Executive Assistant to the Vice Provost for Teaching and Learning  

EXEC AST 3 CX (004702)

UCPath Position ID: 41053728

Position Description History/Status

Approved Date:

5/27/2026 11:27:09 AM

Date Last Edited:

5/27/2026 11:27:04 AM

Last Action Effective Date:

Organization Details

Business Unit (Location):

LACMP

Organization Code:

3500O

Organization:

UCLA TEACHING AND LEARNING

Division Code:

3510D

Division:

UCLA TEACHING AND LEARNING DIV

Department:

350100 - VP FOR TEACHING & LEARNING

Position Details

UCPath Position Number:

41053728

Position Description ID

172775

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:

41088485

Reports to Payroll Title:

ADMIN SUPV 2

UCPath Department Head Position Number:

41017563

Department Head Payroll Title:

Vice Provost for Teaching & Learning

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 Executive Assistant to the Vice Provost for Teaching and Learning provides high-level executive, administrative, and strategic support to the Vice Provost for Teaching and Learning (VPTL). This position serves as a key liaison between the VPTL, campus leadership, faculty, staff, students, and external partners. The incumbent manages complex scheduling, confidential communications, and office operations while supporting strategic initiatives that advance teaching excellence, curricular innovation, instructional technology, and faculty development across UCLA.

Under the general supervision of the Director of Administrative Operations, function as Executive Assistant for the Vice Provost for Teaching and Learning (VPTL) while providing any supplemental support to other members of the senior leadership team, including the Teaching and Learning Center's associate vice provost(s), special assistant(s) to the VPTL, and executive director(s), as well as various working groups and committees as assigned.

Responsible for overseeing the reception duties and organizing the day-to-day operations of the leadership in UCLA's Teaching and Learning Center (TLC) and affiliated units, including maintaining calendars, answering phones, routing calls and correspondence, acting as first response as needed, composing correspondence, making travel arrangements, and maintaining files.

Support special events and projects (e.g., organize retreats and conferences, coordinate awards and honoraria, coordinate proposal and progress report preparation). Track action items and ensure timely follow-up on key initiatives. Research and present relevant data and background material for TLC projects.

Communicate clearly and concisely with diverse constituencies including the EVCP, Vice Provosts, Deans, Vice Chancellors, Chairs, Directors, faculty, students and staff.

Prioritize the inflow of communication to the VPTL from outside personnel and other sources. Work independently to determine the relative importance between essential and non-essential communication prior to forwarding information to the VPTL. Synthesize both orally and in writing, information for appropriate action or referral.

As directed by the VPTL, coordinate financial transactions such as purchasing supplies and equipment with the TLC finance team as well as coordinate travel arrangements and process reimbursements in Concur. 

The position requires the use of independent initiative, analysis, facilitation, planning, and judgment, as well as the ability to collaborate with others in an organization that supports the teaching and learning mission of the entire UCLA campus. Requires significant active follow-up and collaboration. Regular attendance and punctuality are essential for success in this position.

Ability to work on campus with the potential for a hybrid schedule with a minimum of four (4) days working on campus.

This position is eligible for a hybrid work arrangement within the state of California. The incumbent must reside within the state of California or be willing to relocate.

The Teaching and Learning Center (TLC) supports UCLA's community of educators in engaging in inclusive and research-based teaching practices in support of diverse learners, advancing instructional innovation and pedagogical research, and celebrating teaching excellence. To realize this mission, the TLC collaborates with instructors, leadership, and various campus partners to champion visionary ideas and forward-thinking initiatives that transform and elevate the teaching enterprise.

Administrative/

Analytical Support

Organize the day-to-day operations and coordinate the ongoing business concerns of the leadership in UCLA's Teaching and Learning Center (TLC):

1. Act as liaison for the Vice Provost for Teaching and Learning (VPTL) with various units of the University, developing and maintaining cooperative working relations with University staff and various academic personnel; e.g., faculty, students, staff, campus administrative offices, development officers, donors, and the general public. Communicate effectively with other University offices in order to obtain or convey information relevant to policy or other institutional issues.

2. Coordinate, disseminate, and/or handle and finalize independently all incoming business correspondence, requests, electronic mail, faxes, and telephone calls to the VPTL.

3. Synthesize, both orally and in writing, information for appropriate action or referral. Prioritize a wide range of problems, identifying for the Vice Provost those which are significant/urgent. Research and present relevant data and background material for the VPTL perusal. Reorganize priorities if situations change.

4. Analyze questions, requests, or other issues, often of a sensitive and confidential nature, and refer issues and questions to appropriate individuals as necessary, while assuring that confidentiality is maintained.

5. Maintain complex and constantly changing calendar for the VPTL; determine if appointment is necessary, or redirect request to appropriate university official, or handle request by resolving issues independently.

6. Analyze, summarize, and compile background materials for various meetings, including minutes, statistical reports and tables. Research and compile information for presentation.

7. Implement and maintain a filing system for documents.

8. Draft and prepare minutes, memos, proposals and correspondence for the VPTL on a variety of topics, ranging from routine to confidential matters.

9. Initiate annual appointment process and coordinate appointment of various TLC committees and working groups. Act as liaison between committee chairs and the VPTL. Act as staff support to TLC committees assigned by the VPTL.

10. Organize work assignments and manage time throughout the day to assure the completion of all necessary duties within normal working hours.

11. Plan and prepare a yearly forecast of recurring action items and follow through on implementation at appropriate times; e.g., committee appointment letters, conflict of interest statements, etc.

12. Review for compliance with University regulations the various expense documents (memberships, entertainment, and honoraria reimbursements) submitted by departments, centers, and programs requiring the VPTL's signature.

50%

Event Support and Travel Coordination

Coordinate retreats, conferences, and meetings for the Teaching and Learning Center (TLC):

1. Coordinate and/or support event planning for TLC events and staff meetings; ensure that all activities are coordinated and tracked in an efficient manner, utilizing the preferred project management program.

2. Call and schedule planning meetings. Prepare and distribute agendas, minutes, timelines, project plans for assigned events.

3. Independently collect cost estimates and assemble into a budget. Analyze data to ensure that all costs, and budget as a whole, fall within acceptable limits and adhere to university policy. Process payment of all invoices.

4. Select and reserve on and off-campus venues to accommodate event sessions, including facility reservations, FSRs (facility service requests), catering orders, decoration orders, and audio visual and services or equipment to support hybrid meetings.

5. Coordinate travel arrangements and reimbursements for the Vice Provost and University quests; responsibilities include initiating travel arrangements and preparing comprehensive itineraries; making airline reservations and requesting pre-trip authorizations in adherence with all Unversity policies and regulations; arranging for hotel accommodations and ground transportation; preparing expensve reimbursements and honoraria payments made to guest speakers; and ensuring the timely and compliant processing of all reimbursements via Concur, tracking all submissions and documenting payments appropriately.

6. Assess need for and arrange for refreshments, audio-visual or other technical equipment, or any other special needs.

7. Create and oversee distribution of meeting notices, invitations, and/or flyers, and any other related materials or correspondence and manage RSVPs.

8. Prepare and produce event materials, including programs, handouts, presentations, and other event materials. Work with vendors on production and delivery of materials as needed.

9. Working with Parking Services, coordinate parking details for invited guests, including cars, passenger vans, and/or chartered buses.

8. Coordinate event logistics and day of set-up and breakdown.

9. Work with the necessary campus personnel to assure the adequate and appropriate dissemination of publicity.

10. Collect, compile and analyze event surveys and questionnaires.

25%

Office of the Vice Provost Administrative Assistance

Oversee day-to-day operations of front desk and coordinate administration of the office of the Vice Provost for Teaching and Learning

1. Serve as receptionist and initial point of contact for the TLC by welcoming visitors, answering phones, and directing inquiries to appropriate TLC staff.

2. Operate phones, printer/copier/scanner, and other office equipment. Screen incoming calls, independently provide requested information, take messages, or redirect inquiries to other administrators or staff members in the office, as appropriate.

3. Review, sort, and distribute mail (including confidential correspondence) directed to the members of the TLC; reroute misdirected mail to appropriate offices.

4. Submit the VPTL’s travel expense reimbursements and coordinae purchasing on behalf of the VPTL.

5. Collaborate with the Associate Vice Provost to set priorities for the VPTL's presence at, and involvement in, events and meetings to maximize relationships with high-level executives, administrators, donors, alumni, and distinguished guests, as well as students, staff, faculty, and other campus stakeholders.

6. Strategize the VPTL's annual calendar and major travel priorities; lead the coordination of agendas for the VTPL's approval and compilation of briefing materials for the VPTL's schedule.

7. Other projects as assigned.

20%

Assist Vice Provost in the Pursuit of their Scholarly and Professional Duties

Act as executive assistant to the Vice Provost in the pursuit of their scholarly and professional duties:

1. Prepare for distribution and maintain files of all correspondence, manuscript reviews, letters of recommendation, proposals, and any other professional materials.

2. Serve as liaison between the VPTL and all editors, publishers, and co-authors in connection with the production of research papers and textbooks.

3. Prepare, maintain, and disseminate course materials (e.g., syllabi, readings, exams) via Bruin Learn.

4. Schedule meetings for the VPTL with students and colleagues.

5. Arrange travel for the VPTL to attend conferences, participate in site visits, fulfill duties of committee memberships, etc.

5%

•

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

Bachelor's degree in related area and/or equivalent experience/training.

Preferred

Minimum of 3 Years of Experience

Minimum of 3 years of work experience in higher education with progressive responsibility in administrative support and coordination.

Required

Ability to research, analyze, compile, and present information in a clear and concise manner; ability to exercise independent judgment and initiative in performing work assignments.

Required

Analytical skills to evaluate information, identify problems, and suggest solutions and methods of implementation; skill in implementing, organizing, and maintaining a complex digital filing system.

Required

Writing skills to compose and edit correspondence and electronic mail using correct grammar, spelling, and punctuation; excellent typing and word processing skills.

Required

Demonstrated skill in the use of computers, software (e.g., Microsoft Office Suite, Adobe), various web tools (e.g., Slack, Box, Google Workspace), e-mail (e.g., Outlook), and AI tools (e.g., Other AI meeting note taker, Google Gemini, ChatGPT, etc.) to acquire, assemble, format, and manipulate information.

Required

Ability to communicate effectively and diplomatically with faculty, staff, students, University administrators, donors, political and community leaders, and public; skill in interacting with persons of various social, cultural, economic, and educational backgrounds.

Required

Ability to deal tactfully with documents and matters of a sensitive and confidential nature; demonstrated ability in arranging meetings and scheduling appointments using a computer calendar program.

Required

Working knowledge of or ability to learn financial mainframe systems such Online Financial Systems Reports, Express Travel and Purchasing Accounts Payable BruinBuy Plus/PAC/P-card System.

Preferred

Strong team orientation and demonstrated ability to be flexible and work as part of a collaborative academic environment; skill in working as part of a team and collaborating with colleagues.

Preferred

Ability to work independently, demonstrating self-initiative and complete assignments with minimal direction; ability to work with frequent interruptions, or to shift from one task to another without loss of efficiency.

Required

Demonstrated skill in applying online etiquette essential to engaging effectively and professionally with supervisors, colleagues, and clients in remote meetings using videoconference technology (e.g., video camera on, mute when not speaking, enabling chat for discussion, etc.)

Required

Ability to work on campus 4 days per week with the potential for a hybrid schedule.

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:

Powell Library

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.