Executive Assistant & Department Coordinator

ADMIN OFCR 2 CX (004263)

UCPath Position ID: 40096760

Position Description History/Status

Approved Date:

3/20/2026 6:31:43 PM

Date Last Edited:

3/20/2026 6:31:39 PM

Last Action Effective Date:

Organization Details

Business Unit (Location):

LACMP

Organization Code:

5000O

Organization:

ADMINISTRATIVE VICE CHANCELLOR

Division Code:

5901D

Division:

ADMINISTRATION

Department:

316500 - OFFICE OF RESIDENTIAL LIFE (AVC)

Position Details

UCPath Position Number:

40096760

Position Description ID

253098

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:

40908611

Reports to Payroll Title:

STDT LIFE DEV MGR 2

UCPath Department Head Position Number:

40058396

Department Head Payroll Title:

STDT LIFE DEV MGR 4

GENERAL SUPERVISION - Indicates that the incumbent develops procedures for performance of variety of duties; or performs complex duties within established policy guidelines.

4922

STDT 1

2.5

4921

STDT 2

.5

POSITION SUMMARY

Under general direction, the Executive Assistant & Department Coordinator provides senior-level administrative and operational support to the Executive Director and leadership team. The incumbent manages complex communications and calendaring; coordinates meetings, events, travel, and full-cycle recruitment logistics; and prepares briefings and materials to support decision-making. The role oversees office operations, including procurement, budget tracking, invoice processing, and records management, while identifying and implementing process improvements to enhance efficiency. The position also supervises, trains, and develops student office assistants, ensuring effective workflow, performance management, and professional growth in alignment with departmental goals and standards.

As a pivotal member of UCLA Student Affairs, you'll ignite the Bruin spirit and contribute to a vibrant community that champions academic success and holistic development. UCLA Student Affairs is the backbone of the Bruin journey, supporting students from admission to graduation and beyond. Engage in a role that spans personal growth, academic success, and community enrichment, connecting students with a wealth of resources and opportunities. Here, you're not just part of a team; you're part of the UCLA legacy. Join us in shaping the future of UCLA, where every day you'll make a difference in the lives of our students and the broader Bruin family

The mission of Residential Life is to create safe, supportive, and inclusive living-learning communities that engage residents in order to foster their academic success, personal growth, and responsible citizenship.

We invite you to apply to be part of a dynamic team in a supportive environment where you can use your organizational and interpersonal skills and attention to detail to enhance the overall effectiveness and employee engagement in the Student Affairs organization. While you may not meet 100% of this job’s qualifications, if much of this job and qualifications describe you, then you are highly encouraged to apply.

Administrative Coordination

Provide high-level administrative support to the Executive Director and leadership team. Manage communications and inquiries, determine appropriate responses or referrals, and recommend courses of action. Oversee complex calendar management, prioritize competing demands, and ensure meeting materials and briefings are prepared. Maintain departmental rosters and mailing lists, track projects and office operations, analyze administrative processes, and implement improvements to enhance efficiency and support departmental goals.

50%

Staffing

Oversee recruitment, hiring, training, and ongoing supervision of student office assistants. Manage daily operations by assigning and monitoring workflow, maintaining accurate schedules and records, and addressing staffing concerns while documenting incidents as needed. Provide regular performance feedback and mentorship through one-on-one meetings. Develop and implement leadership development opportunities to promote professional growth and ensure effective student team performance.

25%

General Administrative Support

Coordinate meetings, events, travel, and end-to-end recruitment logistics, including scheduling search committee and hiring manager meetings, preparing materials, and facilitating interview and candidate arrangements. Oversee procurement and inventory of office and technology supplies to ensure operational continuity. Monitor invoices, expenditures, purchasing requests, and expense reimbursements for assigned managers. Recommend and implement process improvements to enhance efficiency and effectiveness. Participate in staff meetings, retreats, and events, including evenings and weekends, while upholding departmental goals, standards, and values.

25%

•

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

in related area and / or equivalent experience/ training

Preferred

Experience in college or university setting

2+ years experience working and/or living in a college or university residence hall.

Preferred

Demonstrates proficiency in managing complex executive calendars, prioritizing competing demands with strategic judgment and discretion; upholds the highest standards of confidentiality in handling sensitive information; and consistently exercises exemplary business etiquette in all interactions.

Required

Ability to analyze administrative processes, identify opportunities for improvement, and recommend and implement strategic enhancements that increase operational efficiency, effectiveness, and service quality.

Required

Working knowledge of University procurement and travel policies, with the ability to interpret regulations, analyze information, and ensure compliance.

Required

Ability to work effectively with management on development of departmental programs, to take lead in liaison efforts and conference planning, and advise and coordinate with students on development of projects. Knowledge of and demonstrated experience with Project Management processes and techniques.

Required

Strong verbal communication skills, articulating ideas clearly and persuasively with appropriate vocabulary and professional telephone etiquette; conveys policies and procedures, gathers and relays information, and provides accurate guidance to clients and staff across organizational levels.

Required

Interpersonal skills to interact effectively with individuals from diverse social, cultural, economic, and educational backgrounds and professional ranks in a high-volume setting, establishing cooperative working relationships with colleagues, students (clients), and suppliers across the organization

Required

Proficiency in Illustrator, Photoshop, Word, Access, Excel, PowerPoint, Publisher,and Outlook Desk Management.

Required

Demonstrates proficiency in preparing professional correspondence, memoranda, and reports with a high degree of speed and accuracy, and effectively incorporates appropriate graphics and visual elements into reports and publications to enhance clarity and presentation.

Required

Possesses knowledge of organizational structures and resources to efficiently obtain required information, and exercises sound judgment in determining appropriate information flow and escalation across varying levels of management.

Required

Demonstrate skill in identifying, analyzing and resolving problems that require both independent thought and action and resourcefulness in consulting others as appropriate.

Required

Demonstrates organizational, decision-making, and prioritization skills to manage teams, allocate resources, and accomplish objectives within established timeframes; works effectively in complex, rapidly changing environments; manages multiple projects; and adapts to shifting priorities/deadlines. 

Required

Ability to multitask and work under pressure in a fast-paced, deadline-driven environment with multiple concurrent projects, organizing and prioritizing assignments based on their importance to departmental goals.

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.

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:

Bradley Hall

Standing/Walking

X

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

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

X

Ability to organize & prioritize

X

X

Communication skills

X

X

Numerical Skills

X

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.