Executive Assistant to the Chief of Police

EXEC AST 3 CX (004702)

UCPath Position ID: TBD_940792

Position Description History/Status

Approved Date:

1/23/2026 7:07:35 PM

Date Last Edited:

1/23/2026 7:07:31 PM

Last Action Effective Date:

Organization Details

Business Unit (Location):

LACMP

Organization Code:

5200O

Organization:

CAMPUS AND COMMUNITY SAFETY

Division Code:

5405D

Division:

POLICE DEPARTMENT

Department:

336500 - POLICE DEPARTMENT

Position Details

UCPath Position Number:

TBD_940792

Position Description ID

250341

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:

40936386

Reports to Payroll Title:

Police Chf Mgr 4

UCPath Department Head Position Number:

40936386

Department Head Payroll Title:

Police Chf Mgr 4

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 incumbent provides high level administrative support and independently manages daily and long-term activities of the UCLA Police Department Chief of Police. The incumbent's duties involve close coordination with all areas of the Police Department and include significant interaction with all areas of the campus and with community leaders. Other liaison duties include the UC Office of the President and other UC campuses. Serve as point person in coordinating and communicating on the chief's behalf with numerous campus entities at all levels with the utmost confidentiality. Independently compiles confidential briefing materials to help prepare the chief for meetings and presentations. Tracks and coordinates action assignments. Handles scheduling of meetings. Prepares and coordinates travel and reimbursements. Regularly handles details and executes work of a highly confidential and critical nature to support the police department.  The incumbent independently coordinates heavy flow of incoming and outgoing communication. Manages complex calendar and travel schedule. The incumbent is responsible for administrative planning, office management, communications, analysis, and writing. Responds to activities, issues, and initiatives of the Police Department in an environment of complexity and urgency that requires creative action, often at times that are not standard to the regular work day. Works as a member of the Police Department administrative management team to ensure the effective operation of the Police Department. 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.

The UCLA Police Department is a leader in providing progressive law enforcement services to an urban campus and its surrounding community. We are dedicated to providing a safe and secure environment for teaching, research, and public service. We do this through patrol, rapid response to calls for service, investigations, education, and implementation of preventative strategies. Our work, grounded in a community policing philosophy, utilizes campus partnerships as the most effective approach for ensuring a safe campus.

Management of Police Department Office of the Chief of Police

1. Coordinate communication requirements for the chief of police, including telephone calls, electronic mail, written correspondence and personal contact, in an environment of complexity and with a high volume of traffic. Design and initiate appropriate responses independently as well as with consultation from police department leadership and other relevant authorities.

2. Carefully analyze all communication for potential response. Conduct research, especially legal research, to provide greater depth of analysis of issues. Direct items as appropriate to the executive leadership. Consult with the chief on critical issues and actions, offering options for response, timeliness, and department implication.

3. Manage calendar and complex daily scheduling for the chief in an environment of changing and critical priorities. Collaborate with other managers and relevant parties on effective calendar and time management to proactively assure the most efficient scheduling and use of time. Advise the chief and others of scheduling changes on a daily and immediate basis.

4. Maintain the filing system of the chief's office, including confidential files. Manage paper and electronic files with accuracy, timeliness, and confidentiality.

5. Directly manage logistics of events such as large scale and small group meetings and individual sessions of a critical and sensitive nature. Generate agendas and meeting materials. Order, collect, and organize materials for meetings. Prepare meeting folders/packets for the chief including confidential background information and follow-up materials.

6. Track confidential action items for the chief. Consult with police department leadership and others about timing, deadlines and specifications of responses to campus and other entities.

7. Create, edit and finalize memoranda, correspondence, presentation slides and related materials, reports, press releases, graphics, digital content, and infographics for the chief using Google Slides, Microsoft Word, Power Point, Adobe Illustrator and related technology.

8. Administer travel and meeting arrangements including preparation for out- of-town meetings, conferences, seminars, and training, researching information and compiling related materials and data to be used in meetings. Initiate reimbursement to the chief for travel and other expenses using electronic systems, assuring accuracy and timeliness.

9. Make necessary meeting arrangements, coordinate distribution of confidential meeting materials, greet participants, and attend meetings when appropriate. Record meeting and event elements and decisions through writing accurate and concise minutes and summaries. Follow-up on action items.

10. Coordinate Police Department office-wide calendars and schedules for meetings, events, and vacation schedules for the department to ensure adequate staffing. Keep chief appraised of staff availability as required.

11. Serve as point person in coordinating and communicating on the chief's behalf with numerous campus entities at all levels.

60%

Process Management

1. Design and manage administrative processes and systems to support the Police Department. Collaborate with other Police Department staff to assure appropriate and timely communication and office logistics. Direct and train other staff as needed to assure appropriate protocol and responsiveness. Actively participate in process improvement, office communication, and emergency planning and response.

2. Relay actions to the appropriate staff within the Police Department, and others. Respond to executive queries independently and at the direction of the chief.

3. Analyze and represent data relevant to the chief and functional areas using spreadsheet software and other tools.

4. Write and/or copy edit presentations, speeches, statements, reports, memoranda, brochures, web content, and analyses for multiple functions and audiences.

5. Represent information to diverse audiences using a variety of presentation tools.

6. Accurately convey complex information orally to individuals, small group meetings, and larger audiences.

7. Manage all information with discretion and confidentiality as warranted.

8. Review, revise and prepare confidential briefing materials, speeches, and talking points including for collective bargaining matters and police officer discipline.

9. Manage all logistical aspects of the chief's service on various outside boards or committees. Assure compliance with University policy and service on these boards.

10. Use Google Forms or Smartsheet to generate templates and forms as needed for administrative use.

11. Manage all logistical aspects of the chief's interactions with external regulatory bodies, including the Office of the President, UC Regents, and other University, State, Federal or local regulatory agencies or organizations.

15%

Administrative & Research Analysis

1. Conduct independent research using multiple sources, including the internet, legal references, social science literature, and institutional sources. Present results to the chief and other relevant parties. Provide recommendations and follow-up as necessary.

2. Use Microsoft Excel in order to: (a) generate graphs, charts, and tables, (b) produce budgets, and (c) run descriptive statistics.

3. Create sophisticated presentations using Microsoft PowerPoint; transform Excel graphs into PowerPoint animations.

4. Create and manage questionnaires using SurveyMonkey and other software tools; compile results and provide simple descriptive statistics.

5. Create and manage databases using Microsoft Access or other database programs.

6. Collect information into visual formats, such as Infographics.

15%

Backup Financial and Human Resources Assistance

1. Serve as backup to review invoices and bills prior to submitting to the chief for approval. Process statements for payments. Ensure payments are made in a timely fashion and follow up to make certain payment has been received.

2. Serve as backup to other Police Department administrative staff to process purchase orders and other financial matters for the Police Department.

3. Serve as backup for Police Department HR functions by preparing position descriptions and other job description functions in JDXpert and by preparing job requisitions and managing applicant processes in iCIMS Talent Cloud.

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

Familiarity with the police department and university's processes, protocols and procedures.

Preferred

Thorough knowledge of common organization-specific and other computer application programs.

Required

Solid analytical / problem-solving skills.

Required

Political acumen and sensitivities to the differing perspectives and political circumstances within all levels of the organization as well as the Office of the President and external constituencies.

Required

Strong service orientation.

Required

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

Required

Advising and counseling skills.

Preferred

Ability to multi-task with demanding timeframes.

Required

Solid skills in problem identification.

Required

Ability to use high-level discretion and maintain a high level of confidentiality.

Required

Handle sensitive information with discretion, manage confidential personnel records, safety data, and high-stakes communications with professionalism.

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.

CANRA: The position is designated as a mandatory reporter under CANRA. The employee must sign the "Statement Acknowledging Requirement to Report Child Abuse".

Clery Act: The position is a designated CSA (Campus Security Authority) under Clery Act requirements.

5%

Training and Conferences

LOCATION AND PHYSICAL, ENVIRONMENTAL, MENTAL (PEM) REQUIREMENTS

Environment and Work Location Information

Environment Type:

Non-Clinical Setting

Location Setting:

Campus

Location:

Police Department

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.