Executive Assistant to the Dean

EXEC AST 3 CX (004702)

UCPath Position ID: 40133694

Position Description History/Status

For Reference ONLY - PeopleAdmin JA Number:

704338

Approved Date:

4/1/2026 7:56:16 PM

Date Last Edited:

4/1/2026 7:56:12 PM

Last Action Effective Date:

11/26/2019

Organization Details

Business Unit (Location):

LACMP

Organization Code:

1160O

Organization:

ANDERSON SCHOOL OF MANAGEMENT

Division Code:

1161D

Division:

MANAGEMENT DIV

Department:

030000 - ANDERSON GRAD SCH OF MANAGEMENT

Position Details

UCPath Position Number:

40133694

Position Description ID

169990

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):

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:

40050158

Reports to Payroll Title:

ADMIN OFCR 4 GF

UCPath Department Head Position Number:

40200090

Department Head Payroll Title:

DEAN

DIRECTION - Indicates that the incumbent establishes procedures for attaining specific goals and objectives in a broad area of work. Only the final results of work done are typically reviewed. Incumbent typically develops procedures within the limits of established policy guidelines.

POSITION SUMMARY

Under the direction of the Chief of Staff (COS) and the Dean of UCLA Anderson, the incumbent will provide confidential high-level executive administrative support to both the Dean and the COS, as part of the Office of the Dean" team. The position assumes the primary administrative responsibility for the organization and administration of matters pertaining to the Office of the Dean by serving as the confidential executive assistant to the Dean. In this capacity, manages and prioritizes the demands on the Dean's time and resources from constituents and stakeholders within and outside of the university; in particular, students, staff, faculty, major prospects, donors, visitors, BOA members, alumni, and the external business community generally. Manage the Dean's calendar and schedule meetings with staff, faculty, senior management, direct reports, and students, often involving highly sensitive and confidential issues. Schedule and execute the Dean's travel itineraries for domestic and international travel. Process financial and accounting paperwork pertaining, but not limited to, the Dean's reimbursement requests, and highly complicated travel expense reports. Incumbent is also expected to produce administrative reports and provide organization analysis of unit resources to include the preparation of financial budgets in support of the overall efficiency and effectiveness of Office of the Dean as appropriate. Must develop and sustain working relationships with the unit heads at UCLA Anderson. Must communicate effectively and diplomatically with a wide variety of constituents to include: faculty, staff, alumni, donors, business, political and community leaders and the general public is essential. Incumbent will supervise part-time clerical staff, and prepare and supervise their work schedule. Occasional travel and overtime, including evenings and weekends, is required, as is the ability to run errands on and off campus.

Under the direction of the COS and the Dean of UCLA Anderson. The incumbent is expected to work with a considerable amount of interdependence in a team environment and is expected to set priorities, to initiate and complete assignments with minimal oversight, to manage a complex web of schedules, relationships and demands, except where policy issues and exceptional circumstances might arise. When exceptional situations arise, guidance from the COS or Dean should be solicited.

Executive Support

1. Manage the Dean's calendar of meetings, events, speaking engagements, conferences, and travel. Meetings will include, but are not limited to: Board of Advisors, key University and School administrative staff and faculty; all-staff and all-faculty; student meetings, offices hours, and events; internal and external taskforces, and committees; alumni; and other constituencies. The Dean's calendar is complex, and often involves highly sensitive and confidential issues. Incumbent must develop creative solutions to accommodate all scheduling needs in a timely manner in an often overbooked calendar. (E)  2.              Coordinate and communicate all relevant details involving meeting confirmations, cancellations, and rescheduling with professionalism, tact and diplomacy. (E)  3.              Responsible for predicting, assembling, and partnering with necessary individuals to prepare materials and reports, and deliver all preparatory materials necessary for the Dean's meetings, including itineraries, agendas, directions, briefings, etc., and assist in follow up tasks. Maintain historical records and track meeting information to ensure continuity and follow through. (E)  4.               Respond to requests for the Dean's participation and speaking via the electronic request form, confirming and scheduling with the appropriate offices and personnel. (E)   5.              Coordinate Dean's travel by organizing all flight, lodging, ground transportation arrangements, and procuring all necessary travel documentation, e.g. visas, passport materials, etc. Using a high level of independent judgment, select appropriate modes of local transportation in regions of travel to ensure the Dean's safety and efficient use of time, hotel accommodations to facilitate on-site meetings with high-level development prospects, alumni, and potential recruiters, and venues for meetings, lunches, dinners, and receptions that would provide the desired nuances for specific audiences. (E)  6.              Responsible for preparation of the Dean's travel itinerary and ensuring that all necessary data is included, accurate, and up-to-date, and that prompt communication of all changes is made to relevant parties. Travel arrangements are consistently complex, usually involving multiple international destinations that may include academic conferences, alumni functions, professional talks, and donor cultivation meetings hosted by the Dean. (E)  7. Responsible for preparing the Dean’s monthly timesheets for submission to APO and maintaining accurate tracking of all OPC activity.              8. Participate in short and long-range scheduling plans for managing the Dean's calendar. (M)  9.              Reorganize Dean's Office network drives to increase accessibility of information. (M)   10.              Develop short-range and long-range goals to improve workflow in Dean's Office. (M)

70%

Administrative Support

1. Provide full administrative and clerical support to the COS and the Dean. (E)  2. Independently compose correspondence for signature from general instructions or self-initiation, from rough drafts, transcripts, or dictation, type correspondence, minutes, presentation materials, program information and other documents using various personal computer and network software. Follow through to final drafts, distribution, and filing. Proofread and edit typed documents for accuracy of statement, correct grammar, spelling punctuation, and format. (E)

10%

Office and Financial Management

1. Process all the Dean's financial and accounting paperwork, including, but not limited to, reimbursement requests, accounts payable transactions, highly complicated travel expense reports, speaker honoraria, and procurement of a wide range of goods and services involving high-level special events, school-wide functions hosted by the Dean, and daily office operations. (E)  2.              Monitor and oversee ongoing reports and analyses of operational plans, and budget allocated to the various units supervised by the Dean and prepare variance analysis and deviations from agreed to plans and initiatives. Assist COS with quarterly and annual budget cycle activities. (E)  3.              Manage expense approvals and reimbursements with the accounting office in accordance with university procedures and policies. (E)   4.              In conjunction with the Administrative Specialist, reconcile ledgers on a monthly basis to ensure accuracy, correcting errors by notifying the appropriate personnel, and completing and necessary documentation to resolve the errors. (E)  5.              Review PAN notices, Express, and BruinBuy queue messages to actively investigate and initiate related correspondence and notifications to resolve errors. (E)  6.              In consultation with the COS, procure equipment purchases, leases, etc. over $500. (E)  7.              Hire, train, and supervise temporary personnel  ensuring that all front office staff interact with clients professionally and cordially, and that all inquiries and direct calls from university officials, faculty, students, staff, corporate leaders, and the general public are replied to accurately and completely. (E)   8.              Determine need for and supervise part-time, temporary personnel to assist with the provision of clerical services reporting to the COS. (E)

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

Required

Previous experience working with high-level executives.

Required

Experience scheduling meetings, maintaining Outlook calendars, and coordinating events.

Required

Familiarity with UCLA and The Anderson School.

Preferred

Knowledge of institutional mission, services and activities to direct multiple users, and of internal staff and office functions to procure required information.

Preferred

Knowledge of UC travel policies.

Preferred

Working knowledge of UCLA Bruin Buy, Travel Express, and Financial Services Records.

Preferred

General knowledge of accounting principles and financial statements.

Preferred

Ability to run errands on and off campus as necessary.

Required

Skill in supervising staff, students, and volunteers to include training, organizing work flow, delegating responsibility, and evaluating work performance.

Preferred

Ability to work some evenings and weekends as needed. Ability to occasionally work varied shifts.

Required

Demonstrated knowledge of travel arrangements, preparation of complex travel expense reports for both domestic and international travel, and reimbursement requests.

Required

Ability to place and track orders for various types of merchandise.

Required

Excellent oral and written communication skills to interact effectively and diplomatically both in person, on the telephone, and through email with donors, alumni, administrators, faculty, students, staff, and university visitors.

Required

Ability to remain calm and professional in a high pressure, fast-paced environment.

Required

Ability to exercise independent and sound judgment, and to handle sensitive and confidential information with discretion, tact, and diplomacy.

Required

Excellent organizational skills, with the ability to manage large amounts of diverse sets of information.

Required

Ability to quickly prioritize, adapt to changing priorities, handle multiple tasks simultaneously and efficiently, and meet competing demands for information and services with a high attention to detail and in relatively short time spans with frequent interruptions.

Required

Skill in analyzing information or procedures, defining problems and goals, formulating logical and objective conclusions, recognizing alternatives and their implications, and recommending solutions.

Required

Ability to not only work as a member of an administrative team taking direction, supervision and counsel from supervisor, but also to work at times with minimal direction making independent judgments and decisions, discerning when action of a higher level is needed.

Required

Skill in operating standard office equipment, including copiers, fax machines, scanners, computers, and printers. Expert-level knowledge of Microsoft Word and Outlook.

Required

Familiarity with domestic and international travel and event logistics.

Required

Proficiency with Microsoft Excel.

Required

Ability to conduct research to compile relevant information and present materials in a cogent, concise fashion.

Required

Ability to use transcribing equipment and strong typing skills with low error rate.

Required

SPECIAL REQUIREMENTS AND/OR CONDITIONS OF EMPLOYMENT

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

Age Requirement: Candidate(s) must be 18 years or older to be eligible to be hired.

LOCATION AND PHYSICAL, ENVIRONMENTAL, MENTAL (PEM) REQUIREMENTS

Environment and Work Location Information

Environment Type:

Non-Clinical Setting

Location Setting:

Campus

Location:

UCLA Anderson - Dean's Office

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.