Chair's Assistant & Front Office Coordinator

ADMIN OFCR 2 CX (004263)

UCPath Position ID: 40111252

Position Description History/Status

Approved Date:

8/1/2024 8:11:32 PM

Date Last Edited:

8/1/2024 8:11:28 PM

Last Action Effective Date:

Organization Details

Business Unit (Location):

LACMP

Organization Code:

1300O

Organization:

LETTERS AND SCIENCE                    

Division Code:

1350D

Division:

L&S SOCIAL SCIENCES                    

Department:

120500 - SOCIOLOGY

Position Details

UCPath Position Number:

40111252

Position Description ID

214583

UC Payroll Title:

ADMIN OFCR 2 CX (004263)

Personnel Program

Professional and Support Staff (PSS)

Salary Grade:

STEPS

Job Code FLSA:

Non-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:

40061179

Reports to Payroll Title:

ADMIN MGR 1

UCPath Department Head Position Number:

40054439

Department Head Payroll Title:

DEPARTMENT CHAIR

SUPERVISION - Indicates that the incumbent performs a variety of routine duties within established policies and procedures or by referral to the supervisor’s guidelines.

004922

Work-Study Student

.25

004922

Work-Study Student

.25

POSITION SUMMARY

Provide professional-level administrative support to both the Chair and Chief Administrative Officer (CAO). A multifaceted role, which acts as the liaison between the Chair and various campus units, interacting with faculty, students, staff, campus administrative offices, and the general public. Duties include synthesizing written or oral information for appropriate action or referral, prioritizing a wide range of problems, and identifying significant or urgent issues for the Chair and CAO.

Manage the Chair's calendar, compose, edit, and coordinate the preparation of various types of documents, and develop content for the departmental website and newsletter. Additionally, assist the CAO with space allocation and moves, and support both the Chair and CAO in development activities. Responsibilities also encompass academic personnel tasks, such as gathering and preparing documents for faculty and teaching award nominations, and assisting in the faculty recruitment process, including planning candidate itineraries.

Maintaining a high degree of confidentiality and attention to detail is crucial, as is the ability to multi-task in a dynamic environment. This position oversees the professional atmosphere and smooth functioning of the Sociology Department front office, supervise work-study students, assist departmental faculty and graduate students, ensure website content is timely and accurate, and manage frequently-used supplies. Join us to be the backbone of our department, ensuring efficient operations and fostering a professional environment.

The Sociology Department has produced more than 18,000 graduates and contributed to cutting-edge sociological research, in a rich array of subfields, for nearly 70 years. U.S. News and World Report consistently ranks our department among the top sociology departments in the nation. Our faculty occupy national and international leadership positions and have earned the highest recognition from professional associations, including the American Sociological Association, the National Academy of Sciences, and the American Academy of Arts and Sciences. Our students go on to apply their sociological training in a broad range of careers, while making amazing contributions to their communities.

Front Office

1. Oversee the smooth functioning of the front office including greeting visitors, answering telephone calls, and providing information and referrals.

2. Place supply orders for faculty and maintain an adequate level of departmental office supplies.

3. Coordinate orders for desk copies for faculty courses and distribute them to teaching assistants

4. Oversee copier service tracking and reporting for cost control.

5. Accept and organize student class papers for instructors.

6. Oversee the sorting and distribution of departmental mail and packages.

7. Ensure the front office, public areas, kitchen, mailroom, and conference rooms are kept functional and tidy.

8. Supervise the departmental student workers ensuring they are familiar with their assigned tasks and project professional demeanor.

50%

Administrative Support

1. Maintain the Chair's calendar and ensure the Chair is up-to-date on daily business and has what is needed for upcoming meetings. This includes synthesizing written or oral information for appropriate action or referral and prioritizing a wide range of problems, identifying for the Chair those which are significant/urgent.

2. Serve as liaison with campus departments on behalf of the Chair, obtaining information, making requests, and following up appropriately.

3. On behalf of the Chair, disseminate information, schedule meetings, compose, edit, maintain, and update various documents and spreadsheets.

4. Serve as liaison with campus departments on behalf of the CAO, obtaining information, making requests, and following up appropriately.

5. On behalf of the CAO, disseminate information, schedule meetings, compose, edit, maintain and update various documents and spreadsheets.

6. Make all arrangements for departmental meetings, colloquia, receptions and lecture series, including notifying appropriate faculty, staff and students in a timely manner, and arranging for catering orders and equipment for use during the meetings.

7. Assist CAO with faculty and student space assignments, arranging office renovations and moves and placing facilities service requests to ensure moves and renovations proceed smoothly.

8. Assist Chair and CAO with development activities including gathering content for a twice-annual departmental newsletter used for donor and alumni updates and writing thank you letters. Scheduling Development meetings between Chair and prospects. Sociology Board of Visitors (BOV): Meeting logistics (agenda, a/v equipment, venue, catering), Sending email reminders to BOV, Updating website with our BOV information.Commencement: Stewardship follow/up for the commencement speaker (i.e. thank-you gift with note, pictures from event).

9. Assist with activities related to commencement such as ordering faculty robes and hoods, arranging catering services, and other related duties.

30%

Web

1. Using a content management system to ensure web content is kept timely and accurate.

2. Coordinate periodic updates of web content with faculty, staff, and computing staff.

3. Write content for news updates, when needed, including highlighting the research of departmental faculty and graduate students.

10%

Academic Personnel

1. When instructed, independently gather materials in support of award nominations such as the Teaching Award for Senate, Non-Senate, and Graduate Student candidates. Work with faculty nominators to ensure materials are submitted by the appropriate deadlines. (E)

2. Serve as backup coordinator of the Departmental Visiting Scholar Program, corresponding with applicants and working with the appropriate offices, such as the Graduate Division, to secure visas and expedite paperwork and ensure visit proceeds smoothly.

5%

Faculty Recruitment

1. In coordination with the Chair, CAO, and Faculty Review Committee, organize candidate job talk visits, including making travel arrangements as needed, and determining the candidates' itineraries. (E)

2. Publicize candidate visits to departmental faculty and  students and other interested parties ensuring facilities are set up in advance for job talks.

3. Coordinate candidates' reimbursements within the department, working with the Financial Manager and Payroll Coordinator to maintain a record of all search expenses.

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

More than 1 year

Administrative Role

Preferred

Skill in interacting with persons of various social, cultural, economic, and educational backgrounds.

Required

Ability to perform detailed work with a high degree of accuracy.

Required

Ability to work independently and follow through on assignments with minimal direction.

Required

Ability to solve problems, research solutions, and identify departmental and university resources.

Required

Knowledge of information resources within the University

Preferred

Knowledge of University policies, procedures, and regulations.

Preferred

Ability to update Web content and assist others as needed in updating their web content.

Required

Ability to use sound judgment in responding to issues and concerns.

Required

Solid organizational skills and ability to multi-task with demanding timeframes.

Required

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

Required

Ability to use discretion and maintain confidentiality.

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:

Haines 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.