Chair's Assistant

ADMIN OFCR 2 CX (004263)

UCPath Position ID: 41002728

Position Description History/Status

For Reference ONLY - PeopleAdmin JA Number:

703953

Approved Date:

10/21/2026 5:53:09 PM

Date Last Edited:

10/21/2026 5:53:03 PM

Last Action Effective Date:

3/7/2023

Organization Details

Business Unit (Location):

LACMP

Organization Code:

1300O

Organization:

LETTERS AND SCIENCE                    

Division Code:

1340D

Division:

L&S PHYSICAL SCIENCES                  

Department:

100000 - PHYSICS & ASTRONOMY

Position Details

UCPath Position Number:

41002728

Position Description ID

164954

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:

41011770

Reports to Payroll Title:

ADMIN SUPV 1

UCPath Department Head Position Number:

40056567

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

Provide high-level administrative support to the chair and departmental executive office. The incumbent works directly with the ASG Manager, Chair, the executive Team consisting of three Vice-Chairs, the CAO, and the Academic Personnel Analyst to schedule, coordinate and staff both special and standing committees. Manage the Chair's correspondence, calendar, travel reimbursements, and set priorities to ensure the smooth flow and functioning of the Chair's office. Manage and coordinate a variety of projects and processes including faculty recruitment, faculty relocation, Physics Colloquium, employee visa applications, as well as special seminars and donor events. Interface with students, faculty, senior University officials, and executives from both public and private sectors. Maintain and manage the various databases for faculty recruitment, faculty and instructor awards. Manage electronic communications that are sent out to the various employment groups in department.

The Department of Physics and Astronomy consists of faculty, undergrads and graduate students, academic researchers, scientists, staff and postdocs. Our department is located in Knudsen Hall, the Physics & Astronomy Building, the Planetarium (located in the Math Sciences Building) and a portion of Kaplan Hall (Division Mechanical Shop) totaling approximately 155,000+ square feet.

Chair's Office Support

1. Communicate effectively and professionally across a variety of settings, including department-wide communication, collaborating with other campus groups, visitors, and outside vendors. Handle and coordinate confidential correspondence in these areas as required.

2. Answer and/or route all inquiries for the Chair's Office, maintain general Chair's Office email account, compose and distribute departmental notifications via email groups.

3. Collaborate with the Chair in determining committee membership and contact committee members.

4. Maintain Chair’s calendar and schedule meetings for Chair and Vice Chairs.

30%

Science Events

1. Manage the Department's high-profile colloquium series, approximately 30 per year. Provide administrative support for faculty organizers, coordinate catering and AV setup. Work with leading faculty from peer institutions in all areas of planning, including travel, accommodations, meeting activities, reimbursements, catering, etc.

2. Collaborate with College Development Office to plan and manage special lectures (Arman Colloquium, Saxon Lecture). Arrange all aspects of the events such as venue, catering, advertising, guest speaker fee, travel, and reimbursements.

25%

Administrative Duties

1. In consultation with the ASG Manager and in collaboration with departmental HR, manage the preparation and submission of visa applications for employees and visitors.

2. Create and maintain databases for tracking donations to the department, faculty recruitment, and special projects.

3. Assist building faculty directory and faculty photo boards.

4. Serve as backup for Administrative Support Group, including booking travel, processing reimbursements, copy exams and other instructional documents, and providing logistical and administrative support for department events.

5. Coordinate special department events such as graduation, department teaching awards, and other events as needed.

6. Support the Bhaumik PostDoc Fellows Program.

15%

 Faculty Recruitment Support

1. In consultation with the Dean's Office, serve as the primary department contact and facilitator of faculty recruitment. Advise the Chair and search committees of campus policies and procedures, ensure that the search plan is compliant and that faculty will have completed training requirements prior to review of applicants.

2. Create, monitor and update the status of each search in UCLA Academic Recruit. Respond to questions and resolve issues raised by applicants and referees.

3. Manage all aspects of faculty candidate visits, including travel arrangements and visit schedule.

4. Serve as liaison between department faculty and cooperating faculty of other departments at UCLA and other institutions.

15%

Department Relations

1. Review the weekly Gift Payment Report. Interact with Development Office for information about new funds. Draft individual thank you letters. Maintain department database of all donations.

2. In collaboration with ASG Manager, oversee the creation of the Department’s Annual Report, including the collection of information/articles from the College Development Office, faculty, staff, and others. Establish a production timeline, track progress, and coordinate with contributors to ensure on-schedule completion. Work with department staff and appropriate external vendors to design, edit, and publish the final report.

10%

Faculty Relocation Support

1. In consultation with the Dean's Office, Academic Personnel, and UCLA Travel Accounting, serve as the primary contact and facilitator for new-hire relocation process.

2. Ensure compliance with university policies, identifying and resolving potential problems.

3. Inform new faculty about the relocation process and collaborate with them and any necessary vendors to ensure timely pickups and deliveries.

4. Manage all aspects of the approval process and relocation reimbursements, including gathering and organizing receipts and drafting letters of exception as necessary.

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

Bachelor's Degree

In related area and/or equivalent experience/training.

Required

Ability to create, maintain, and coordinate schedules and calendars for events and activities.

Required

Excellent communication skills with persons of various cultural and educational backgrounds.

Required

Demonstrated skill, understanding, or ability to learn UC policies and apply them appropriately.

Required

Proven ability to perform diverse job functions effectively, managing and prioritizing competing deadlines.

Required

Excellent written communication skills, adapting writing styles to fit a diverse array of contexts.

Required

Ability to interact effectively and professionally with faculty, students, departmental staff, the general public and various levels of campus administrators.

Required

Ability to establish and maintain cooperative working relationships with Department staff, faculty, students, visiting scholars and the public.

Required

Ability to work in a collaborative manner as part of a team.

Required

Skill in using University systems such as but not limited to UC Recruit, I-9 Tracker; or the ability to learn.

Preferred

Ability to work occasional overtime and weekends for annual events.

Required

Ability to work independently and with minimal supervision, under a fluctuating workload with frequent interruptions without sacrificing quality or accuracy.

Required

Fluency with essential software including but not limited to Zoom, MS Office, and Google apps.

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.

LOCATION AND PHYSICAL, ENVIRONMENTAL, MENTAL (PEM) REQUIREMENTS

Environment and Work Location Information

Environment Type:

Non-Clinical Setting

Location Setting:

Campus

Location:

2-707 PAB

Standing/Walking

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

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.