Executive Assistant to the Dean (Limited)

EXEC AST 3 CX (004702)

UCPath Position ID: TBD_940764

Position Description History/Status

Approved Date:

12/17/2025 5:23:13 PM

Date Last Edited:

12/17/2025 5:23:09 PM

Last Action Effective Date:

Organization Details

Business Unit (Location):

LACMP

Organization Code:

8400O

Organization:

CONTINUING EDUCATION

Division Code:

8420D

Division:

DEAN, UCLA EXTENSION

Department:

557500 - UNEX: OFFICE OF THE DEAN

Position Details

UCPath Position Number:

TBD_940764

Position Description ID

250121

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):

4 - Staff: Limited

Full-Time Equivalent (FTE)

1

SUPERVISION

UCPath Reports to Position Number:

40049951

Reports to Payroll Title:

DEAN UNIV EXT

UCPath Department Head Position Number:

40062102

Department Head Payroll Title:

EXEC VC AND PROVOST

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 Dean of Continuing Education and UCLA Extension serves as the chief executive officer of the organization and provides strategic vision and operational leadership of the school, which has approximately 1,500 instructors and 250 staff. The Dean works to advance academic excellence and outreach and engagement; encourages programmatic innovation; enhances excellence through diversity in educational programs and in the recruitment of instructional staff and students; and fosters an organizational culture benefitting each of its constituencies: faculty, administrators, staff, students, and the public at large. The Dean serves as UCLA Extension's public voice, articulating its contributions to UCLA and to local, state, regional, national, and international communities. The Dean also oversees the Continuing Education of the Bar, a provider of continuing legal education and legal research, located in Oakland, California.

The Executive Assistant reports directly to the Dean. The incumbent is the Dean's liaison with the University of California, Los Angeles(UCLA) community and the public, coordinating communications and gathering pertinent data for the Dean. Balances the extraordinary demands on the Dean's time among leadership members including associate/assistant deans, directors, faculty, staff, students, alumni/donors, the UC Office of the President (UCOP), UC Extension Deans (UEC) and other external constituents. Handles scheduling of all routine and non-routine meetings and arranges Dean-related travel. Regularly handles details and executes work of a highly confidential and critical nature to support the Dean. Researches, compiles, and analyzes data, statistics, and other information, compiling briefing materials for meetings,  and reports. Routes correspondence, calls and requests as appropriate, managing, tracking, and archiving information and action items. Collaborates and communicates with executive, academic, and administrative leadership including UCLA Extension, the Chancellor's Office, Professional Schools, the College, UCOP, UC campuses system wide as  well as other high-profile contacts. Functions with a high degree of independence and initiative to support the full range of the Dean's activities. Incumbent also coordinates events for the Dean in support of UCLA Extension initiatives and projects, including but not limited to the annual Graduation Celebration, the Distinguished Instructors Awards Ceremony, and other ad-hoc events in support of the mission of UCLA Extension.

Excelling in quality, innovation, and impact, UCLA Extension (UNEX) is one of the top providers of continuing and professional education in the United States, offering programs and classes to more than 50,000 students per year through approximately 4,500 classes and certificate programs to meet the professional development, continuing education, and personal enrichment needs of the full spectrum of traditional, nontraditional, domestic, international, professional, and continuing education students throughout and beyond Los Angeles.

Manage & Coordinate Administration of Dean's Office

1. Anticipates business needs of the Dean to achieve an optimally efficient work environment while exercising sound judgment, exhibiting tact, diplomacy, collegiality, and professionalism, while maintaining confidentiality in order to protect the integrity of the Dean's office. (E) 

2. Responsible for the development, maintenance, and adjustment of the Dean's overall meeting and travel calendar. Schedules Dean's meetings with the UNEX senior leadership, UCLA campus, and other external entities. Schedules Dean's standing individual, group, and committee meetings. Initiates convening of ad hoc meetings when issues require. Constantly re- prioritizes and re-adjusts schedule in response to changing circumstances. Coordinates the above meetings with the scheduling of the Dean's routine meetings with direct reports. (E) 

3. Collaborates with Academic Department Directors, the Director of Development, and the Director of Government and Community Relations on events management and logistics requiring the Dean's participation. (E) 

4. Drafts and/or edits confidential routine and urgent correspondence (electronic and hard copy). Prepares letters for the Dean's signature. (E) 

5. Working together with communications staff, creates PowerPoint slides for Dean speeches or presentations, talking points, press releases, quotes, invitations, and event programs. (E) 

6. Checks correspondence and reports for accuracy, consistency with other documents and plans, and clarity for the intended audience. (E) 

7. Screens and processes large volume of correspondence on a daily basis, including electronic mail and telephone calls. Responds, consults, or delegates to appropriate office/individual for follow up action. (E) 

8. Participates in the development and implementation of efficient and effective systems for managing information, projects and communications to ensure accurate and timely responses. Implements related business processes. (E)

50%

Analysis

1. Locates, collects and synthesizes information and briefs the Dean in advance of meetings, conferences, and travel, allowing sufficient time for review and assessment. (E)

2. Researches, compiles and summarizes issues, policies and concerns; provides background information, talking points and briefing materials for the Dean. (E)

3. Briefs the Dean on concerns and requests of significance and urgency presented by associate/assistant deans, directors, and Dean's Office staff. Drafts responses as directed by the Dean. (E)

4. Maintains a comprehensive list of initiatives and assignments, including actions delegated. (E)

5. Analyzes information and provides the Dean with updates to determine whether specific issues warrant direct involvement of the Dean. Acts on the Dean's behalf to determine individuals and/or offices with responsibility for addressing specific issues. (E)

6. Operating as a member of the greater Dean's office team, collaborates with the associate/assistant deans, and the Dean's staff on overlapping situations, concerns, issues, and operations to ensure tasks are completed promptly. (E)

25%

Represent Dean's Office & Serves as Liaison

1. Represents the Dean's office to a wide spectrum of high-level on-campus, local, national, and international constituents including international dignitaries, higher education executives, distinguished faculty, donors, and candidates for executive leadership positions. (E) 

2. Initiates resolution on behalf of the Dean with numerous campus entities at all levels using a strong base of knowledge of the process and policies of the Dean's office and UCLA, UCOP, and UC Regents policies and procedures. (E) 

3. Makes high-level contacts of a sensitive nature, internally and externally requiring discretion and diplomacy. (E)

10%

Special Projects

1. Manages all logistics of Dean's Council, comprised of all academic and administrative directors. Tracks issues that require input or action from the associate/assistant deans and directors and topics of interest for the Dean; invites members and outside guests (e.g., vice chancellors, vice provosts, subject matter experts) to give presentations or discuss new system-wide and campus initiatives. Maintains schedule and membership roster and communicates with the Council on a regular basis to convey information on behalf of the Dean. (E) 

2. Manages and coordinates the logistics of the UCLA Extension Board of Advisors and the UCLA Extension Equity, Diversity, and Inclusion (EDI) Committee. Coordinates closely with the UCLA Extension Director of Development on matters related to the Board. Coordinates closely with the UCLA Extension Co-Chairs of the EDI Committee. Maintains membership roster and communicates with both groups on a regular basis to convey information on behalf of the Dean. (E) 

3. Proactively responds to assist the Dean under crisis conditions. This includes constantly reprioritizing as the circumstances warrant, applying emergency protocols appropriately, consulting other UNEX leadership as necessary, and apprising the Deans of any new developments. (E)

10%

Ensure with University Regulations

1. Prepares Dean-related reimbursement requests according to university policies and guidelines and ensures that they include an adequate justification. (E) 

2. Monitors and facilitates reporting requirements for public entities, and regulating bodies including online training, conflict of interest compliance, Outside Professional Activities (OPA), Annual Report to the Regents on Compensation (AREC), Statement of Economic Interests, Form 700, and ancillary documentation. (E)

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

in related area and / or equivalent experience / training.

Required

7 years

Minimum of 7 years of professional office work experience.

Preferred

And

3 years

Minimum of 3 years of professional experience as an executive assistant.

Preferred

Works effectively with conflicting demands, changing priorities, and a very heavy workload; ability to carry out multiple tasks, prioritize competing demands, and meet deadlines.

Required

Proven ability to organize administrative work functions in an efficient and effective manner and exhibits exceptional judgment and organizational skills.

Required

Particular attention to detail, accuracy, and follow up with excellent communication skills, with particular attention to context, precision, and clarity.

Required

Works collaboratively with other departments, campuses, and external units: interacts collegially and diplomatically with all levels of staff as well as posses the ability to work well independently and as a member of a team.

Required

Proven skills to quickly evaluate complex issues and identify multiple options for resolution.

Required

Excellent proofreading and editing skills, with particular attention to precision, logic, and clarity.

Required

Superior ability to compose correspondence and a wide variety of documents using appropriate vocabulary, grammar, spelling, punctuation, context, etc. Ability to assume responsibility for the final editing and quality of all written material leaving the office of the Dean.

Required

Thorough knowledge of common campus-specific and other application software.

Preferred

Strong customer service orientation, with excellent interpersonal skills.

Required

Ability to communicate effectively with all levels of staff, faculty, alumni/donors, students and external constituencies; both verbally and in writing.

Required

Experience supporting a senior executive leader and ability to use high-level discretion and maintain a high level of confidentiality.

Required

Ability to function well under pressure and to take quick and effective action as required by the circumstances.

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.

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:

Non-University Setting(s)

Location:

UCLA Downtown 433 S. Spring Street Los Angeles, CA 90013

•

Commonly used office equipment.

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.