Executive Assistant to the Dean

EXEC AST 3 CX (004702)

UCPath Position ID: 41224620

Position Description History/Status

For Reference ONLY - PeopleAdmin JA Number:

1111171

Approved Date:

2/24/2026 12:07:53 PM

Date Last Edited:

2/24/2026 12:07:47 PM

Last Action Effective Date:

1/4/2023

Organization Details

Business Unit (Location):

LACMP

Organization Code:

1220O

Organization:

SCHOOL OF THEATER, FILM & TELEVISION

Division Code:

1221D

Division:

THEATER, FILM & TV DIV

Department:

046200 - DEAN THEATER, FILM & TV

Position Details

UCPath Position Number:

41224620

Position Description ID

171376

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:

40819204

Reports to Payroll Title:

Associate Dean/CAO, School of TFT

UCPath Department Head Position Number:

40819204

Department Head Payroll Title:

Associate Dean/CAO, School of TFT

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

0

POSITION SUMMARY

As Executive Assistant to the Dean, provides high-level administrative, operational, counsel and support to the Dean in a dynamic academic/administrative environment. Exercises sound judgment, tact and the utmost discretion. Manages the Dean's complex calendar and all aspects of the Dean's business needs. Coordinates the Dean's national and international travel needs including expense reconciliation and/or reimbursement. Establishes and maintains relationships with important external constituencies, high-level university administrators, faculty, donors, entertainment industry professionals, students and staff. Researches and writes reports, correspondence and informational/promotional documents. Compiles briefing materials to help prepare the Dean for meetings and presentations. Plans and organizes meetings and events for both the Dean's office and the School.

At the UCLA School of Theater, Film and Television we are committed to being a world-renowned interdisciplinary professional hub, dedicated to cultivating exceptional humanistic storytellers, trailblazing industry leaders, and insightful scholars. Rooted in our rich heritage as a top-tier entertainment and performing arts institution, we champion diverse and innovative voices that have the power to enlighten, captivate, and usher in transformative change for a brighter future. By seamlessly blending the study and creation of live performance, film, television, and the digital arts through our groundbreaking curriculum, we offer not just education, but experiences. We take pride in our doctoral pursuits in theater, performance studies, cinema, and media studies. Our mission is to inspire, engage, and challenge the next generation of entertainment and academic leaders to create a more inspired and inclusive world.

Administrative Analyses and Executive Support

1. Represents the Dean and the School of Theater, Film and Television to a wide spectrum of high-level local, national and international constituents in a professional manner. Acts as liaison for the Dean with UCLA administrators and faculty, major donors, entertainment industry professionals, alumni, staff including on a remote basis.  2. Establishes and maintains professional relationships with UCLA administrators and faculty, major donors, entertainment industry professionals and alumni, for the gathering and exchange of information.  3. Analyzes questions, requests, or other issues, often of a sensitive and confidential nature, and refers issues and questions to appropriate individuals as necessary, while assuring that confidentiality is maintained.

40%

Identifies issues requiring immediate attention, conducts required research, and initiates action. Briefs the Dean on problems of significance and urgency. 4. Researches, writes, edits and presents informational/promotional special project documentation as required by the Dean. 5. Redirects incoming requests, issues and concerns to alternative administrative leadership (Associate Deans, Department Chairs).  6. Synthesizes, both orally and in writing, information for appropriate actions or referral. Prioritize a wide range of problems, identifying for the Dean those, which are significant/urgent. Research and present relevant data and background material for the Dean's perusal. Reorganize priorities as situations change.

0%

Analyze, summarize and compile background materials for various meetings, using computer spreadsheets or computer graphics as tools for analysis.  7. Maintains confidentiality of information, records and correspondence, exercises sound judgment and utmost discretion.  8. Manage complex logistics related to campus visits by external delegations, consultants and other visitors as they pertain to the Dean's initiatives and work with an array of campus units to achieve objectives. Determine and arrange for all catering needs related to visitor and guest visits.  9. Represents the Dean through professional demeanor, collegiality, teamwork, and cooperation with all.

0%

Administrative Support

1. As point-of-contact for the Dean, handles incoming communications with diplomacy, tact and in a professional manner.  2. Using various computer word processing programs, draft and prepare minutes, memos, proposals and correspondence for the Dean on a variety of topics related to School matters, ranging from routine to confidential. Assures a systematic format and style for internal and external communications.  3. Drafts and edits materials in support of administrative projects and proposals. Contributes to the development and preparation of required reports and summaries. Ensure projects are accurately documented through composition and production of general correspondence, internal memos and minutes of meetings. 

40%

4. Collaborates closely with the Dean for scheduling the Dean's time, prioritizing calendar when necessary (taking initiative during absence), ensuring that efforts are fully utilized to maximum efficiency while providing accessibility to all sectors of the campus and community. Schedules a wide variety of meetings for the Dean, prepares agendas and related materials.  5. Arranges detailed, national and international travel and accommodations for the Dean. Prepares detailed itineraries, handles all logistics of travel plans and prepares all necessary documentation for travel reimbursement in accordance with UCLA travel policies.  6. Act as staff support to various committees (e.g., search and review committees, task force) as assigned by the Dean, attending to all relevant duties involved.

0%

7. Establishes and maintains diverse filing systems both electronic and paper for the Office of the Dean.   8. Liaison with Development Office with regard to activities of the Dean's Executive Board, which consists of prominent arts and corporate leaders, professional industry executives, and community leaders. Ensure special attention to detail, clarity and handling of sensitive and confidential matters.  9. Act as liaison with the School and central Development offices with regard to prospects and donors.  10. Advise and assist the Dean and Associate Dean and other members of senior management in developing, cultivating and maintaining critical and effective relationships throughout the organization.

0%

11. Manage office hospitality and ensure the Dean’s Office remains orderly, guest-ready, and properly closed out at the end of the day. 12. Other duties as assigned.

0%

Budgetary/Fiscal Responsibilities

1. Collects receipts and related information for Dean's travel and entertainment, and relays information to business staff for reimbursement. 2. Manages the Dean's UCLA Faculty Center account that is utilized for University-related business. 3. Consults as required with the Dean to provide expense justification for all expenses that need exceptional approval.

10%

Event/Meeting

1. Manage the preparation of meetings and conferences, including those in off-site locations. Responsibilities include site selection, reservations, catering services, audio-visual requirements, and preparation of meeting materials, minutes and agendas as required. 2. Coordinate schedules for attendees and ensure travel and hotel accommodations and special needs are met. 3. Other events as needed.

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

Demonstrated experience providing executive level support in a highly matrixed and dynamic academic and/or administrative environment.

Required

Demonstrated working knowledge of the academic and administrative processes in institutions of higher education or equivalent from entertainment industry.

Required

Demonstrated superior interpersonal skills, exhibiting tact and diplomacy in establishing and maintaining cooperative working relationships and in interacting effectively within a diverse environment.

Required

Demonstrated skill in handling matters of the utmost confidentiality; maintain information, records and correspondence with judgment and discretion.

Required

Demonstrated working, detailed knowledge of University policies, practices and precedents and where to obtain pertinent information.

Preferred

Technologically savvy and proficient with personal computers, devices and software in a Macintosh environment (including Word, Outlook, Microsoft Exchange, Slack, Asana, Excel, PowerPoint, Photoshop)

Required

Demonstrated ability to work in harmony with the Dean and the Dean's vision. Demonstrated ability for teamwork, collaboration, tact and confidentiality.

Required

Understanding of international travel. Skill in making complex, national and international travel arrangements and preparing itineraries. Knowledge of University administrative and travel policies.

Required

Demonstrated skill in managing a complex calendar for the Dean to maximize optimum efficiency and ability to take the initiative in reprioritizing her schedule when necessary.

Required

Excellent oral and written communication skills in English language; ability to transmit information on a one-on-one basis or to groups.

Required

Demonstrated skill in working creatively and effectively in an environment that interfaces with high-level administrators in a broad spectrum of constituents with multiple, overlapping concerns.

Required

Ability to identify problems, research specific issues, analyzes information and proposes effective solutions.

Required

Skill in facilitating and nurturing measures necessary for bringing identifiable goals and objectives of the Dean's office to fruition.

Required

Superior research and writing skills to compose correspondence and a wide variety of documents using appropriate vocabulary, grammar, spelling, punctuation, context, etc. utilizing Microsoft Word. Ability to assume responsibility for the final editing.

Required

Skill in reading, understand/interpreting written policies, procedures, regulations, etc., and the ability to synthesize to concise summaries, when required.

Required

Ability to systemize information and material (electronic files and hard copy) that is readily retrievable. Ability to establish and maintain diverse and confidential filing system.

Required

Mathematical skills: adding, subtracting, multiplying, dividing, computing ratios and percentages sufficient to manage small accounts,

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:

202 E Melintz Hall

•

Office equipment including a Mac laptop, printer, copier, etc.

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.