Executive Assistant to the Director of Athletics

ADMIN OFCR 3 CX (004800)

UCPath Position ID: 40051441

Position Description History/Status

For Reference ONLY - PeopleAdmin JA Number:

705431

Approved Date:

8/13/2026 4:35:11 PM

Date Last Edited:

8/13/2026 4:35:09 PM

Last Action Effective Date:

11/1/2022

Organization Details

Business Unit (Location):

LACMP

Organization Code:

6000O

Organization:

INTERCOLLEGIATE ATHLETICS              

Division Code:

5501D

Division:

INTERCOLLEGIATE ATHLETICS              

Department:

374500 - INTERCOLLEGIATE ATHLETICS

Position Details

UCPath Position Number:

40051441

Position Description ID

165056

UC Payroll Title:

ADMIN OFCR 3 CX (004800)

Personnel Program

Professional and Support Staff (PSS)

Salary Grade:

STEPS

Job Code FLSA:

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:

40713754

Reports to Payroll Title:

ATH MGR 4 BYA

UCPath Department Head Position Number:

40961039

Department Head Payroll Title:

ETHICS AND CMPLNC MGR 1

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 Executive Assistant manages the strategic operations of the Office of the Director of Athletics ("Director"), serving as a key operational partner and trusted resource to the Director. The position is responsible for managing projects and the internal operations of the Director's Office, facilitating communication to and from the Office, and conducting analysis of complex issues to support the Director's leadership and oversight of the department as a whole. The position strategically manages the Director's time, priorities, and communication; ensures the Director is fully prepared for meetings, decisions, and critical engagements; coordinates the flow of information and follow-through across the department; and advances time-sensitive, cross-functional initiatives. Exercising a high degree of discretion and independent judgment, the position resolves matters within delegated authority, identifies issues requiring escalation, and serves as a key liaison to campus leaders, coaches, staff, student-athletes, donors, conference and NCAA representatives, and other external stakeholders. The position also provides comprehensive calendar management and administrative support to ensure the effective and efficient operation of the Director's Office.  All responsibilities are carried out in accordance with the policies and procedures of the department, University, state, Conference, and NCAA. The position serves as a member of the department's Directors Group and performs other duties, special projects, and events as assigned by and in collaboration with the Athletics Executive Team.

Management Responsibilities for the Director of Intercollegiate Athletics

 • Liaise between all Athletics staff, media, donors, visitors, student-athletes invited guests and the Director. Liaise between University staff and the Director, including the President's Office, Chancellor's Office, other Vice Chancellors and Deans, staff, faculty, the University Community as well as the general public.  

 • Manage and strategically prioritize the Athletics Director’s complex short- and long-term calendar, including evaluating and prioritizing meeting requests, aligning the Director’s time with departmental priorities, anticipating and resolving scheduling conflicts, coordinating complex travel and detailed itineraries, and ensuring the Athletics Director is fully prepared for each meeting, appearance, and decision.

55%

Management Responsibilities for the Director of Intercollegiate Athletics

 • Coordinate and execute confidential, high-level projects, which span the organizational lines for the Director and may involve other major academic and administrative units throughout campus.  Systematize the flow of information, resources management and response control on all action items. This involves establishing and maintaining contact with officials in the University, NCAA, Conference, media, government and others for the collection and exchange of information. Establish system for assigning responsibilities for projects and communications: initial problem identification and provide historical and other background materials. Work with appropriate stakeholders and follow up for timely action.

0%

Management Responsibilities for the Director of Intercollegiate Athletics

 • Research and manage short-term projects and ad hoc assignments including highly confidential matters, by identifying issues, establishing priorities and project parameters, coordinating appropriate resources, and ensuring timely completion.  Develop project summaries and recommendations for action, including proposed revisions to department policies and procedures.

 • Within the Director’s organizational area, coordinate the activities of a high-level unit; provide comprehensive and analytical support to the Director in their participation on various committees and public appearances.

0%

Management Responsibilities for the Director of Intercollegiate Athletics

 • Manage the internal operations of the Director's office and provide comprehensive function in management of reporting units. Provide the Director and associates with a daily overview of all current administrative activities and issues under consideration which impact upon their areas of responsibility.  • Ensure that reports and other communication are timely and complete.  Devise and monitor information systems for timely and effective referral and maintenance of proper feedback channels. Provide status reports on key items assigned to the functional units.  Maintain the necessary files for proper documentation and follow through.

0%

Management Responsibilities for the Director of Intercollegiate Athletics

 • Perform and coordinate a high level of analytical staff assistance requiring in-depth knowledge of the functional areas reporting to the Director. Review all correspondence received by the Director and determine appropriate action, delegation and timeliness of response and inform the Director of all relevant items which warrant their attention.  Write and/or draft responses on behalf of the Director to a variety of correspondence from on and off campus, including Conference and NCAA officials, faculty, students, parents, donors, public information requests regarding highly sensitive issues and complaints.  

0%

Management Responsibilities for the Director of Intercollegiate Athletics

 • Aid and make recommendations as requested in the creation of presentations, speeches, and documents for public use by the Director.  

 • Interview, screen and make recommendations on appointments for the Director and immediate staff as needed.  

 • Represent the Director and the Department of Athletics in outside forums at on- and off-campus functions and meetings as needed.

 • Schedule strategic appearances within the department, such as practices, team meetings, games, recruiting visits, etc.  

 • Support the Director and invited guests on game days to manage game day requirements.

0%

Contract, Personnel and Budget Management

 • Responsible for coordination of routing, approvals, signature status, distribution, payment tracking, record retention, research, compilation, and otherwise aiding in the execution of personnel, game, and vendor related contracts as needed.

 • Advise and monitor contractual payments as required by, and to, the Director, as needed.   Understand and maintain records for the Director in regards to community outreach, charity, non-profit organization, and donation requests for tax purposes.

 • Collaborate with the University Information Practices office and any department staff to address any athletically related Public Records Requests.

20%

Contract, Personnel and Budget Management

 • Oversee the execution of all game contracts to ensure all required parties are aware of status and provided copies once fully executed, especially those with financial arrangements.

 • Assist sport administrators with the execution of game contracts to ensure all required parties are aware of status and provide copies once fully executed, especially those with financial arrangements.  

0%

Staff Management and Organization

 • Assist the Deputy Athletics Director/Chief Administrative Officer, Executive Team or designee with the coordination of department meetings and events, including All Staff meetings, Head Coach meetings, and others as assigned.  Provide logistical support prior to, during and after the meetings/events, such as securing venue, confirming speakers and meals, if needed.

 • Serve as the office manager for the AD Suite, including ordering supplies, maintaining an organized and professional environment, and overseeing the aesthetics and upkeep of the suite and conference room.

 • Lead the department’s donation request process, including communicating with requestors, coordinating with the Fan Experience support unit and Central Ticket Office, and assessing the feasibility of fulfilling each request.

15%

Staff Management and Organization

 • Collaborate with the Executive Team to understand their schedules should there be a need to reach them in off hours or when they are out of the office.  

0%

Administrative

 • Work with other executive level staff in the department to ensure all department programs and policies are efficient and effective for the betterment of the student-athlete experience.

 • Continually review existing programs and department services to ensure positive outcomes are attained for all.

 • Research and compile relevant department, campus, conference, and NCAA reports for the Director of Athletics.  Serve as point person for all reporting submissions.

 • Collaborate in a variety of ways for the overall success of the department in assignments as provided by the Director.

 • Oversee the DIA Social Committee to facilitate events that help engage the staff and boost team morale.

5%

Rules Compliance

 • Comply with all Federal, State, University and Department requirements established pursuant to Title IX, including the mandatory reporting requirements for a “Responsible Employee.”

 • The DIA is governed by the NCAA, Big Ten Conference, Mountain Pacific Sports Federation and University of California System.  The incumbent is required to comply with the applicable rules, regulations and policies of those organizations.

    ◦ Review and retain all rules compliance disseminated by the DIA Compliance Office.

    ◦ Report all NCAA and Conference violations.

    ◦ Sign the annual NCAA Certification of Compliance form.

    ◦ Complete the Athletically-Related Income form annually.

    ◦ Comply with California State Child Abuse & Neglect Reporting Act (CANRA) Law and adhere to mandatory reporting guidelines.

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

Education and experience equivalent to a Bachelor’s degree.

Required

At least five (5) years of progressively responsible administrative or executive-support experience.

Required

Experience supporting a senior executive in a complex, highly visible organization.

Required

Demonstrated experience managing complex calendars, travel, meetings, and competing priorities.

Required

Preferred experience showing progressively increasing growth in athletics administration.

Preferred

Direct experience with oversight of complex budgets and ability to forecast and reconcile funds as needed.

Required

Driver License

•

Must possess, upon hire, and maintain a valid CA noncommercial Class C License in accordance with the California (CA) Department of Motor Vehicles.

Required

Demonstrated ability to exercise sound judgement to handle sensitive and confidential information/material with discretion, including independent resolution, referral, and escalation

Required

Advanced communication skills including verbal correspondence, executive writing, editing, briefing, and presentation skills

Required

Strong, efficient communication skills to prepare written and verbal correspondence, forms and reports with speed and accuracy.             

Required

Ability to work independently and follow through on assignments with minimal direction making logical decisions based on department, university, state and Conference policies and procedures.

Required

Knowledge of and commitment to complying with NCAA, Conference and University rules and regulations.

Required

Ability to establish and maintain cooperative working relationships with other staff members, subordinates, administrators, coaches, student-athletes, campus partners, donors and vendors.

Required

Knowledge of general accounting principles and procurement guidelines of department and University.

Preferred

Ability to work with a variety of campus and department internal and office related systems and policies, including payroll and accounting office guidelines.

Required

Proficiency in operating a PC, with working knowledge of Windows and Microsoft Office; preferred proficiency in Teamworks.

Required

Demonstrated ability to perform duties with accuracy, meet deadlines, prioritize assignments and work effectively under conditions of frequent interruptions and fluctuating workload.             

Required

Knowledge of Conference and NCAA rules and regulations.

Required

Ability and willingness to work long and odd hours, often weekends and potentially holidays during variety of events.

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.

Driving Record: The position is subject to the California DMV "Pull Notice System" and continued employment is contingent upon proof of a satisfactory driving record.

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

10%

Ability to travel for position duties & tasks as needed.

LOCATION AND PHYSICAL, ENVIRONMENTAL, MENTAL (PEM) REQUIREMENTS

Environment and Work Location Information

Environment Type:

Non-Clinical Setting

Location Setting:

Campus

Location:

JD Morgan Center, Los Angeles, CA 90095

Standing/Walking

X

X

Sitting

X

X

Bending/Stooping

X

X

Squatting/Kneeling

X

X

Climbing

X

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

X

Physical requirements other

X

Chemicals, dust, gases, or fumes

X

Loud noise levels

X

X

Marked changes in humidity or temperature

X

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.