Administrative Specialist

BLANK AST 3 (004722)

UCPath Position ID: 41090604

Position Description History/Status

For Reference ONLY - PeopleAdmin JA Number:

1107662

Approved Date:

3/2/2026 6:49:30 PM

Date Last Edited:

3/2/2026 6:49:26 PM

Last Action Effective Date:

1/1/2021

Organization Details

Business Unit (Location):

LACMP

Organization Code:

1300O

Organization:

LETTERS AND SCIENCE

Division Code:

1330D

Division:

L&S LIFE SCIENCES

Department:

087500 - PSYCHOLOGY

Position Details

UCPath Position Number:

41090604

Position Description ID

170680

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:

40048176

Reports to Payroll Title:

Professor

UCPath Department Head Position Number:

40041384

Department Head Payroll Title:

Department Chair

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 direction of the Principal Investigator, coordinate the day to day operations and provide administrative management and  research support  for projects at the Anxiety Disorders Research Center. Major duties include program  planning and development, coordinating budget and staff management, and provide organizational review of lab procedures to address the evolving needs of the research program. Other duties involve handling communications (phone/fax, emails), providing technical support, and conducting library and internet research.

Assignments and tasks are assigned by Dr. Michelle Craske, Ph.D. Exercises independent responsibilities. Regular meetings occur to allow performance feedback and discuss up to date needs for project. 

The UCLA Department of Psychology is an exceptional department known for its excellence in research, teaching, and service. With a distinguished faculty comprising more than 60 ladder rank members, it is one of the nation's top psychology departments. Its undergraduate program is the largest within the Division of Life Sciences and the UCLA College, with 5000 undergraduate students enrolled across three majors: Psychology, Psychobiology, and Cognitive Science. The department also offers a comprehensive Ph.D. program with eight areas of study to approximately 200 enrolled graduate students.

Project Management

A1. Update and maintain laboratory website. (E) 

A2. Manage purchasing for all laboratory-related projects. (E) 

A3. Manage all fiscal documentation and reimbursements for PI, postdoctoral scholars, graduate assistants, and research coordinators. (E) 

A4. Responsible for purchasing and maintenance of supplies and equipment for the lab. (E) 

A5. Coordinate laboratory meetings and trainings, reserve space for meetings, teleconference lines etc. (E) 

A6. Complete and submit all necessary paperwork for project travel and reimbursements. (E) 

A7. Complete necessary paperwork for new project hires to Personnel Office for processing. (E) 

A8. Recruit and coordinate laboratory-related studies and new undergraduate assistants for research projects. (E) 

A9. Develop and organize and maintain filing system. (E) 

A10. Perform basic office duties (run errands, send faxes, make copies, etc.). (E) 

A11. Answer phone, email, and fax inquiries for Anxiety Disorders Research Center. (E) 

A12. Ensure all personnel is trained in privacy and professional conduct protocols. (E) 

A13. Train undergraduate assistants in data entry protocol. (E) 

A14. Maintain lab cleanliness. (E) 

A15. Oversee correspondence with UCLA IRB for various laboratory projects. (E) 

A16. Coordinate and aid in the grant submission process. (E) 

A17. Conduct library and internet research for various research projects. (E) 

A18. Manage xTrain system for NIMH-funded postdoctoral training grant. (E) 

A19. Compile and organize applications for research coordinator and postdoctoral positions. (E) 

A20. Conduct structured interviews for Anxiety Disorders Research Center. (E) 

A21. Create and maintain online questionnaire databases (SurveyMonkey, Qualtrics). (E)

A22. Maintain laboratory databases (Excel, SPSS). (E) 

A23. Run participants through study protocol when necessary. (E)

70%

Administrative Support for Professor's work-related tasks

B1. Manage administrative paperwork for PI. (E) 

B2. Maintain PI's CV and biosketch as needed. (E) 

B3. File PI's professional journals. (E) 

B4. Assist with PI's editorial duties. (E) 

B5. Attend meetings when necessary and take notes for projects. (E)

30%

•

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

Research Lab 

Experience working in a research lab setting.

Required

And

Administrative Support

Experience in administrative support for grant submissions (literature searches, references, letters of support, etc.)

Required

Advanced skill in using PC computers, including the following applications: MS Office and SPSS.

Required

Working knowledge of University forms, procedures, and policies including University travel (PAC, travel, reimbursements).

Preferred

Accounting skills and ability to manage budgets.

Required

Skill in recruiting and hiring undergraduate research assistants and new employees.

Required

Ability to work independently, to prioritize tasks and projects and to delegate responsibilities.

Required

General knowledge of office equipment functioning.

Required

Skill in writing professional correspondence.

Required

Possess a high level of discretion in order to work with confidential information on course materials, grants, and recommendations.

Required

Ability to establish and maintain cooperative and positive working relationships with faculty, administration, and staff.

Required

Ability to maintain a high volume of work under time constraints in an effective manner.

Required

Strong ability to multi-task.

Required

Advanced knowledge of study-related software (Qualtrics, EPrime, MediaLab, SurveyMonkey, etc.)

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.

LOCATION AND PHYSICAL, ENVIRONMENTAL, MENTAL (PEM) REQUIREMENTS

Environment and Work Location Information

Environment Type:

Non-Clinical Setting

Location Setting:

Campus

Location:

Pritzker 4513

Standing/Walking

X

Sitting

X

Bending/Stooping

X

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

X

Loud noise levels

X

Marked changes in humidity or temperature

X

Microwave/Radiation

X

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.