Professional Learning Administrative Assistant

BLANK AST 2 (004723)

UCPath Position ID: TBD_2993

Position Description History/Status

Approved Date:

6/15/2026 2:09:11 PM

Date Last Edited:

6/15/2026 2:09:09 PM

Last Action Effective Date:

Organization Details

Business Unit (Location):

LACMP

Organization Code:

1120O

Organization:

EDUCATION & INFO STUDIES               

Division Code:

1121D

Division:

EDUCATION & INFO STUDIES DIV           

Department:

028600 - CRESST

Position Details

UCPath Position Number:

TBD_2993

Position Description ID

234464

UC Payroll Title:

BLANK AST 2 (004723)

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:

40875401 

Reports to Payroll Title:

PROJECT POLICY ANL 3 RP 

UCPath Department Head Position Number:

41051550

Department Head Payroll Title:

HR MGR 1

SUPERVISION - Indicates that the incumbent performs a variety of routine duties within established policies and procedures or by referral to the supervisor’s guidelines.

POSITION SUMMARY

The Professional Learning Administrative Assistant will play a pivotal role in supporting the administrative functions related to professional learning and state partnerships for the ELPA21 program at CRESST. This role encompasses a range of responsibilities including supporting a high-capacity leadership team, supporting professional learning activities, tracking professional learning project objectives, documenting project procedures and processes, and serving as a crucial point of contact within the Products and Professional Learning team. The successful candidate will perform administrative duties as assigned to support professional learning workshops and conference presentations and coordinating logistics for professional learning and marketing events. Key duties also include the coordination of essential materials for training sessions and presentations. This role demands a candidate who thrives in a fast-paced environment, demonstrates acute attention to detail, and possesses robust organizational and communication skills to effectively support and enhance the program's goals.

The Center for Research on Evaluation, Standards, and Student Testing (CRESST) at the University of California, Los Angeles is a leader in educational assessment and evaluation. Housed within CRESST, the ELPA21 program focuses on developing tailored assessment frameworks for English learners. This project leverages CRESST's expertise in research and innovation to create assessments that are both scientifically validated and highly effective in measuring language proficiency. http://www.elpa21.org

Administrative Coordination

-Assist in maintaining a client relations management database, a professional learning events calendar, a social media calendar, and a division-wide calendar of events.

-Document and report on the status of projects and administrative activities, ensuring accurate record-keeping and archiving of all critical documents and decisions for future reference.

-Assist in creating agendas, notes, and project schedules for professional learning and marketing meetings.

-Support ELPA21 professional learning team members by coordinating the requirements and justifications for submission to CRESST Business Office (CBO) including assistance with the submission of expense reports by collecting and organizing receipts in a timely manner for CBO’s processing.

-Create and maintain comprehensive process documents for all administrative tasks. Ensure process documents are updated regularly and accessible to relevant team members.

-Provide certificates of completion, registration and attendance reports and other pre and post-event follow-up tasks and support the issuance of badges in the single seat workshops

-Track inquiries and assist with troubleshooting access issues or immediate concerns for professional learning workshops and marketing events.

-Assist in ordering supplies and photocopies of marketing flyers, handouts and marketing collateral. Ensure workshop facilitation staff have all necessary materials and resources to ensure workshop delivery success

-Support the scheduling of PL facilitators and Zoom producers to ensure the PL workshops have appropriate coverage for all workshops and marketing events.

-Support the operations team in creating sales and service contracts for PL events upon the sale of each workshop.

-Revise and update PL workshop materials and promotional flyers as needed and maintain the permanent links folder on Box for the PL team.

-Assist in setting up and maintaining event registration website pages for professional learning workshops through Eventbrite, Zoom and HubSpot

50%

Marketing Event Management

-Assist in maintaining a comprehensive database of all presentations delivered at marketing events, including details about the event, audience, and feedback received. Ensure this information is used to inform future presentation strategies.

-Revise and update marketing promotional materials (including social media collateral) as needed

-Assist in setting up event registration for marketing events.

-Organize and track exhibitor submissions and follow up with necessary support.

-Handle pre-conference communication with event organizers, ensuring all participation requirements are met.

-Assist in preparing sponsorship and exhibitor conference transmittal letters and uploading marketing collateral to conference websites.

-Maintain inventory of conference booth materials, ensuring full stock and preparedness.

-Prepare and coordinate shipping, delivery, and tracking of professional learning and marketing event materials.

-Adhere to style guides to prepare presentations and workshop handouts.

-Set up follow-up calls and meetings with strategic partners after events.

50%

•

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

Associate's Degree

Preferred

3-5 years

Experience as a project coordinator, administrative assistant, or executive assistant.

Preferred

Demonstrated experience in administrative support, preferably in an educational or professional learning environment.

Required

Experience with expense reporting, ensuring compliance and budget adherence.

Preferred

Experience in organizing and managing events, including logistics, material preparation, and onsite coordination

Required

Proficiency in office productivity software like Microsoft Office, especially Excel, PowerPoint, and Word.

Required

Familiarity with project management tools and database systems like Asana, Monday or Airtable.

Required

Ability to identify issues quickly and develop effective solutions in real-time, particularly during events or when managing projects.

Required

High level of accuracy in document preparation, scheduling, and report generation to ensure flawless execution of administrative tasks.

Required

Understanding procurement requirements, managing vendor relations, tracking contracts, and handling vendor invoices and payments.

Required

Competence in managing travel arrangements.

Required

Strong ability to work collaboratively with diverse teams and communicate effectively with all organizational levels.

Required

Excellent organizational skills and attention to detail.

Required

Strong verbal and written communication skills, capable of being clear, direct, and concise.

Required

Ability to manage multiple priorities and meet deadlines.

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.

20%

Domestic Travel

Occasional attendance at offsite conferences and meetings

Required

LOCATION AND PHYSICAL, ENVIRONMENTAL, MENTAL (PEM) REQUIREMENTS

Environment and Work Location Information

Environment Type:

Non-Clinical Setting

Location Setting:

Campus

Location:

SEIS Building

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

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.