Experiential Faculty Support Assistant

BLANK AST 3 (004722)

UCPath Position ID: 40103075

Position Description History/Status

For Reference ONLY - PeopleAdmin JA Number:

1115645

Approved Date:

10/30/2025 8:44:31 PM

Date Last Edited:

10/30/2025 8:44:28 PM

Last Action Effective Date:

7/1/2016

Organization Details

Business Unit (Location):

LACMP

Organization Code:

1140O

Organization:

SCHOOL OF LAW

Division Code:

1141D

Division:

LAW DIV

Department:

025000 - LAW

Position Details

UCPath Position Number:

40103075

Position Description ID

171502

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:

41002199

Reports to Payroll Title:

ACADEMIC ADMINISTRATOR VII

UCPath Department Head Position Number:

40040696

Department Head Payroll Title:

DEAN

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

Under the direct supervision of the Director of Curricular Administration, the Experiential Faculty Support Assistant provides high-level administrative and operational support to the Director of Curricular Administration and to full-time and part-time faculty who teach experiential courses. Duties include: 1. Provide administrative support for the academic and program-related activities of the experiential faculty; 2. Coordinate and organize events, including mock trials; competitions; workshops, symposia, and conferences; 3. Manage the Standardized Client Program by hiring and scheduling actors for Trial Advocacy and other simulation-based courses; 4. Provide administrative support to the Externship Program, including supporting full-time and part-time faculty, coordinating field placements, tracking student hours, tracking student evaluations, reviewing externship applications, planning information sessions, liaising with Records regarding externship registration, responding to student and supervisor inquiries, arrange site visits, processing student parking reimbursements, update information provided to students and placements, and filing evaluations; 5. Prepare and file expense reports and work with the Business & Finance office to ensure that all expense reports and invoices are paid in a timely manner; 6. Exercise judgment on how to best utilize computer applications and class equipment to help faculty members. 7. Work with audio-visual staff to ensure the proper video recording, retention, and dissemination of in-class activities and exercises.

Academic Support

1. Prepare and maintain online course pages on BruinLearn, posting materials and student assignments. 2. Ensure class materials, textbooks, class lists, tent cards, seating charts, reserve materials, and flashcards are available to experiential faculty who requests them. 3. Coordinate logistics for simulation activities associated with the coursework, scheduling actors, room reservations, AV support, parking. 4. Provide support for the Externship Program, securing placements, responding to student questions about the program, supporting faculty teaching in the Externship Program, tracking student hours, filing evaluation forms, managing student and faculty expenses. 5. Manage process for student certification in experiential programs, certified legal interns and USPTO clinic certification.

40%

Administrative Operations

1. Provide administrative and clerical support to the Director of Curricular Administration and to faculty in the experiential program. 2.              Maintain and update the Faculty Handbook, the Experiential Handbook, best practice guides. 3. Manage reimbursement requests for experiential courses and faculty. 4. Manage travel arrangements for students and faculty; ensure compliance with UCLA policies.

5. Maintain hard copy originals and work with PowerPoint, Word, Adobe PDF, Outlook, Clio, and other software apps. 6. Work with faculty members to determine highest priorities, establish guidelines to meet departmental needs. 7. Plan department events. 8. Hire and supervise work study students.

9. Project budget expenses; review and track expenses.

60%

•

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

or equivalent combination of education and experience

Preferred

2-4 Years

Previous work experience working with students at an institution of higher education.

Preferred

Working knowledge of standard legal format to prepare a variety of legal documents.

Required

Typing skills to prepare a variety of legal documents, often under deadlines created by litigation.

Required

Skill in editing correspondence for correct grammar, spelling and punctuation.

Required

Skill in speaking clearly and distinctively using appropriate vocabulary and grammar to obtain and convey information to faculty members, clients, students and the general public.

Required

Ability to analyze situations to define the problem or objective, identify relevant factors, formulate logical conclusions and recognize alternatives.

Required

Skill in establishing calendars and reservation schedules.

Required

Ability to work flexibly with changing priorities and deadlines.

Required

Demonstrated skill in supervising staff, including training, organizing work flow and establishing a harmonious and productive work environment.

Required

Familiarity with University budgeting and accounting policies and procedures.

Required

Demonstrated ability to prepare and file court forms and to operate transcription equipment.

Required

Advanced knowledge of database management systems.

Required

Demonstrated ability to use appropriate discretion when dealing with sensitive information and situations.

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.

Interpersonal skills to communicate negotiate and generally interact effectively, sensitively and diplomatically with faculty, volunteers, students and staff.

Required

Ability to work autonomously, using initiative to anticipate needs in areas of responsibility.

Required

Working knowledge of court system that is operative in but not limited to Los Angeles County.

Required

LOCATION AND PHYSICAL, ENVIRONMENTAL, MENTAL (PEM) REQUIREMENTS

Environment and Work Location Information

Environment Type:

Non-Clinical Setting

Location Setting:

Campus

Location:

385 Charles E. Young Dr. East, Los Angeles, CA 90095

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.