Chair's Assistant

ADMIN OFCR 2 CX (004263)

UCPath Position ID: 40114412

Position Description History/Status

For Reference ONLY - PeopleAdmin JA Number:

1117857

Approved Date:

5/1/2026 3:53:55 PM

Date Last Edited:

5/1/2026 3:53:52 PM

Last Action Effective Date:

5/2/2022

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:

045000 - MUSIC

Position Details

UCPath Position Number:

40114412

Position Description ID

171359

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:

41028896

Reports to Payroll Title:

ADMIN OFCR 4

UCPath Department Head Position Number:

TBD

Department Head Payroll Title:

ADMIN MGR 2

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

POSITION SUMMARY

The Department of Music Performance, Education & Composition at the UCLA Herb Alpert School of Music offers degrees in Western classical music with concentrations in composition and performance and a specialized music education program. Under general supervision of the Chair and Manager of Music Performance, Education & Composition, the incumbent will provide broad administrative support for the Department's areas and units including: strings, voice, piano, woodwinds, composition, music education, etc.

Major duties include coordination and scheduling of chair's activities, course scheduling and serve as Department liaison to general inquiries.

The incumbent will assist in coordination of summer academic courses, as well as acting as the primary point of contact for the School of Music's Summer Intensives program for high school students. They will also assist in the composition and editing of correspondence and reports. Additional duties include providing support for academic recruitment and advancement, maintaining, and updating departmental website and assisting with special projects as needed.

Incumbent independently prioritizes and completes ongoing tasks following established departmental guidelines and University policies. Assignments are made by the Chair and Manager with review and guidance as required.

Academic Operations

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

2. Function as Department 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. Support the Department’s regular Summer Sessions program, in collaboration with Department leadership to meet needs. Includes but not limited to identifying teaching candidates, keep the Summer Sessions office updated with course information, tracking, and analyzing enrollment data, monitor course enrollment and advertisement, etc.

5. Collaborate with the Student Affairs Office on programs, admissions, degrees, auditions, resources, etc.  and update on the Department 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 and graduate programs. Ensure course offerings are available each academic year.

15%

Administrative Support

1. Manage calendars for the Chair and the Department.

2. Compose correspondence, draft reports, memos, and meeting minutes and distribute to appropriate parties, as necessary.

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

4. In absence of the Chairs 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.

5. Manage the distribution of publicity materials via listserv and department websites.

6. Manage the website, including staff/faculty listings, faculty handbook, etc. all in compliance of school and university branding requirements.

25%

Administrative Support

7. Manage the processing of reimbursements and vendor payments for the Dept Chair, Dept Faculty, and dept activities/events. Analyze, research and resolve purchasing and invoice discrepancies.

8. Maintain/update department entries in the UCLA campus directory.

9. Oversee the Summer Intensives Program, acting as the primary organizer and point of contact for the department including but not limited to: scheduling weekly courses, organizing faculty assignments & complete hiring paperwork for instructors; Manage logistics including food and supply orders and payments.

10. Collaborate with the School CFO by providing necessary summer intensive budgetary needs, data, payment records, and necessary reimbursements/refunds.

11. Other duties as assigned.

20%

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.

10%

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. Facilitate Faculty reimbursements and vendor payments for various department-related expenses.

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

15%

0%

0%

0%

•

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 Western classical 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.