Executive Assistant

EXEC AST 3 (007384)

UCPath Position ID: 40090130

Position Description History/Status

For Reference ONLY - PeopleAdmin JA Number:

1103584

Approved Date:

5/23/2024 9:29:45 PM

Date Last Edited:

5/23/2024 9:29:40 PM

Last Action Effective Date:

5/25/2022

Organization Details

Business Unit (Location):

LACMP

Organization Code:

1300O

Organization:

LETTERS AND SCIENCE                    

Division Code:

1310D

Division:

L&S GENERAL                            

Department:

050000 - COLLEGE OFFICE OF THE DEANS

Position Details

UCPath Position Number:

40090130

Position Description ID

169430

UC Payroll Title:

EXEC AST 3 (007384)

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:

E: All Others - Not Confidential

Employee Class (Appt Type):

2 - Staff: Career

Full-Time Equivalent (FTE)

1

SUPERVISION

UCPath Reports to Position Number:

40047490

Reports to Payroll Title:

Admin Ofcr 3

UCPath Department Head Position Number:

40039885

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

The Executive Assistant manages multiple functions and daily operations for the Dean and Assistant Dean of Social Sciences and the College Dean's office, to include scheduling a high volume of meetings, directing and preparing correspondence, coordinating special events, arranging travel, and tracking and submitting expense reimbursements, and processing business purchases under the guidance of direct supervisor and the Dean/Assistant Dean for the division.

Divisional Administrative/Analytical Support

 • Organize the day-to-day operation of the division to ensure that all projects and activities are coordinated and tracked in an efficient manner, often utilizing one or more computer programs. Maintain proper decorum, confidentiality, and sensitivity in all manners regarding the Office of the Deans. (E)

 • Act as liaison for the Dean and Assistant Dean with various units of the University; e.g., faculty, students, staff, campus administrative offices, development officers, donors, and the general public. (E) 

 • Coordinate, disseminate, and/or handle and finalize independently all incoming business correspondence, requests, electronic mail, faxes, and telephone calls to the Dean and Assistant Dean. (E) 

 • Synthesize, both orally and in writing, information for appropriate action or referral. Prioritize a wide range of problems, identifying for the Dean and Assistant Dean those which are significant/urgent. Research and present relevant data and background material for the Dean's/Assistant Dean's perusal. Reorganize priorities if situations change. (E) 

 • 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. (E) 

 • Maintain complex and constantly changing calendars for both the Dean and Assistant Dean, utilizing the computer calendar program; determine if appointment is necessary, or redirect request to appropriate university official, or handle request by resolving issues independently. (E) 

 • Analyze, summarize, and compile background materials for various meetings, using computer spreadsheets or computer graphics as tools for analysis. (E) 

 • Initiate and maintain a filing system for hard copy materials and a filing system for documents stored on the computer; maintain an up-to-date master list of each. (E) 

 • Using various computer word-processing programs, draft and prepare minutes, memos, proposals and correspondence for the Dean and Assistant Dean on a variety of topics related to numerous divisional matters, ranging from routine to confidential. (E) 

Initiate annual appointment process and coordinate appointment of various divisional committees. Act as liaison between committee chairs and the Dean. (E) 

 • Act as staff support to various committees (e.g., search committees, review committees, award committees, etc.) as assigned by the Dean, Assistant Dean, or Supervisor, attending to all relevant duties involved. (E) 

Design and implement computer spreadsheets and/or computer graphics to present research, statistical reports, and tables. Research and compile information for presentation. (E) 

 • Develop and maintain cooperative working relations with College staff and various departmental personnel. Communicate effectively with other University offices in order to obtain or convey information relevant to policy or other institutional matters. (E) 

 • Organize projects and manage time throughout the day to assure the completion of all necessary duties within normal working hours. (E) 

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. (E) 

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

 • Communicate effectively with other University offices in order to obtain or convey information. (E)

50%

Office of the Dean's Administrative Assistance

 • Assume front desk and reception functions in the absence of regularly-assigned staff. (E) 

 • Provide support to other Divisions, Divisional Deans, and Assistant Deans in absence of primary assistant(s), as assigned. (M) 

 • Assist a large volume of visitors coming to the Dean's Office, including high-level executives, administrators, donors, and distinguished guests, as well as faculty, students, staff, etc. Announce appointments for the Executive Dean, Deans, and other administrators in the office. (E) 

 • Operate phones, copier and other office equipment. Screen high volume of incoming calls, independently provide requested information, take messages, or redirect inquiries to other administrators or staff members in the office, as appropriate. (E) 

 • Review, sort, and distribute a high volume of mail (including confidential correspondence) directed to the members of the Office of the Deans in the College of Letters and Science; reroute misdirected mail to appropriate offices. (E) 

 • Responsible for BruinBuy/PAC order processing and travel expense reimbursements for the Office of the Deans. (E) 

 • Other projects as assigned. (E)

20%

Travel Administration

 • Initiate complex travel arrangements for the Dean and Assistant Dean, as necessary, and prepare comprehensive itineraries, when needed. (E)

 • Make airline reservations and request pre-trip authorizations (when necessary) while ensuring adherence to all University policies and regulations. (E) 

 • Arrange for hotel accommodations, assuring that all special needs are met. (E) 

 • Arrange any necessary ground transportation (i.e. rental car, train, etc.) utilizing university partners, whenever possible. (E) 

 • Responsible for the preparation of University forms and expense reimbursements, which requires an understanding of travel and entertainment reimbursement procedures and policies. (E) 

 • Ensure the timely and compliant processing of all reimbursements and ensure that all submissions and payments are accounted for, tracked, and documented appropriately. (E)

10%

Event Coordination

 • Coordinate and/or support event planning for College and divisional events (non-development related) and staff retreats, etc. (E) 

 • Call and schedule planning meetings. Prepare and distribute agendas, minutes, timelines, project plans for assigned events. (E) 

 • 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. (E) 

 • 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 other services. (E) 

 • Coordinate scheduling of attendees and arrange for hotel and travel accommodations, assuring that all special needs are met. (E) 

 • Assess need for and arrange for refreshments, audio-visual or other technical equipment, or any other special needs. (E) 

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

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

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

 • Coordinate event logistics and day off set up. (E) 

 • Work with the necessary campus personnel to assure the adequate and appropriate dissemination of publicity. (E) 

 • Collect, compile and analyze event evaluations. (E)

15%

Scholarly and Professional Duties Support

Act as executive assistant to the Dean and the Assistant Dean in the pursuit of their scholarly and professional duties:

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

 • Serve as liaison between the Dean and all editors, publishers, and co-authors in connection with the production of research papers and textbooks. (E) 

 • Prepare, maintain, and disseminate course materials (e.g., syllabi, readings, exams). (E) 

 • Schedule meetings for the Dean and the Assistant Dean with students and colleagues. (E) 

 • Arrange travel for the Dean and the Assistant Dean to attend conferences, participate in site visits, fulfill duties of committee memberships, etc. (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

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

Required

Ability to research, analyze, compile, and present data in a clear and concise manner.

Required

Computing skills to design spreadsheets, perform word processing, and receive and monitor electronic mail correspondence.

Required

Analytical skills to evaluate information, identify problems, and to suggest solutions and method of implementation.

Required

Ability to exercise judgment and initiative in performing work assignments.

Required

Organizational skills to ensure that short- and long-range tasks are completed in a timely manner.

Required

Writing skills to compose and edit correspondence and electronic mail using correct grammar, spelling, and punctuation.

Required

Interpersonal skills to establish and maintain effective working relationships with superiors, co-workers, subordinates, members of campus community, and public.

Required

Ability to deal tactfully with documents and matters of a sensitive and confidential nature.

Required

Demonstrated ability in arranging meetings and scheduling appointments using a computer calendar program.

Required

Skill in implementing, organizing, and maintaining a complex filing system.

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:

Campus

Location:

Murphy Hall

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.