Administrative Assistant

BLANK AST 3 (004722)

UCPath Position ID: 40090078

Position Description History/Status

Approved Date:

12/10/2025 7:05:09 PM

Date Last Edited:

12/10/2025 7:05:06 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:

028500 - INFORMATION STUDIES

Position Details

UCPath Position Number:

40090078

Position Description ID

215783

UC Payroll Title:

BLANK AST 3 (004722)

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:

40046296 

Reports to Payroll Title:

DEPARTMENT CHAIR

UCPath Department Head Position Number:

41051550

Department Head Payroll Title:

HR MGR 1

CLOSE SUPERVISION - Indicates that the incumbent is assigned duties according to specific procedures. Work is checked frequently, and in addition there may be formal training.

POSITION SUMMARY

Under the direction of the Department Chair and the Administrative Manager, manage all of the administrative and operational functions of the Information Studies Chair's office. This role will directly support the Department Chair, Administrative Manager, and assigned faculty members in the Department of Information Studies. Primary duties include: assist the Department Chair with all administrative responsibilities related to the operations of the department. Maintain the Chair's calendar, coordinate all meetings and conferences, draft and edit various correspondence on behalf of the Chair, and create and distribute reports. Take minutes at departmental faculty meetings and other assigned committee meetings, following up on any pending issues. Independently provide hands-on coordination to the Chair, Administrative Manager, faculty, and programs to ensure all aspects of the department's programs are performed and deadlines are met. Assist in the coordination of faculty research and professional activities, including travel arrangements, reimbursements and purchase orders. Provide periodic event management and coordination for colloquia, campus meetings, and guest speakers.  

The Department of Information Studies at UCLA's Graduate School of Education & Information Studies (Ed&IS) is a leading academic institution dedicated to the study of information, technology, and their impact on society. With a rich history of research, teaching, and community engagement, the department is committed to advancing knowledge and practice in the field of information studies.

 Administrative Support

C1. Oversee the administrative functions of the Chair's office. Develop and ensure implementation of effective work procedures, identify problem areas, and recommend or implement practical long-term solutions.

C2. Triage incoming calls, visitors and mail, representing the Chair and the department in a professional manner and maintaining confidentiality as appropriate. Respond to a variety of requests and inquiries from faculty, staff, students, University administrators, and the public.

C3. Identify and screen students and visitors who request a meeting with the Chair. Assess the nature of the discussion, grievance or concern.

C4. In consultation with the Chair, manage the department's academic calendar. Schedule faculty meetings, committee meetings (both standing and ad hoc), and attend as requested. Assist with preparation of pertinent materials and provide minutes of meetings as appropriate.

C5. Assist in website management for the department of Information Studies by updating events, news articles, and faculty/student/staff biographies.

C6. Provide support to assigned faculty related to teaching and professional activities, including but not limited to scheduling meetings, writing and sending correspondence, and communicating deadlines and other information to faculty colleagues.

C7. Arrange faculty travel (domestic and international) and prepare reimbursement requests for faculty and students according to University policy and procedure and/or contracting agencies' requirements.

C8. Independently responsible for accounts payable functions to include the generation of low value orders, purchase order requisitions, pre-trip authorizations, and travel reimbursement requests using BruinBuy, Travel Express, the Pre-Trip Authorization system, and other university financial systems.

C9. Coordinate resolution of problems and issues related to departmental or faculty programs/business, using discretion in involving the Chair and/or Administrative Manager as necessary.

C10. Take initiative in distributing reports associated with departmental or faculty business either as requested or as deemed effective in communicating information to others, including any newsletters or other publications.

C11. Independently review, set priorities for completion, and respond to business correspondence, or if appropriate, route to relevant staff members or faculty; if matters are routed to others, ensure deadlines are met and projects are completed in a timely and efficient manner. Alert the Chair and/or Administrative Manager to matters requiring immediate attention.

C12. Serve as a member of the Dean's Office team to offer coverage to the Dean's Office and support to the Dean as needed.

50%

 Departmental Support

A1. Collect and analyze information and policies needed to support the short-term and long-term goals and needs of the Chair's office. Provide interpretation and assistance to the Chair in determining and applying relevant policies and procedures.

A2. Serve as Chair's liaison to faculty, visitors, and guests. Independently manage all incoming communications, analyze inquiries and requests, and recommend or provide resolution as needed.

A3. Maintain complex calendar for the Chair. Make travel arrangements for business travel, including airline and hotel reservations, ground transportation, and conference registrations. Serve as back-up processor for travel orders processed by other departmental staff within the constraints of University policies.

A4. Generate materials for faculty meetings and work with the Chair to schedule additional faculty meetings for personnel actions requiring a faculty vote as needed. Attend meetings, take minutes, and tabulate votes for the Chair. Transcribe minutes, submit for approval to the faculty, and make corrections as needed.

A5. Compile, summarize and analyze background materials for various meetings headed by the Chair. At the request of the Chair or Administrative Manager, review and analyze committee reports and disseminate information from such reports as appropriate.

A6. As directed by the Chair or the Administrative Manager, gather data for department faculty meetings and assigned committee meetings, ranging from academic program data to student and academic personnel records.

A7. Follow up on pending issues pertaining to the business of the Chair and the department, including those resulting from faculty meetings, letters and correspondence to be sent, and special events that include resolving and follow through to completion.

A8. Independently compose, draft and edit routine business correspondence on behalf of the Chair using appropriate grammar, syntax, spelling and punctuation. Perform proofreading and editing of documents for accuracy and completeness.

A9. Provide administrative and analytical support to the Chair related to committee appointments and agenda planning. Create and maintain roster of committee chairs and members on an annual basis and ensure dissemination vie departmental listservs and posting on departmental website.

A10. Maintain departmental program files and course syllabi, creating databases as needed to manage information, the sequence of required actions, and resolutions of programmatic issues.

30%

 Program Management

B1. Plan meetings, events, and conferences to support the mission of the department and SE&IS, including preparation of guest lists, disseminating invitations, handling logistics, ordering refreshments, making audio-visual arrangements, and preparation and distribution of agendas and handouts.

B2. Provide support for school-wide events that support faculty, staff and students, including, but not limited to, Annual Faculty Retreat, SE&IS Holiday Party, Fall Convocation, and Commencement.

B3. Plan and oversee departmental programs and events, such as colloquiums, book talks, and public lectures. Ensure that events have appropriate venue reservations, catering, and on-site management. Manage travel arrangements for program guests. Identify and arrange for travel, lodging, and honoraria as needed.

B4. Ensure appropriate marketing and advertisement of department events, including production of printed materials, appropriate recording of events, podcasts, and social media events, and posting on the departmental events calendar.

10%

 Academic Personnel & Faculty Recruitment Support

D1. In consultation with the Academic Personnel staff, manage advertisements for ladder and temporary faculty positions, including placing ads in appropriate publications, journals, websites, and coordinating payment of ads.

D2. In collaboration with the Academic Personnel staff, manage UC Recruit entries, including entering open positions, updating applicant information, generating reports, and closing out recruitments. Serve as back-up to OPUS as needed.

D3. In consultation with the faculty search committee chairs, manage candidates' campus visits, including all meetings, job talks, and receptions. Ensure appropriate dissemination of candidate materials.

D4. Serve as point of contact for assisting faculty search committees in scheduling visits for academic searches by coordinating travel, accommodations and itinerary of events for day of visit, including scheduling interviews for applicants and handling details such as travel, lodging, coordinating job talks, receptions, visas, etc. Communicate directly with candidates and provide thorough and appropriate information.

D5. Ensure appropriate processing of purchase orders and reimbursements for faculty recruitment related expenses. Manage all reimbursement requests and expenditures to ensure adherence to budget and policy.

D6. Act as primary point of contact for relocation arrangements for new faculty. Coordinate home and office moves for newly hired faculty in the department. Work with Business Office personnel to identify and follow appropriate procedures for direct payments and reimbursements. Work with Academic Personnel staff to ensure adherence to policy.

10%

•

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

High School Diploma

1+ year

Event management experience, particularly in an academic environment.

Preferred

Experience managing budgeting for events and other activities.

Preferred

Excellent verbal and written communication skills to interact effectively and diplomatically with donors, administrators, faculty, staff, and the general public.

Required

Ability to maintain confidentiality at all times and to represent the Chair in a professional and courteous manner.

Required

Ability to work with speed and accuracy and to manage changing priorities in a fast-paced environment.

Required

Skill in establishing rapport and gaining trust of others from diverse, multi-cultural backgrounds.

Required

Demonstrated ability to counsel students and the general public on administrative and other non-academic topics.

Required

Demonstrated writing skills to compose and edit concise, effective, and grammatically correct correspondence, reports, memoranda and other materials.

Required

Ability to independently analyze data, information, problems, practices, procedures, and to identify relevant factors and options and then implement and monitor solutions with minimal direction.

Required

Ability to establish and maintain cooperative working and professional relationships with faculty, staff, and other individuals from the University or outside.

Required

Demonstrated excellent skills in various computer programs, including spreadsheet and database software. Ability to learn new programs quickly and thoroughly.

Required

Knowledge of UCLA Travel policies and demonstrated ability to make complex logistical travel and lodging arrangements.

Preferred

Ability to manage group and committee decision making processes involving both faculty and staff to reach feasible decisions on a range of administrative issues.

Required

Skill in conducting research on academic and administrative issues. Ability to make clear, effective recommendations to management.

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.

Ability to work some nights and weekends as needed.

Required

LOCATION AND PHYSICAL, ENVIRONMENTAL, MENTAL (PEM) REQUIREMENTS

Environment and Work Location Information

Environment Type:

Non-Clinical Setting

Location Setting:

Campus

Location:

Moore Hall - 457 Portola Plaza Los Angeles, CA 90025

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

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.