Blank Assistant 3

BLANK AST 3 (004722)

UCPath Position ID: 40114918

Position Description History/Status

Approved Date:

8/29/2026 5:43:10 PM

Date Last Edited:

8/29/2026 5:43:08 PM

Last Action Effective Date:

Organization Details

Business Unit (Location):

LACMP

Organization Code:

1130O

Organization:

HENRY SAMUELI SCHOOL ENGR & APPL SCIENCE

Division Code:

1131D

Division:

ENGINEERING & APPLIED SCIEN DIV        

Department:

020500 - MECHANICAL AND AEROSPACE ENGINEERING

Position Details

UCPath Position Number:

40114918

Position Description ID

215255

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:

40065892

Reports to Payroll Title:

Admin MGR 1

UCPath Department Head Position Number:

40042027

Department Head Payroll Title:

Academic Title

GENERAL SUPERVISION - Indicates that the incumbent develops procedures for performance of variety of duties; or performs complex duties within established policy guidelines.

POSITION SUMMARY

Under the general direction of the MSO, assist with the operational functions of the Mechanical and Aerospace Engineering Department. Provide administrative support to approximately 41-45 faculty and 15-20 temporary instructors per quarter related to all aspects of their academic and professional activities. Assist with recruitment efforts in the MAE Dept. Coordinate seminars, hotels, and other arrangements for visiting candidates. Organize a schedule for faculty to meet with each candidate. Make all necessary travel arrangements using judgment with regard to fares, lodging, ground transportation, etc. and prepare travel vouchers on the Concur system.  Provide relocation support to incoming faculty, including guidance on policies, approved vendors, housing, and submission of expenses to the Dean's/Central Office. Organize and schedule large meetings, conferences, and social functions. Administer all aspects of the Department seminar program, including preparing promotional materials, updating the Department website, coordinating travel and lodging, and arranging refreshments. Organize, coordinate, monitor, and evaluate special symposium(s) in collaboration with the Dean's Office and NSF funders to support efforts in securing additional funding for students and faculty. Process purchases and reimbursements through the Concur and BruinBuy Plus systems. Submit new and transfer Zoom soft phone requests for faculty and staff.

Collaborate closely with the MSO on department student group management, including approving fund usage, reconciling monthly expenses, and ensuring compliance with intended fund purposes, timelines, and restrictions. Serve as a key operator for Department copier equipment and manage scheduling of Department conference rooms via the website interface. Assist with purchasing and reimbursement processing, handle Department mail and package deliveries, and provide backup support for Department office administration. Perform additional duties as assigned by the Department MSO, including support for UC Ready business continuity processes.

As a leading Mechanical and Aerospace Engineering Department in the country and around the world, our faculty and students conduct trailblazing research in broad interdisciplinary areas of Mechanical and Aerospace Engineering: from rockets and spacecraft, to robots, medicine, advanced materials, energy and sustainability.

Administrative/

Faculty Support

Functions.

1. Make all necessary travel arrangements for faculty members and department visitors using judgment with regard to fares, lodging, ground transportation, etc. collect all necessary receipts, forms, etc. needed for travel reimbursement when necessary. Prepare travel reimbursements through the Travel Express system. 2. Assist faculty coordinators with implementing all aspects of the Department Seminar Program, departmental faculty recruiting activities, and other ad hoc seminars or Departmental official activities as assigned which includes but is not limited to preparing all fliers and advertisements of the events, selection and scheduling of sites, establishment of travel and hotel arrangements for participants, establish catering and/or prepare refreshments for event, and prepare refreshments for event, and prepare reimbursements to travelers. 3. Using the Travel Express and/or Concur system prepare miscellaneous reimbursements and travel vouchers. Prepare express mail transmittals, internal request forms and other School and University related forms for faculty and research staff where needed. 4. Process orders and purchase laboratory supplies and office supplies as required, through Web-based interface BruinBuy Plus system. 5. Assist with departmental mailings when necessary, receive mail and package deliveries in suite. 6. Maintain equipment such as computers, printers, photocopiers in proper working order and request repair and/or maintenance when necessary. Maintain supplies for office suite activities. 7. Act as key operator for office duplicating machine performing maintenance when necessary to ensure proper operation. Provide training and ongoing assistance to all users. 8. Update, edit and manage the MAE Department website content pertaining to information on new faculty arrivals, distinguished faculty accomplishments, graduate student information, Travel Express & Department Policies, Seminars and generalized updates in collaboration with the Samueli Communication Office. 9. Provide backup secretarial support to the department during period of excessive absences due to illnesses and/or vacations as assigned by the MSO. 10. Manage the recruitment efforts of the Department at the request and in consultation with search committees, Chair and MSO. Work with new faculty on relocation to include: policies, vendors and submission of relocation expenses to the Dean’s/Central office. 11. Independently compose routine letters, memos, and transmittals for faculty member's signature. 12. Maintain and organize faculty members administrative files for convenient and timely access, allocating correspondence, reports, reprints, instructional materials, and publications by subject matter to appropriate files. 13. Provide clerical support for faculty committees as designated by faculty committee chairs.

75%

Event Coordination

1. Organize and schedule large/small meetings, conferences, and/or social functions for participants from 5 to 500 using judgment with regard to time and location; assemble relevant information for such events including responsibility for all mailings, plan schedule, track RSVP, make travel and hotel arrangements for participants, establish catering, facilities arrangements, and audio visual requirements, prepare presentations, etc. to ensure the complete success of the event. 2.Plan yearly Industrial Advisory Board (IAB) meeting in conjunction with the Grad Student Open house which is held on the same day: order catering for both events, oversee staff assignments/support for the event, request and receive research posters from Faculty and students to be presented and displayed, coordinate set up and break-down for both events 3. Schedule department conference rooms for classes, seminars, research meetings, and other, as necessary, through Web-based conference room schedule interface. 4. Provide refreshments for department seminar programs and various other meetings. 5. Other special department events in collaboration with the Dean’s office, site visits etc.

20%

Miscellaneous

1. Other duties as determined by Dept. MSO &/or Chair. (E)

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

High School

diploma or equivalent experience

Required

1-3 years

Experience in office administration or performing in an office environment, familiarity with office equipment and structure.

Preferred

1. Working knowledge of university policies and procedures.

Preferred

2. Working knowledge of University policies and procedures regarding travel and reimbursements.

Preferred

3. Demonstrated skill in the use of University purchasing and acquisitions system, policies and procedures.

Preferred

4. Skill in working independently and following through on assignments with minimal supervision.

Required

5. Ability to analyze situations and define problems, objective, and identify relevant factors.

Required

6. Skill in prioritizing assignments when faced with heavy workload, competing deadlines, and compelling requests for service.

Required

7. Interpersonal skill to interact effectively with faculty, staff, and students.

Required

8. Demonstrated knowledge of and skill in operating the UCLA BruinBuy purchasing, Travel Express, UCPath, QDB, AIS, PPP and other systems.

Preferred

9. Ability to use Microsoft Word, Excel, some knowledge of web design and computer based filing systems.

Required

10. Ability to maintain confidentiality of records and information.

Required

11. Demonstrated oral and written communication skills sufficient to establish effective working relations will all levels of university faculty, staff, students and outside agencies.

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.

LOCATION AND PHYSICAL, ENVIRONMENTAL, MENTAL (PEM) REQUIREMENTS

Environment and Work Location Information

Environment Type:

Non-Clinical Setting

Location Setting:

Campus

Location:

420 Westwood Boulevard

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

Other Mental Requirements

If "Mental demands other" was selected above, please explain:

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.