Administrative Assistant for Associate Deans

BLANK AST 3 (004722)

UCPath Position ID: 40964982

Position Description History/Status

For Reference ONLY - PeopleAdmin JA Number:

1137646

Approved Date:

5/6/2026 8:08:38 PM

Date Last Edited:

5/6/2026 8:08:36 PM

Last Action Effective Date:

1/31/2023

Organization Details

Business Unit (Location):

LACMP

Organization Code:

2100O

Organization:

DENTISTRY

Division Code:

2110D

Division:

CLINICAL

Department:

135000 - DENTISTRY

Position Details

UCPath Position Number:

40964982

Position Description ID

167582

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:

40862559

Reports to Payroll Title:

PROF-HCOMP

UCPath Department Head Position Number:

40061708

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

Reporting to the Associate Dean for Strategic Initiatives and Operations (ADSIO), the Administrative Assistant provides high-level administrative, operational, and project coordination support to the ADSIO, the Associate Dean for Clinics (ADC), and the Associate Dean for Research (ADR), as well as their respective programs and administrative areas. This role supports the timely execution of program and organizational priorities by ensuring that all deadlines are met in a timely manner.

The Administrative Assistant's primary objective is to ensure the effective and efficient operation of each Associate Dean's area of responsibility through proactive scheduling, thorough documentation, and consistent follow‑up on decisions, action items, and reports. The position also leverages technology to streamline processes and enhance productivity.

In addition, the Administrative Assistant participates in short‑ and long‑term planning, policy development, and program initiatives, and communicates informed recommendations aligned with the School's mission and strategic priorities. The role serves as an administrative liaison between the ADSIO and the Dean's Office, faculty, staff, students, University officials, and external stakeholders. Responsibilities also include composing professional correspondence, maintaining complex calendars, coordinating meetings and conferences, managing detailed travel arrangements, and processing travel reimbursements.

Since our inception in 1964, our focus has been on achieving and maintaining excellence in four areas: comprehensive dental education, cutting-edge research, quality patient care, and a shared commitment to community service. For six decades, our dedicated student dentists, faculty, staff, alumni, and friends, have propelled the UCLA School of Dentistry to being one of the premier dental schools in the world.

ASSOCIATE DEAN FOR STRATEGIC INITIATIVES & OPERATIONS SUPPORT

1. Participate in short- and long-range planning, policy development, and programmatic initiatives and communicate recommendations based on knowledge and analysis of School's priorities and mission.

2. Serve as primary administrative liaison between the ADSIO and the Dean's office, faculty, staff,  students, University officials, and national and international organizations and stakeholders.

3. Manage complex, high-volume calendars for multiple Associate Deans, including prioritization of competing demands, coordination of recurring and ad hoc meetings, arrangement of virtual and in-person logistics, and distribution of agendas and materials to ensure effective meeting preparation and execution.

4. Manage incoming communications including phone calls and email inquiries, triaging, prioritizing, and responding or routing issues as appropriate on behalf of leadership while maintaining professionalism and confidentiality.

5. Coordinate complex domestic and international travel arrangements, including itineraries, transportation, lodging, and meeting logistics for leadership, guests, and research personnel, ensuring compliance with University travel policies and procedures.

6. Process all associated travel expenses using Campus systems such as Concur Express.

7. Responsible for scheduling and organizing events including committee and task force meetings, colloquia, conferences, etc.

8. Develop agendas and attend committee and task force meetings to note key points, action items, responsible individuals and timelines for deliverables. As appropriate, seek input on projects and priorities from stakeholders.

9. Prepare documents, notifications, slides, and announcements for the SOD website and digital platforms) to communicate ongoing projects and internal and external communities.

10. Utilize appropriate software such as Docusign, Excel, Adobe PDF and Qualtrics to prepare documents needed to meet goals of ADSIO's areas of responsibility.

11. Provide office technological support and troubleshooting during printing, videoconferencing, conference calls, phone calls, as needed. Communicate with School's IT and facilities management offices for more complex issues.

12. Ensure that supplies and materials are stocked appropriately for the ADSIO's office and provide support with procurement and vendor management.

50%

ASSOCIATE DEAN FOR CLINICS

1. Duties are same as above and in coordination with staff from the Research Office.

20%

ASSOCIATE DEAN FOR RESEARCH

1. Duties are same as above and in coordination with staff from the Research Office.

20%

OTHER DUTIES

1. Other duties as may be assigned by ADSIO, ADC or ADR.

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

Bachelor's Degree

Preferred

Demonstrated project management skills to coordinate complex, multi-stakeholder initiatives, track deliverables and timelines, and ensure completion of organizational priorities

Required

Ability to handle multiple demands and competing priorities while maintaining professional demeanor with faculty, administrators and staff.

Required

Demonstrated organizational skills to analyze situations and to plan ahead in order to prevent problems and promote efficiency.

Required

Demonstrated proficiency using a computer to perform word processing and database management projects with speed and accuracy using Microsoft Word, Excel, Outlook, PowerPoint, and Zoom. Skill in process improvement and workflow design and experience with enterprise systems to support process automation and digital operations (e.g. Visio, DocuSign, Excel, etc.)

Required

Ability to document decisions, action items / deliverables and timelines during committee and task force meetings and individual conversations with supervisor(s). Ability to analyze and synthesize operational and financial data to support reporting, performance tracking, and leadership decision-making.

Required

Demonstrated data entry skills to enter accurate information; typing skills to accurately type forms and other documents.

Required

Ability and willingness to point out inconsistencies/conflicts in materials that are submitted and/or reviewed by various committees.

Required

Strong analytical and problem-solving skills to evaluate complex information, identify key issues and patterns, and develop clear, logical conclusions and recommendations.

Required

General knowledge of the University's policies and procedures such as accounting, academic personnel and travel with the ability to interpret and apply them to administrative processes to ensure compliance and accuracy.

Required

Demonstrated knowledge of what constitutes confidential information and skill in maintaining confidentiality with regard to patient, faculty, staff, School and University information.

Required

Ability to identify appropriate University/School policies and procedures and take action in compliance with same.

Required

Ability to draft, edit, and publish website content and marketing materials related to SOD Administration, Strategic Initiatives & Operations, Clinics, and Research

Required

SPECIAL REQUIREMENTS AND/OR CONDITIONS OF EMPLOYMENT

Background Check: Continued employment is contingent upon the completion of a satisfactory background investigation.

TB Test: Continued employment is contingent upon the completion of a satisfactory TB test.

COVID and Flu Vaccinations: The position is subject to providing evidence of inoculation.

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

Ability to work some evenings and on occasional weekends when needed.

Required

LOCATION AND PHYSICAL, ENVIRONMENTAL, MENTAL (PEM) REQUIREMENTS

Environment and Work Location Information

Environment Type:

Non-Clinical Setting

Location Setting:

Campus

Location:

School of Dentistry

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.