Executive Assistant

BLANK AST 3 (004722)

UCPath Position ID: MI-DPT520000-JC004722-PD168916

Position Description History/Status

For Reference ONLY - PeopleAdmin JA Number:

1109398

Approved Date:

5/19/2026 3:38:35 PM

Date Last Edited:

5/19/2026 3:38:32 PM

Last Action Effective Date:

11/14/2021

Organization Details

Business Unit (Location):

LACMP

Organization Code:

7000O

Organization:

VC STUDENT AFFAIRS

Division Code:

7400D

Division:

STUDENT DEVELOPMENT

Department:

520000 - STUDENT SERVICES

Position Details

UCPath Position Number:

MI-DPT520000-JC004722-PD168916

Position Description ID

168916

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:

40062478

Reports to Payroll Title:

CLIN OPS SHS ADM 4

UCPath Department Head Position Number:

40063681

Department Head Payroll Title:

BEH HEALTH CNSLNG MGR 2

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

POSITION SUMMARY

Counseling and Psychological Services (CAPS) serves as the campus community mental health center for UCLA students; the department includes a multidisciplinary staff of approximately 65 psychiatrists, therapists, case managers, trainees, and support staff. The Department's mission is to support students' emotional and intellectual development, emotional resiliency and personal well-being toward optimizing their ability to thrive in UCLA's diverse learning environment. Clinical services are confidential and available to all regularly enrolled UCLA students, serving approximately 22% of the entire UCLA population. Under the direction of the CAPS Administrative Services Director, the position performs a variety of duties supporting the mission of CAPS and the University in providing high-level, direct administrative support to the CAPS Executive Director and the CAPS Leadership Team including the Administrative Services Director, CAPS Clinical Director, CAPS Training Director, CAPS Preventions and CARE Services Director, and the CAPS Psychiatry Director, as-needed.

Administrative Support

Maintain and sync complex calendars for the CAPS Leadership Team using the departmental electronic medical records system and Microsoft Outlook. Coordinate business meetings for clinic functioning including but not limited to: Governing Body Meetings, Quality Committee Meetings e.g. Peer Review, Credentialing & Privileging, Risk Management, All Staff Meetings, Staff Continuing Education (CE) Trainings, etc. Disseminate information, schedule meetings, compose, edit, maintain and update various documents and spreadsheets as requested by the CAPS Executive Director or the CAPS Administrative Services Director. Make all arrangements and schedule departmental resources for meetings, outreach events, trainings, and workshops, including notifying appropriate staff and students, arranging for catering orders, setting up equipment, securing space, monitoring RSVP's, confirming attendance, etc). Prepare agendas and record minutes for all departmental meetings, trainings, and workshops as instructed by the CAPS Administrative Services Director. Coordinate, secure, and process travel arrangements and reimbursements for the CAPS Leadership Team and other CAPS staff as needed using specialized University systems such as Connexus and Travel Express. Compile departmental Groups, Workshops, and Preventions programming information as requested by the CAPS Executive Director or her designee. Participate in staffing departmental outreach events as needed. Under the guidance of the CAPS Leadership Team, coordinate the distribution of CAPS print and electronic materials including but not limited to the CAPS Wellness brochure and the ordering of departmental business cards for all staff. Other duties as assigned

80%

Clinic Support

Provide coverage for the 1st and 2nd floor reception during lunch and as needed. Participate on the departmental Emergency Response team. Administer departmental testing modalities e.g CPTII/Connors, LASSI, MCMI, MMPI, etc. Assist the CAPS Administrative Services Director with clinical data management and records including but not limited to confidential patient information, credentialing files for clinical staff, etc. Performs general office tasks such as but not limited to sorting of mail, distributing messages, routing of faxes, assisting with bulk mailings, and making calls as requested. Assist with computer related issues (i.e. electronic medical record system, outlook, printing) as needed. Troubleshoot audio/visual equipment issues. Monitors work and client areas to ensure they are neat, clean, safe, and well stocked with supplies. Monitors supply quantities and reorders as needed. Other special projects as assigned.

20%

•

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

Previous experience in a mental health setting.

Preferred

Ability to communicate effectively and diplomatically with a diverse group of students, faculty, and administrators both individually and in group settings.

Required

In all interactions, demonstrates professionalism, diplomacy, courtesy, and sensitivity to the emotional and physical status of others.

Required

Ability to create reports and communicate utilizing Windows software including MS Office in network environment.

Required

Experience with patient electronic medical records software/systems.

Required

Ability to work comfortably and effectively with frequent interruptions and changes in staffing and schedules.

Required

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

Required

Ability to recognize problems and generate alternatives or offer solutions based on knowledge of procedures and existing guidelines.

Required

Prioritizing skills to organize workload to accomplish established objectives

Required

Ability to speak and interact in a courteous and attentive manner with persons of various social, cultural, socio-economic, and educational backgrounds.

Required

Skills in reading documents such as mental health records, policies and procedures, and instructional manuals in order to appropriately use information.

Required

Knowledge of the Health Insurance Portability and Accountability Act (HIPAA).

Required

SPECIAL REQUIREMENTS AND/OR CONDITIONS OF EMPLOYMENT

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

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

LOCATION AND PHYSICAL, ENVIRONMENTAL, MENTAL (PEM) REQUIREMENTS

Environment and Work Location Information

Environment Type:

Non-Clinical Setting

Location Setting:

Campus

Location:

CAPS

Standing/Walking

X

Sitting

X

Bending/Stooping

X

Squatting/Kneeling

X

Climbing

X

Lifting/Carrying/Push/Pull 0-25 lbs

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.