Executive Assistant

EXEC AST 3 CX (004702)

UCPath Position ID: 40042299

Position Description History/Status

For Reference ONLY - PeopleAdmin JA Number:

1121673

Approved Date:

9/2/2026 5:49:01 PM

Date Last Edited:

9/2/2026 5:48:56 PM

Last Action Effective Date:

5/4/2018

Organization Details

Business Unit (Location):

LACMP

Organization Code:

1600O

Organization:

BASIC BIOMEDICAL SCIENCES              

Division Code:

1610D

Division:

BASIC BIOMEDICAL SCIENCES DIV          

Department:

230100 - MICROBIOLOGY, IMMUNO & MOLECULAR GENETIC

Position Details

UCPath Position Number:

40042299

Position Description ID

170623

UC Payroll Title:

EXEC AST 3 CX (004702)

Personnel Program

Professional and Support Staff (PSS)

Salary Grade:

STEPS

Job Code FLSA:

Exempt

Union Code (Collective Bargaining Unit):

99: Non-Represented (PPSM)

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:

40043149

Reports to Payroll Title:

Professor

UCPath Department Head Position Number:

40043149

Department Head Payroll Title:

Professor

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

The Executive Assistant to Dr. Owen Witte provides independent operational, managerial, and analytical support to Dr. Owen Witte. The executive assistant provides crucial support for the PI, including maintaining a complex calendar, organizing correspondences, coordinating and arranging logistics for executive-level meetings, and arranging for occasional travel and processing travel reimbursements.

The executive assistant ensures the smooth day-to-day operations of the Witte Lab and works to support Dr. Witte in his capacity as Chair of the Immunology Advisory Committee, which awards intramural research grants to immunology researchers across the campus.  

The Department of Microbiology, Immunology and Molecular Genetics (MIMG) is ranked among the top 10 microbiology departments in the country. We are proud of our internationally recognized faculty—whose research funding, in total, is among the highest in the nation; and whose research spans the disciplines of structural biology, cell biology, bacterial physiology, bacterial development and gene regulation, bacterial pathogenesis, virology and viral pathogenesis, molecular and cellular parasitology, immunology, molecular genetics, stem cell biology, cancer biology, and computational biology. We leverage this scientific diversity—along with our partnerships with other institutes, centers and departments at UCLA—to further cutting-edge, interdisciplinary research and enrich teaching.

The MIMG department’s mission is to provide the highest quality research and education possible in the fields of Microbiology, Immunology and Molecular Genetics, informed by diverse scientific viewpoints. To meet this goal, we shall foster an inclusive climate and recruit a diverse group of scientists, educators, and students, who will address the most relevant problems in microbial pathogenesis, host cell biology, immune defense, and the host-pathogen interface.

Executive Assistance

1. Function as executive assistant to the BSCRC director, Owen Witte, MD, (University Professor, University of California; Presidential Chair in Developmental Immunology; Professor, Department of Microbiology, Immunology and Molecular Genetics, elected member of the National Academies of Science, Institute of Medicine,) and perform an extensive range of administrative duties ensuring smooth daily operations in the Witte laboratory and the Broad Stem Cell Research Center. (E) 2.              Manage the director's daily duties by maintaining a complex calendar, coordinating and arranging logistics for executive level meetings with internal faculty, department chairs, deans, vice-chancellors, Chancellor, major university donors, as well as external faculty and scientific collaborators including BSCRC's External Advisory Board. (E) 3.              Manage a high volume of demands for the director's time demonstrating independent judgment in identifying and resolving potential conflicts and effectively communicating to all levels of faculty, staff, donors, patients, federal agencies, state sponsors, corporate and non-profit entities, and other officials. (E) 4.              Arrange extensive world-wide travel. Duties include booking flights, lodging, car service according to university policy; reviewing and processing purchase orders, travel reimbursements, tracking payments and following-up to resolve any pending travel related issues. (E) 5.              Review, assess, route, answer and monitor follow up action steps on director's multi-institutional and cross-disciplinary correspondence; gather and analyze information required for administrative reporting. (E) 6.              Manage contact information and communications with key internal and external entities and act as a liaison to staff, faculty, and other internal and external constituents working with the BSCRC director. (E) 7.              Answer and route director's phone calls, mail and e-mail messages and handle wide-range information dissemination in a professional and timely manner. (E) 8.              Draft memos, correspondence, reports, notices and other material as needed by the director that are often confidential in nature. (E) 9.              Staff committee meetings as necessary, ensuring preparation of meeting notices, agendas, and minutes for distribution to committee. (E) 10.              Train, schedule and distribute work of student workers/temporary staff. (E)

70%

Center Operations ? Grants/Awards, Facilities and Conference Support

1. Participate in pre and post award grants management including collecting and assembling data used in preparation of budgets, narrative justifications and letters of support as well as data to generate annual scientific and financial reports. (E)  2.              Implement approved budgets and liaise with respective fund managers to ensure proper expenditure of funds while reviewing monthly budget reports; investigate variances as necessary. (E)  3.              Assist in office, laboratory and facilities space planning, make recommendations for changes, maintain inventory, and arrange for repairs. (E)  4.              Provide administrative support for conferences, symposia, seminars and other Center meetings and special events, by way of processing purchase orders, travel reimbursements and event staffing. (E)  5.              Assist in management of BSCRC faculty membership's (~250+ members) formal review process and annual request for updated information, notifying appropriate parties as changes occur and/or reporting significant accomplishments and updates. (E)  6.              Work with BSCRC program assistant for the preparation, discussion, review and distribution of materials for faculty recruitment. (E)

10%

Center Development and Philanthropic Support

1. Work with BSCRC senior director of development and development team to ensure that donor recognition and stewardship correspondence from the BSCRC director are duly reviewed, signed and mailed. (E) 2. Ensure electronic filing of all letters and proposals to donors requiring BSCRC director signature. (E) 3. Route all donor correspondence addressed to BSCRC director to appropriate development personnel for review and follow-up. (E) 4. Work with and maintain professional relationships with donors (~$50M to date) and prospective donors; assist with their travel needs to campus such as reserving parking and escorting them to/from meetings with the BSCRC director/development team. (E)

10%

Special Projects

1. Coordinate incoming postdoctoral trainees and visiting researchers through all phases including: interview/campus visit to hire/onboarding and program exit. (E) 2. Investigate and recommend fellowship/grant opportunities for graduate and postdoctoral students. (E) 3. Coordinate final manuscript preparation for submission to various high-impact scientific journals. (E) 4. Track and maintain up-to-date records on placement of all former lab members. (E) 5. Complete special projects as assigned, including independently generating reports and analyses for BSCRC leadership. (E)

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

in related area and / or equivalent experience / training

Required

Excellent organizational skills with impeccable attention to detail.

Required

Ability to handle administrative tasks independently and to develop and enhance systems for maximizing efficiency and ensuring successful execution of tasks and projects.

Required

Exceptional time management skills and the ability to follow tasks through to completion and work effectively and productively under a heavy workload with frequent interruptions.

Required

Ability to maintain confidentiality at all times; uses discretion, confidentiality, and good judgment to handle Dr. Witte’s business matters. Ability to analyze and resolve problems independently, and know when to escalate issues.

Required

Proven success organizing travel arrangements and keeping track of multiple calendars.

Required

Proven verbal and written communication skills to relay complex information clearly, concisely, accurately, and diplomatically; Demonstrated English writing skills to produce original correspondence, reports, and other documents utilizing business etiquette, correct spelling, grammar and syntax.

Required

Proficiency in MS Office with Word processing skills to prepare memos, letters, and documents with speed and accuracy.

Required

Functions effectively and efficiently as a member of a team and in collaboration with colleagues; Professional and poised nature; ability to keep calm in high-stress situations.

Required

Excellent interpersonal skills to interact effectively and diplomatically with University officials, faculty, staff, donors, volunteers and the public.

Required

Ability to transport packages up to 15 lbs. and other materials to on- and off-campus sites.

Required

Working knowledge of University purchasing and accounts payable policies/procedures and travel and entertainment policies.

Required

Working knowledge of campus on-line systems such as Bruin Buy Plus, recharge systems and facilities service requests.

Preferred

SPECIAL REQUIREMENTS AND/OR CONDITIONS OF EMPLOYMENT

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

LOCATION AND PHYSICAL, ENVIRONMENTAL, MENTAL (PEM) REQUIREMENTS

Environment and Work Location Information

Environment Type:

Non-Clinical Setting

Location Setting:

Campus

Location:

5-720 MRL

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.