Chair's Assistant

ADMIN OFCR 2 CX (004263)

UCPath Position ID: 40083189

Position Description History/Status

For Reference ONLY - PeopleAdmin JA Number:

1110800

Approved Date:

2/20/2026 4:34:56 PM

Date Last Edited:

2/20/2026 4:34:52 PM

Last Action Effective Date:

7/11/2021

Organization Details

Business Unit (Location):

LACMP

Organization Code:

1240O

Organization:

HERB ALPERT SCHOOL OF MUSIC

Division Code:

1241D

Division:

HERB ALPERT SCHOOL OF MUSIC

Department:

044000 - ETHNOMUSICOLOGY

Position Details

UCPath Position Number:

40083189

Position Description ID

170775

UC Payroll Title:

ADMIN OFCR 2 CX (004263)

Personnel Program

Professional and Support Staff (PSS)

Salary Grade:

STEPS

Job Code FLSA:

Non-Exempt

Union Code (Collective Bargaining Unit):

CX: Clerical & Allied Services

Employee Relations Code:

E: All Others - Not Confidential

Employee Class (Appt Type):

2 - Staff: Career

Full-Time Equivalent (FTE)

1

SUPERVISION

UCPath Reports to Position Number:

40053236

Reports to Payroll Title:

ADMIN OFCR 3

UCPath Department Head Position Number:

40053821

Department Head Payroll Title:

ADMIN MGR 2

GENERAL DIRECTION - Indicates that the incumbent receives guidance in terms of broad goals and overall objectives and is responsible for establishing the methods to attain them. Generally the incumbent is in charge of an area of work, and typically formulates policy for this area but does not necessarily have final authority for approving policy.

0

POSITION SUMMARY

Under the general supervision of the Manager of Ethnomusicology, Musicology and Global Jazz Studies IDP and the Chair of the Department of Ethnomusicology, the incumbent will provide high level administrative support for the Chair and Core Faculty program areas. Major duties include manage course scheduling and catalog updates, comprehensive calendaring of chairs' activities and departmental events, interface with students, faculty, artists, senior university officials, scheduling, and agendas of official meetings of the Core Faculty and Affiliated Faculty, assist with the development and implementation of long-range planning, and serve as Department liaison for general inquiries. The incumbent will manage the coordination and process necessary reimbursements and payments for departmental events throughout the year, including but not limited to conferences, concert, capstone events, masterclasses, summer intensives, guest artists, and residencies. Coordination includes but is not limited to booking travel, entertainment details, collaborating directly with vendors and participants, etc. They will also manage the editing of reports and distribution of electronic communications to students and faculty. Additional duties include the ongoing/maintenance of standard operating procedure manual (independently ensuring that all policies are up to date and that they are accurately reflected), manage faculty onboarding training materials, provide support for faculty recruitment and advancement, and maintain and update departmental websites and other public-facing media. They will also assist with special projects as needed.

Ethnomusicology involves the study of all kinds of music from all over the world, using a variety of disciplinary perspectives. The Department of Ethnomusicology, the largest and first of its kind in a U.S. university, offers courses that cover the music of virtually every region of the world, of many ethnic groups in the U.S., as well as courses on popular music and film music. Most courses combine an interest in music as an art form and questions how musical art and practice relate to other aspects of culture, society, politics, and economics. Courses are given on philosophy and aesthetics of music. In addition to lecture courses, the department offers performance ensemble courses in several world and American music traditions.

The department is aligned with the departments of Music Performance, Education, and Composition, and Musicology and aspires to promote productive collaboration between performance and scholarship, a cross-cultural global understanding of the art of music, and preparatory training for a broad range of careers in music after students graduate.

In the best liberal arts tradition, you will enjoy interdisciplinary contact from the departments of ethnomusicology, musicology and music industry at the School of Music and UCLA’s other arts and humanities departments. We are committed to giving students the best academic and musical preparation, all while taking advantage of the many performance opportunities on campus and in Los Angeles.

Academic Operations

1. In consultation with and as approved by the Chair, administer all curriculum planning and scheduling for the dept, including room reservations, identifying teaching candidates, and making course changes and additions throughout the year.

2. Function as dept liaison with the campus Registrar's office.

3. Manage varied digital programmatic files and records pertinent to administrative and academic programs and projects.

15%

Academic Operations

4. Manage the dept's regular Summer Sessions program, in collaboration with dept leadership to meet dept needs. Includes but not limited to ensure all required hires occur, keep the summer sessions office updated with course information, tracking, and analyzing enrollment data, managing course enrollment, etc.

5. Collaborate with the Student Affairs Office on programs, admissions, degrees, auditions, resources, etc. Manage all updates on the dept website to reflect correct information, including obtaining final approvals from the Director of Strategic Communications and Marketing.

6. Research, analyze, and execute the academic requirements for: undergraduate minor and major degrees and graduate programs. Ensure course offerings are available each academic year.

15%

Administrative Support

1. Manage calendars for the Chair and dept events.

2. Compose correspondence, draft reports, memos, and meeting minutes.

3. Manage the drafts, edits, and deadlines of materials for administrative projects and proposals, development and preparation of executive summaries, and strategic and annual reports.

4. In absence of the Chair and Manager, independently prioritize, distribute, and/or delegate all business coming into the office to assure appropriate and timely attention to and completion of assignments.

15%

Administrative Support

5. Manage the distribution of publicity materials via listserv and dept websites, including the calendar of events.

6. Manage the website, including the calendar of events, staff/faculty listings, faculty handbook, etc. all in compliance of school and university branding requirements.7. Manage the processing of reimbursements and payments for the Dept Chair and dept activities/events.

8. Other duties as assigned.

15%

Faculty Support

1. Facilitate departmental faculty meetings and communications, including timely notification to participants and preparation of documents, reports, and minutes.

2. Oversee the compilation of dossiers for distinguished teaching awards for Senate and non-Senate faculty and submission to School of Music's Academic Personnel Office. Manage departmental teaching awards granted to Teaching Assistants.

3. Provide data and collaboration in the composition of Chair's letters and other presentation materials during departmental planning meetings.

15%

Faculty Support

4. Manage and maintain faculty training materials. Lead training sessions on accessing and using MyUCLA for quarterly evaluations. Process missing grade reports and function as liaison to campus as the departmental evaluation coordinator.

5. Manage textbook and course reader orders on behalf of faculty.

10%

Events Coordination, Production and Logistics

1. Assist with events and manage academic recruitment activities, to include all necessary planning, marketing materials, budgeting, reservations, catering, parking, and travel arrangements, all in compliance with campus policies.

2. In collaboration with the Director of Strat Comm and Marketing, manage the production, collection, and distribution of publicity and advertising materials and photos related to dept activities.

3. Manage the processing of Dept Chair's and relevant dept activity reimbursements and payments such as but not limited to check requests, travel expense, purchase orders, invoices, clearing old encumbrances, holds and incompletes, and doing required receiving, etc. Analyze, research and resolve purchasing and invoice discrepancies.

10%

Events Coordination, Production and Logistics

4. Maintain close liaison with accounting, receiving, purchasing dept and travel accounting.

5. Manage, create, and update new and existing operating procedures and troubleshooting standards for dept events.

5%

•

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

Excellent oral, reading comprehension, and written communication skills, including but not limited to logical, concise, and grammatically correct correspondence and interpretation of documents, with the ability to explain complex policies and procedures at various organizational levels.

Required

Skill in balancing multiple priorities and the flexibility to work with changing priorities and constant interruptions without sacrificing quality and accuracy.

Required

Skill in independently and successfully analyzing data and information, problems, situations, practices, and procedures to formulate logical and objective conclusions to meet required deadlines with minimal direction.

Required

Familiarity with University systems such as Student Information Systems, Curriculum Scheduling (via OASIS scheduling system), Purchasing and Accounts Payable System (BruinBuy Plus), Travel System (Concur), or ability to learn.

Preferred

Knowledge of University policies and procedures governing areas such as staff and academic personnel, travel & entertainment, business & finance, and student affairs.

Preferred

Familiarity with content management software, Adobe Creative Suite, and other web-related software.

Preferred

Knowledge of the study and performance of world music.

Preferred

Ability to maintain confidentiality.

Required

Skill in interacting, collaborating, and mediating with people of various social, cultural, economic, and educational backgrounds in a professional manner for the purpose of advising students and collaborating with colleagues (local & UC wide), community members, and vendors.

Required

Ability to operate a computer and utilize requisite software, such as Microsoft Office for correspondence, reports, spreadsheets, and enrollment tracking.

Required

Ability to work a flexible schedule, including occasional nights and weekends.

Required

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.

Age Requirement: Candidate(s) must be 18 years or older to be eligible to be hired.

CANRA: The position is designated as a mandatory reporter under CANRA. The employee must sign the "Statement Acknowledging Requirement to Report Child Abuse".

LOCATION AND PHYSICAL, ENVIRONMENTAL, MENTAL (PEM) REQUIREMENTS

Environment and Work Location Information

Environment Type:

Non-Clinical Setting

Location Setting:

Campus

Location:

School of Music

Standing/Walking

X

Sitting

X

X

Bending/Stooping

X

Squatting/Kneeling

X

Climbing

X

Lifting/Carrying/Push/Pull 0-25 lbs

X

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

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

X

Ability to organize & prioritize

X

X

Communication skills

X

X

Numerical skills

X

X

Mental demands other

X

X

Other Mental Requirements

If "Mental demands other" was selected above, please explain:

Critical thinking and concentration is required.

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.