Division Coordinator, Diagnostic & Surgical Sciences

BLANK AST 3 (004722)

UCPath Position ID: 40874659

Position Description History/Status

For Reference ONLY - PeopleAdmin JA Number:

1133520

Approved Date:

5/30/2025 3:22:08 PM

Date Last Edited:

5/30/2025 3:22:05 PM

Last Action Effective Date:

2/22/2022

Organization Details

Business Unit (Location):

LACMP

Organization Code:

2100O

Organization:

DENTISTRY

Division Code:

2110D

Division:

CLINICAL

Department:

135000 - DENTISTRY

Position Details

UCPath Position Number:

40874659

Position Description ID

167115

UC Payroll Title:

BLANK AST 3 (004722)

Business Title:

Division Coordinator, Diagnostic & Surgical Sciences

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:

40054711

Reports to Payroll Title:

ADMIN OFCR 3

UCPath Department Head Position Number:

40061708

Department Head Payroll Title:

DEAN

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

POSITION SUMMARY

The Administrative Assistant 3 (AA3) will provide comprehensive administrative support to the Division of Diagnostic & Surgical Sciences that is comprised of the sections of Oral Medicine/Oral Pathology/Orofacial Pain, Oral and Maxillofacial Radiology, Oral and Maxillofacial Surgery/Dental Anesthesiology and Interdisciplinary Dentistry..

This position involves working both independently and as part of a team on various projects. The role supports the academic functions of the division, which involve full-time and part-time faculty, pre-doctoral dental students, residents, postdoctoral students, preceptors, and visiting scholars. Responsibilities include educational support, faculty and division support, and financial management.

Educational & Program Support

1. Assist the Division and Section Chairs and team in all areas of administration and special projects as needed. Responsibilities include reports, events, interviews, and lectures.

2. Maintain confidential files on servers in multiple categories, updating office forms and files. Organize, copy, file, and maintain a wide variety of materials. Properly allocate correspondence, reports, directives, teaching evaluations, and publications by subject matter to the correct files.

3. Assist course chairs in preparing and posting online course materials and class schedules for all assigned pre-doctoral and post-doctoral courses. Track all student examinations and grades, and demonstrate proficiency in using all online educational platforms used for the courses taught in the Division.

4. Contact lecturers to confirm teaching assignments and lecture dates, and solicit equipment and room requests.

5. Coordinate applications, interviews, events, and projects for the Division's Residency Programs using various online platforms such as ADEA PASS.

6. Act as a coordinator with the Postdoctoral Application Support Service (PASS) and work with the Dentistry Postdoctoral Office.

7. Provide departmental support for Preceptor Programs, Visiting Scholars, International Residents, and ACT programs. Work with all needed areas, including University Extension and Academic Personnel.

8. Communicate with students about their grades in a confidential manner. Schedule makeup exams and maintain logs of grading and makeup exams. Proctor exams as needed.

45%

Faculty &  Section Support

1. Prepare assigned academic faculty dossiers for all academic actions. Engage in email correspondence with faculty and academic personnel offices.

2. Coordinate sectional and divisional faculty meetings by arranging rooms, refreshments, notifying all full and part-time faculties by email, and providing agenda and other materials promptly. Follow up with reminders and notes and take accurate minutes for dissemination.

3. Manage travel arrangements including plane reservations, hotel accommodations, and preparation of all travel-related documents and reimbursements for all Division faculty members.

4. Interface with various School's administration, such as the Dean's Office, Academic Personnel, Continuing Education Office, and Office of Student Affairs, as well as with departments outside the School of Dentistry.

5. Assist in the preparation of the Division Annual Report and maintain academic vacation and sick leave records, submitting hours by the first week of the following month to Academic Personnel.

6. Obtain and provide parking permits to volunteer faculty.

7. Assist faculty with various requests, such as requests for IT support.

35%

Financial

1. Responsible for purchasing as needed for Section chairs or as directed by the Division Chair using correct systems, accounts, and funds using the UCLA procurement system.

2. Create and update Excel spreadsheets of faculty expenses by department name, account, fund, and type of purchase.

3. Work with the Office of Finance to obtain requested current balances on accounts and funds on a quarterly basis as requested by chairs.

4. Reimburse faculty and residents for approved expenses, including travel. Assist in planning all financial aspects of events, including authorizations, financial feasibility, and recharges or reimbursements if required.

20%

•

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

BA, BS, or Master's degree.

Preferred

General knowledge of the UCLA Academic Personnel Policies and/or experience working with policies and procedures of an academic institution.

Preferred

Working knowledge of University accounting forms and procedures and policies.

Preferred

Detailed knowledge of University and School rules and regulations as applied to graduates, and general requirements for degrees and admission at the graduate level.

Preferred

Demonstrated skill using a Macintosh or PC to perform a variety of projects. Intermediate to advance level skills in MS Office Suite, and ability to learn and manage a multitude of disparate new software and online programs for UCLA administrative & programmatic support.

Required

Ability to provide accurate and concise information on the various UCLA policies & programs and between, faculty, students and staff.

Required

Ability to maintain website, email services and to navigate Internet websites for the Section.

Required

Excellent written communication and editing skills and ability to communicate with all levels at the University in an intelligent and tactful manner. Demonstrated ability to compose routine correspondence using grammatically correct English, spelling and punctuation.

Required

Excellent verbal communication skills to speak clearly using appropriate vocabulary and grammar to obtain and convey information accurately. Ability to speak with all levels of personnel and students in the School.

Required

Skill in working independently and as part of a team, prioritizing, and following through on tasks. Detail oriented and careful in all aspects of the job.

Required

Ability to maintain confidentiality of faculty and student files.

Required

Interpersonal skills to work with staff, faculty, students and interface with other departments. Cheerful and pleasing attitude in dealing with others.

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:

UCLA 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.