Executive Assistant to the Dean

EXEC AST 3 (007384)

UCPath Position ID: 40056875

Position Description History/Status

For Reference ONLY - PeopleAdmin JA Number:

1102944

Approved Date:

6/11/2025 3:07:09 PM

Date Last Edited:

6/11/2025 3:07:06 PM

Last Action Effective Date:

5/1/2021

Organization Details

Business Unit (Location):

LACMP

Organization Code:

2100O

Organization:

DENTISTRY

Division Code:

2110D

Division:

CLINICAL

Department:

135000 - DENTISTRY

Position Details

UCPath Position Number:

40056875

Position Description ID

165577

UC Payroll Title:

EXEC AST 3 (007384)

Business Title:

Executive Assistant to the Dean

Personnel Program

Professional and Support Staff (PSS)

Salary Grade:

Grade 20

Job Code FLSA:

Exempt

Union Code (Collective Bargaining Unit):

99: Non-Represented (PPSM)

Employee Relations Code:

D: Supervisor - Confidential

Employee Class (Appt Type):

2 - Staff: Career

Full-Time Equivalent (FTE)

1

SUPERVISION

UCPath Reports to Position Number:

40061708

Reports to Payroll Title:

Dean

UCPath Department Head Position Number:

40061708

Department Head Payroll Title:

Dean

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

POSITION SUMMARY

Senior Professional serving as administrative assistant to the Dean.  Responsible for administrative, editorial and analytical support to the Dean.  Provides operational expertise on campus policies and procedures and manages administrative functions of the Dean's office suite. Position is an onsite role that supports administrative functions such as meeting coordination, calendaring, communications with internal and external stakeholders.  Position requires excellent interpersonal skills and keen judgment for resolution to confidential and sensitive matters.

ADMINISTRATIVE SUPPORT FOR THE DEAN

1. Function as Dean's liaison in facilitating communications and establishing goodwill with the public, Campus departments/offices, School Divisions/Sections, faculty, administrators, staff, students, various dental organizations, donors, and visitors to the School and University. Establish and maintain other appropriate relationships with universities, community organizations, and leaders.

2. Identify, address, and resolve issues pertaining to the Dean's office and the Dean's Suite that can be handled without Dean's direct attention.

3. Identify and ensure that urgent matters are brought to the Dean's immediate attention.

4. Create and maintain the Dean's calendar; coordinate and schedule meetings, appointments, and conferences, as requested; prioritize meetings and appointments; ensure that the Dean meets his obligations in a timely, accurate and consistent manner.

5. Screen and respond to incoming calls and correspondence (including e-mails); respond to inquiries and requests for information about the School, as appropriate.

6. Coordinate and book travel arrangements for the Dean; make reservations as necessary; prepare all related travel documents and requests for reimbursement; and keep track of travel and vacation schedules for the Dean.

7. Arrange for travel, housing and reimbursement for speakers, and special guests, as requested.

8. Create and maintain files for the Dean, Assistant and Associate Deans, as needed; maintain school files, as needed.

9. Review and sort the Dean's incoming correspondence (including e-mails) and inform the Dean of relevant items to be routed to the Associate and Assistant Deans, Section and Division Chairs, and other administrators.

10. Act as liaison between the Dean and faculty, students, visitors, and other Campus Departments and Units, as needed. Handle and address projects and issues in a timely manner and with a professional demeanor at all times.  

11. Respond to inquiries and requests for information about the School, as appropriate; provide information to administrators, faculty, staff, and students as requested by the Dean.

12. Draft, review, proofread, and/or edit written materials, including but not limited to, correspondence, memoranda, speeches, presentations, special projects, reports, articles, proposals, and manuscripts.

13. Schedule, organize, and arrange catering for meetings; prepare meeting agendas; take, summarize, and disseminate meeting notes and minutes, as needed.

14. Transcribe dictation as needed.

15. Assist the Dean with special projects and/or research projects.

16. Create, monitor and maintain the School's various administrative, academic, and organizational charts online and for the School files.

17. Act discretely and professionally, exercise good judgment, and maintain absolute confidentiality at all times. 

18. Any other projects or tasks as assigned by the Dean.

85%

DEAN'S SUITE MANAGEMENT/SUPPORT FOR ASSOCIATE AND ASSISTANT DEANS

1. Assess and identify the needs of the Dean's Suite; develop and implement plan(s) for the efficient operation of the Dean's Suite, including, facilities, staffing, office supplies and equipment, and storage.

2. Provide assistance, support, training, orientation, and/or supervision to new staff members in the Dean's Suite.

3. Establish and maintain cooperative working relationships with administrators, faculty, staff, and students within the School and campus-wide. 

4. Provide assistance to the Associate and Assistant Deans when needed.

15%

•

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

Collegial and professional demeanor and excellent interpersonal skills to interact with School and Campus administrators, faculty, students, staff and guests in a sensitive, tactful, diplomatic, and friendly manner.

Required

Proven ability to handle sensitive information with discretion and maintain confidentiality of such matters.

Required

Ability and experience to work independently and follow through on projects and assignment with minimal direction and supervision.

Required

Skilled in managing multiple tasks and priorities in environments with frequent interruptions while maintaining professionalism and focus.

Required

Strong ability to prioritize projects and assignments, often with competing or overlapping deadlines.

Required

Excellent verbal communication skills, including the ability to speak clearly and professionally in person and on the phone using appropriate grammar and vocabulary.

Required

Excellent writing and grammar skills at a college level or higher, with strong reading comprehension and ability to understand complex materials and policies.

Required

Demonstrated experience supporting executive-level administrators and managing high-level administrative tasks.

Required

Proficient in Microsoft Office Suite and skilled in using personal computers and office software tools.

Required

Strong attention to detail and organizational skills, with the ability to manage and complete projects in a timely and accurate manner.

Required

Ability to assess situations, define problems, evaluate alternatives, and implement effective solutions quickly and logically.

Required

Willingness to work occasional evenings/weekends for planned events; knowledge of the UC system, academia, or health sciences is a plus.

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.

COVID and Flu Vaccinations: The position is subject to providing evidence of inoculation.

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

LOCATION AND PHYSICAL, ENVIRONMENTAL, MENTAL (PEM) REQUIREMENTS

Environment and Work Location Information

Environment Type:

Non-Clinical Setting

Location Setting:

Campus

Location:

School of Dentistry

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.