (007373)

Personnel Program

Professional and Support Staff (PSS)

Salary Grade:

Grade 18

Job Code FLSA:

Non-Exempt

Union Code (Collective Bargaining Unit):

99: Non-Represented (PPSM)

Employee Relations Code:

F: All Others - Confidential

Employee Class (Appt Type):

1 - Staff: Contract

Full-Time Equivalent (FTE)

1

SUPERVISION

UCPath Reports to Position Number:

41148024

Reports to Payroll Title:

EXEC ADVISOR 5

UCPath Department Head Position Number:

40064339

Department Head Payroll Title:

EXEC ADVISOR MGR 3

SUPERVISION - Indicates that the incumbent performs a variety of routine duties within established policies and procedures or by referral to the supervisor’s guidelines.

POSITION SUMMARY

The Administrative Officer will provide high-level administrative support to the SET Team. This role will play a key part in ensuring the team operates efficiently and effectively by managing scheduling, coordinating logistics, supporting special projects and events related to the Strategic Plan, facilitating team operations such as meeting coordination and knowledge management and preparing and editing documents for the team.

The Strategy Execution Team (SET) supports the implementation of institutional strategic initiatives by providing intensive support to campus leaders to facilitate the execution of the strategic goals of the plan, drawing upon proven approaches to drive execution. The SET is responsible for project coordination, progress tracking, communication, and stakeholder engagement aligned with the University's long-term strategic goals.

Strategic Plan Administration

 • Organize and schedule regular meetings related to the implementation of the Strategic Plans, take notes, and support follow-up actions.

 • Maintain key documentation, shared calendars, and files to ensure accuracy and accessibility. Serve as key administrative focal point for the team.

30%

Special Projects

 • Provide logistical and administrative support for special projects and high-priority initiatives related to the Strategic Plan.

 • Assist in planning and executing events, workshops, and meetings, including managing invitations, materials, venues, and follow-ups.

 • Track and help ensure timely completion of project deliverables, communicating with stakeholders as needed

30%

Presentations

Prepare, proofread, and edit documents for the SET team, including presentations, meeting minutes, and memos, conduct background research as needed.

20%

Scheduling & Meeting Coordination

 • Manage the calendar and schedule of the Strategic Advisor on Strategic Plan Initiatives, including coordinating meetings with internal and external stakeholders.

 • Handle travel arrangements and expense reporting, draft and prepare correspondence, meeting agendas, and presentation materials.

20%

•

Performs other duties as assigned.

•

Complies with all policies and standards.

•

Complies with the University of California, Los Angeles (UCLA) Principles of Community.

•

This position description is not intended to be a complete list of all responsibilities, duties or skills required for the job and is subject to review and change at any time, with or without notice, in accordance with the needs of the organization.

QUALIFICATIONS

Bachelor's Degree

Bachelor's degree in Administration, or related field, or equivalent combination of education and experience.

Preferred

8+ years of experience in executive-level administrative support, preferably in a large, complex organization.

Required

A proactive and flexible attitude with a willingness to take initiative and adapt to changing needs.

Required

Exceptional organizational skills and attention to detail.

Required

Ability to manage multiple priorities and meet deadlines in a fast-paced environment.

Required

Highly organized, proactive, and able to work collaboratively in a team environment with little supervision.

Required

Proficiency in Microsoft Office Suite, shared document platforms (e.g., Google Workspace, Box), project management and calendar management tools (Asana, Smartsheets).

Required

Excellent written and oral communication skills.

Required

Working knowledge of UC and UCLA departments, policies, regulations, guidelines, and resources.

Preferred

SPECIAL REQUIREMENTS AND/OR CONDITIONS OF EMPLOYMENT

Background Check: Continued employment is contingent upon the completion of a satisfactory background investigation.

Live Scan Background Check: A Live Scan background check must be completed prior to the start of employment.

LOCATION AND PHYSICAL, ENVIRONMENTAL, MENTAL (PEM) REQUIREMENTS

Environment and Work Location Information

Environment Type:

Non-Clinical Setting

Location Setting:

Campus

Location:

Murphy Hall

Standing/Walking

X

X

Sitting

X

X

Bending/Stooping

X

Squatting/Kneeling

X

Climbing

X

Lifting/Carrying/Push/Pull 0-25 lbs

X

Lifting/Carrying/Push/Pull 26-50 lbs

X

Lifting/Carrying/Push/Pull over 50 lbs

X

Physical requirements other

X

Chemicals, dust, gases, or fumes

X

Loud noise levels

X

Marked changes in humidity or temperature

X

Microwave/Radiation

X

Operating motor vehicles and/or equipment

X

Exposures other

X

Sustained attention and concentration

X

X

Complex problem solving/reasoning

X

Ability to organize & prioritize

X

X

Communication skills

X

X

Numerical skills

X

Mental demands other

X

X

Classification 3:  Position in which exposure to blood, body fluids or tissues is not part of the position description. The normal routine task involves no exposure to blood, body fluids or tissues and the employee can decline to perform tasks which involve a perceived risk without retribution.