Assistant To The Dean

EXEC AST 3 (007384)

UCPath Position ID: 40051726

Position Description History/Status

For Reference ONLY - PeopleAdmin JA Number:

603212

Approved Date:

5/25/2026 11:18:47 PM

Date Last Edited:

5/25/2026 11:18:38 PM

Last Action Effective Date:

5/8/2013

Organization Details

Business Unit (Location):

LACMP

Organization Code:

1120O

Organization:

EDUCATION & INFO STUDIES

Division Code:

1121D

Division:

EDUCATION & INFO STUDIES DIV

Department:

028800 - DEAN, GSE&IS

Position Details

UCPath Position Number:

40051726

Position Description ID

169880

UC Payroll Title:

EXEC AST 3 (007384)

Personnel Program

Professional and Support Staff (PSS)

Salary Grade:

Grade 20

Job Code FLSA:

Exempt

Union Code (Collective Bargaining Unit):

99: Non-Represented (PPSM)

Employee Relations Code:

F: All Others - Confidential

Employee Class (Appt Type):

2 - Staff: Career

Full-Time Equivalent (FTE)

1

SUPERVISION

UCPath Reports to Position Number:

40066943

Reports to Payroll Title:

DEAN

UCPath Department Head Position Number:

41051550

Department Head Payroll Title:

HR MGR 1

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

POSITION SUMMARY

The Assistant to the Dean serves as chief administrative support to the Dean of the School of Education & Information Studies.  The incumbent manages a fast-paced executive level office, exercises independent judgment, discretion, and confidentiality.  The Assistant will facilitate communication and interaction of multiple constituencies with the Dean's Office: associate deans, department chairs, over 100 ladder & professional faculty, directors of research centers, donors, 1100 graduate students, 250 undergraduate students, over 350 administrative staff, the Principals and Heads of Schools of UCLA Lab School, Geffen Academy, and UCLA Community School, and the teachers, staff, and parents, respectively, at each school.  Facilitate communication and interaction with a wide variety of external community organizations, groups, and agencies; and direct all administrative and organizational support necessary for completion of work in a timely, professional manner. Provide research and analysis on various issues and projects.  Coordinate the Dean's full range of School, campus, UC-wide and community involvement.  Coordinate meetings and events that at times require planning and logistics for off-site visitors, invited speakers, and volunteers. Independently set work priorities and analyze confidential issues on an ad hoc basis. Assist the Dean in meeting requests for institutional reporting and strategic planning efforts.  Write, edit and prepare reports and correspondence on the Dean's behalf; manage Dean's travel arrangements. Serve as primary administrative liaison to committees, programs and projects supervised by the Dean. Work on special assignments that generally define broad goals & objectives. The incumbent decides on methodology to use to accomplish tasks.  Design and maintain computer databases. Work as a team with other administrative staff in the Dean's Office suite. Supervise a work-study student assistant.  Report directly to the Dean of the School of Education & Information Studies.

The Deans Department at the UCLA School of Education and Information Studies (Ed&IS) serves as the administrative hub responsible for overseeing the strategic direction, academic programs, faculty affairs, student services, and overall operations within the school. Committed to excellence in education, research, and community engagement, the department plays a pivotal role in advancing the mission and vision of Ed&IS.

Management & Administrative Functions

 • Serve the administrative, managerial, organizational and public relations needs of the office of the Dean.

 • Facilitate communication and interaction between the Dean and multiple internal constituencies within the School including:  two department chairs, over 100 ladder & professional faculty, research center directors, the Principals and Head of School of UCLA Lab School, Geffen Academy, ECE, and UCLA Community School, the teachers and parents, respectively, of each school, 1100 graduate students, 250 undergraduate education students, over 350 staff, and an immediate Dean's suite staff consisting of 5 associate deans.

 • Facilitate communication and interaction between the Dean and multiple external constituencies, including: Western Association of Schools and Colleges Senior Commission, LAUSD and multiple local districts, other public school districts, UCLA Community School, UC Education Deans, LA Basin Education Deans, University Extension (UNEX), and national and international by-invitation organizations of education school deans and of information school deans.

 • Manage, oversee and maintain complex and constantly changing calendar for the Dean on a daily basis, requiring independent judgment in determining priorities and resolving scheduling changes. Maintain a sensitivity to the demands on the Dean's time & act according to priorities established by the Dean.

 • Represent the Dean's office to high-level University officials, VIPs, donors, alumni, students and external constituents.

 • In collaboration with the School's Executive Director for External Relations, act as liaison between the Dean and the Development Officers regarding fund-raising strategies, plans, reports, donor meetings and events. Follow up with donors, corporate leaders and others regarding special requests and schedule related appointments. Support the Dean's evolving initiatives, such as, the Board of Visitors group schedule & attend meetings and engage in facilitating program ideas for fund raising.

 • Coordinate scheduling of meetings for special groups such as the Dean's Exchange group. Take notes or minutes and distribute as appropriate or requested.

 • Manage the preparation of all materials to be presented by the Dean to the various committees, including slide presentations, analytical reports and graphic presentations.

 • Independently review, set priorities for completion, and respond to business correspondence or if appropriate, route to relevant staff members and department heads; if matters are routed to others, ensure deadlines are met and projects are completed in a timely and efficient manner. Develop and manage the maintenance of a system for such purpose. Alert the Dean on matters requiring immediate attention.

 • Coordinate and manage Dean's travel arrangements and itinerary planning.

 • Independently develop and manage the maintenance of a document file system for Dean's Office and for Dean's research projects.

 • Independently handle confidential matters in a discreet and professional manner.

 • Support the faculty recruitment process by helping the Dean to schedule and set up meetings with short list candidates and faculty search committee members. Work with the Academic Personnel Office to coordinate the Dean's calendar during recruitment season.

 • Assist the Dean with written correspondence to finalists, both via email and letter. Manage the final details before mailing the Dean's offer letter to candidates.

 • Manage the Ed&IS calendar, effectively coordinating school, department, and departmental committee meetings and events.

40%

Special Projects & Management

 • With a high degree of autonomy and accountability but in consultation with the Dean, execute and manage a variety of special projects that arise out of the Dean's Office and the Dean's assignment on special committees outside the University. Functions may include:

    ◦ Act as Dean's representative/liaison and oversee the coordination and activities of the Dean's Office.

    ◦ Research, analyze and compile data to produce and edit reports, memoranda, and other documents.

    ◦ Manage the distribution of reports, letters and other materials and documents, insuring timely completion.

    ◦ Coordinate special meetings with other school deans and professors, initiating information as appropriate.

    ◦ Provide advice and counsel on activities, information, and procedures, within the purview of the Dean's Office.

    ◦ Prepare budgets/analytical reports for special programs and events. Example: the Dean regularly hosts deans from other universities and the UC and administrators from LAUSD and other schools with whom Ed&IS has a working relationship. These meetings require the gathering of background information and statistical information about our success and accomplishments.

    ◦ Coordinate and/or assist with the planning and organization of special events and projects, including development of materials that enhance curricular and programming activities. Design and generate pamphlets and brochures that convey Ed&IS engagement in community education projects with local school districts.

 • As directed by the Dean, conduct research projects for Faculty Executive Committee,  ranging from academic programs to student and alumni activities.

 • In conjunction with appropriate staff, analyze Deans and Directors correspondence, University policies and procedures and advise the Dean of their impact on the Dean's administration plan.

 • Research special topics for the Dean about, for example, diverse academic and administrative issues and compile relevant data in report form.

 • Conduct ad hoc analysis as directed, involving research of University policies and procedures, external organizations, etc. Establish a network of contacts in central administration offices, and in the office of the Vice-Chancellor for Student Affairs in order to quickly gather needed information. Draft reports and prepare all relevant materials using appropriate computer software, spreadsheets, graphics and numerical content.

 • Produce and distribute minutes for Ed&IS meetings such as the Faculty Executive Committee (FEC) and Board of Visitors.

35%

Office Management

 • Take overall responsibility for managing all operational aspects of the Dean's Office, so that all work is accomplished most effectively and efficiently and on a timely basis. Specific functions include the following:

    ◦ Interview, hire, supervise and train support staff in the Dean's Office. Establish excellent customer service orientation for staff. Adhere to university policies when disciplining staff as the need arises.

    ◦ Develop and evaluate office systems and procedures for the most effective flow. Delegate clerical duties and tasks to support staff and monitor the quality of their production.

    ◦ Maintain mailing lists as needed, and the Dean's electronic and paper calendar systems.

    ◦ Oversee communications between Dean's Office and other departments within the School, University, and outside organizations.

    ◦ Process all of the Dean's incoming and outgoing first-class mail. Read incoming mail, determine what needs to be handled by the Dean and redirect the rest to faculty or staff in the Dean's Office. Organize the Dean's  mail and correspondence in priority order and give appropriate attention to correspondence in the Dean's absence.

 • Participate, and at times coordinate, in community building activities within the Dean's Office and Ed&IS that reflect a concern for the welfare and well-being of faculty, students, and staff.

 • Solicit input from department chairs and research group directors about school-wide administrative services; disseminate feedback to Dean's Office suite staff and work with Chief Administrative Officer to develop ways to cope with demands for new services.

 • Periodically review and analyze operating procedures and implement necessary changes consistent with accepted university practices and procedures to continually enhance delivery of administrative support to the Dean, the department chairs, research center directors, and the Principals and Head of School of UCLA Lab School, Geffen Academy, ECE, and UCLA Community School.

 • Attend regularly scheduled Dean's Office meetings called by the Chief Administrative Officer or Chief of Staff to review office practices and recommend enhancements. Contribute to efforts to improve efficiency and effectiveness and provide input to chairs' assistants on matters of communication that impact on the Dean's Office.

 • Model good leadership qualities to Dean's Office staff by maintaining a highly professional demeanor and approach to problem-solving. Cultivate a spirit of cooperation and an orientation toward positive results.

10%

SE&IS Faculty Committee Support (FEC)

 • Attend Ed&IS Faculty Executive Committee (FEC) meetings and provide support to the Dean and chair of the FEC as follows: schedule meetings, produce and distribute agendas, identify and compile necessary background materials, attend meetings, produce and distribute minutes.

 • Engage in school-wide programmatic concerns by researching complex topics for the Dean for future presentation to the FEC. Examples of topic areas in which the Asst. to the Dean would engage include but are not limited to:  gathering information about teacher preparation methods from local (Los Angeles Unified School District - LAUSD) and national (Dept. of Education) sources; compiling statistics on low-performing schools in LAUSD; creating a database containing names, title of dissertation, committee chair, and year of graduation for graduates of the Educational Leadership Program; summarizing published articles that contain information about faculty achievements; and analyzing data and synthesizing the results.

 • Ensure that both the Department of Education & Department of Information Studies Chairs are consulted on agenda items that represent the priorities of their respective departments. Arrange for a substitute in the absence of one of the chairs at an FEC meeting.

 • Independently follow-up with requests for information from FEC members after a meeting discussion has generated interest in a new or related topic area.

 • Manage and maintain complete records of all FEC meeting agendas, attendees, and minutes. Handle all requests for information from faculty (i.e., non-members of the committee) following an FEC meeting.

 • Manage the FEC elections, including nominations, balloting, and reporting of new members.

 • Work with the Graduate Students Association in Education (GSAE) and Student Governing Board (SGB) in Information Studies to identify student representatives for the FEC.

15%

•

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

3-5 Years

Executive Assistant experience or similar administrative experience

Required

Demonstrated and successful experience in managing and coordinating the activities of a fast paced and productive executive office

Required

Knowledge of University & Ed&IS policies and procedures to effectively serve as resource to students, faculty, staff and school departments.

Preferred

Ability to negotiate with campus departments when an exception to policy or procedure is required.

Ability to identify, analyze, and resolve problems as they arise and keep Dean apprised of problems

Required

Ability to establish cooperative working relationships with and to motivate staff, faculty, administrators, students, public, corporate leaders. Skill in establishing rapport and gaining trust of others from diverse, multi-cultural backgrounds.

Required

Ability to leverage skills, influence and reputation outside the organization to achieve high quality results.

Ability to deal with confidential and sensitive information with discretion.

Required

Skill in supervising clerical personnel, including delegating responsibility, training, evaluating performance, and coordinating work flow.

Required

Excellent typing skills using word processing and other related software to prepare correspondence, reports, and other documents with speed and accuracy.

Proficient working knowledge of word processing and database management software, such as Microsoft Word, Excel, Filemaker Pro.

Required

Ability to write clear, concise and accurate memos and reports and edit correspondence for correct grammar, spelling and punctuation. Proof-reading and editing skills to ensure that all final documents issued by the Dean's Office are error free.

Skill in speaking clearly and distinctly using appropriate vocabulary and grammar to obtain and convey information to individuals at various levels in the organization, and outside the University.

Required

Demonstrated skill in organizing and implementing complex functions involving on-campus and off-campus constituents.

Required

Experience managing a broad range of work assignments in a high-profile academic setting.

Ability to exercise independent judgment, initiative, resourcefulness and discretion in decision making. 

Required

A working knowledge of the travel planning and reimbursement process. Ability to establish and maintain complex data collection and filing system.

Required

Skill in prioritizing workload, assessing time-lines, coordinating numerous assignments/projects simultaneously under heavy workload.

Demonstrated project management skills, including developing action plans and timelines, communicating goals and objectives to employees, writing status reports, and resolving conflicts or delays to accomplish projects by deadlines.

Ability to utilize a variety of communication methods to move projects forward in a timely manner.

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.

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

5%

Domestic

LOCATION AND PHYSICAL, ENVIRONMENTAL, MENTAL (PEM) REQUIREMENTS

Environment and Work Location Information

Environment Type:

Non-Clinical Setting

Location Setting:

Campus

Location:

Moore Hall; Portola Plaza

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.