Assistant, Director's Office

BLANK AST 3 (004722)

UCPath Position ID: 40977476

Position Description History/Status

For Reference ONLY - PeopleAdmin JA Number:

1114697

Approved Date:

6/2/2025 2:36:09 PM

Date Last Edited:

6/2/2025 2:36:07 PM

Last Action Effective Date:

4/1/2016

Organization Details

Business Unit (Location):

LACMP

Organization Code:

1210O

Organization:

SCHOOL OF ARTS AND ARCHITECTURE

Division Code:

1211D

Division:

PUBLIC ARTS UNIT

Department:

047500 - HAMMER MUSEUM

Position Details

UCPath Position Number:

40977476

Position Description ID

166090

UC Payroll Title:

BLANK AST 3 (004722)

Business Title:

Assistant, Director's Office

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:

40830073

Reports to Payroll Title:

BLANK AST 3

UCPath Department Head Position Number:

40046322

Department Head Payroll Title:

ACADEMIC ADMINISTRATOR VII

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

Under general direction and reporting to the Manager, the incumbent provides high-level administrative support to the Director of the Hammer Museum. The Assistant, Director's Office must be able to work independently and exercise judgment in prioritizing assignments, establishing creative work methods, and implementing strategies to complete assignments on a timely and accurate basis with minimal supervision. They coordinate communications between the Director and Museum staff; assist and serve as a liaison between the Director's Office and Board Members, donors, VIPs, and Leadership, including preparing briefing materials for meetings and coordinating all interactions with the Museum's broader Development stewardship strategy. The Assistant is also responsible for maintaining paper and electronic filing systems; equipment inventory; purchasing office supplies; editing a variety of correspondences and confidential communications; handling incoming requests and inquiries for the Director; and errands. This position is responsible for creating materials for internal and external meetings; assisting with research for various projects and assembling presentations; planning and coordinating complex travel itineraries for the Director.

The Hammer Museum believes in the promise of art and ideas to illuminate our lives and build a more just world. We champion the art and artists who challenge us to see the world in a new light, to experience the unexpected, to ignite our imaginations.

The Hammer understands that art not only has the power to transport us through aesthetic experience but can also provide significant insight into some of the most pressing cultural, political, and social questions of our time. We present the unique and invaluable perspectives that artists have on the world around us.

A vibrant intellectual and creative nexus, the Hammer is fueled by dynamic exhibitions and programs—including lectures, symposia, film series, readings, and musical performances—that spark meaningful encounters with artistic expression.

EXECUTIVE ADMINISTRATION

1. Perform high-level, administrative duties for the Director, often dealing with highly-sensitive and confidential matters with diplomacy, tact, and discretion.

2. Perform all administrative duties required to maintain and ensure effectiveness and efficiency of Director's Office, including arranging Director's workspace; streamlining Director's Office procedures, preparing expense reports, ordering supplies, and establishing and maintaining files.

3. Maintain complex travel calendar for the Director. Manage logistics and travel preparation to ensure trips are successful and Director's time is well utilized.

4. Make travel and associated plans, including making flight, hotel, car service, auto rental, and per diem arrangements in accordance with UCLA Policy; preparing all related travel documents, detailed itineraries, and expense reports; and coordinating all other materials related to Director's travel, including conference documents and agendas, donor briefings, etc.

5. Organize all incoming and outgoing mail for the Director, handling highly confidential and time-sensitive mail.

6. Compose, edit, type, and proofread business correspondence.

7. Provide daily office support such as handling incoming telephone calls, email, and people that require assistance.

8. Prepare meeting materials for the Director, such as background research, talking points, presentations, project/information packets, presentations and multimedia content.

9. Create and maintain complex filing system for the Director's general files.

10. Work independently on multiple projects as needed to ensure detailed and accurate information is distributed in a timely manner.

11. Photocopy, fax, scan, distribute and/or shred sensitive documents.

50%

DIRECTOR'S OFFICE LIAISON AND REPRESENTATIVE FUNCTIONS

1. Create and prepare high-level reports, presentations, correspondence, charts and other documents, from hand-written notes, existing drafts, or transcribed documentation, making decisions based on knowledge of subject matter as needed to ensure clarity and quality of work.

2. Coordination of necessary logistics for high-level meetings and events including development of agenda, coordination of materials, catering, meeting room and audio-visual requirements.

3. In conjunction with Administrative and Development staff, assist in maintaining and updating Museum's Board of Directors, Board of Advisors, Committees, donor lists and files.

4. Assist with special cultivation and stewardship events and meetings.

5. Serve as liaison to Board Members, donors, VIPs, corporate and community leaders, public officials, and all other key constituents.

6. Serve as point of coordination with Development for all stewardship activities that engage the Director.

7. Provide hospitality to guests of the Director, including greeting, directing, and escorting visitors; arranging for guest passes, exhibition tours, and parking validations; answering questions and directing visitors to other staff and resources.

8. Assist with any onsite events at the Director's home as needed.

30%

SPECIAL PROJECTS

1. Work with Deputy Director of External Affairs on scheduling and identifying, strategizing, prioritizing, and initiating special projects as needed.

2. Manage and provide high-level administrative support on Director's projects and initiatives, including developing and implementing plans, coordinating efforts, maintaining systems,

tracking progress, preparing reports, facilitating communication, and following up on action items.

3. Conduct research as requested by Director and/or directed by Deputy Director of External Affairs on all topics of relevance to the Museum's mission and goals.

4. Assist with Board Travel Program when needed, including research assistance and budget planning.

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

and/or equivalent combination of education and experience/training

Required

Bachelor's Degree

in art history, fine arts, business administration, communication, or a related field

Preferred

1-3 years

Experience working as an executive assistant to a high-level executive or institution head.

Required

Prior art museum experience and knowledge of museum operations, standards, practices, and procedures.

Preferred

Demonstrated organizational skills to set appropriate priorities, meet deadlines, and produce high-quality work despite frequent interruptions.

Required

Demonstrated ability to compose, transcribe, and edit clear, concise and grammatically correct business reports and correspondence.

Required

Exceptional interpersonal and communication skills to interact and effectively deal with donors, Board Members, corporate heads, public officials, UC officials and diverse individuals at the University, city, state and international levels, as well as with museum staff.

Required

Calm and extremely professional demeanor in telephone, correspondences and person-to-person interactions.

Required

Demonstrated skill in providing administrative support including maintenance of travel calendar, making travel arrangements, and managing a high volume of communications (email and phone).

Required

Demonstrated skill in the use of Microsoft Word, Excel, Outlook, Power Point and Teams software as well as Adobe Acrobat, Asana, Raiser’s Edge, Concur, Zoom and Slack.

Required

Highly polished and professional demeanor; ability to assess priority and determine proper handling of all staff and guests.

Required

Proven ability to set priorities; manage multiple and conflicting assignments and deadlines; and work with a fluctuating and dynamic schedule and with little advanced notice and minimal direction.

Required

Ability to discreetly and tactfully recognize and handle sensitive and confidential information.

Required

Highly efficient and attentive to detail, with excellent follow-up skills; self starting, resourceful, proactive, and motivated in performing and excelling in responsibilities.

Required

Knowledge of proper channels and procedures at the University to obtain information and process actions, and ability to judge what information should be passed on to different levels of management.

Preferred

Knowledge of local, national, and international arts patrons, funders, leaders, professionals, dealers, and artists.

Preferred

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:

Other University Setting(s)

Location:

Hammer Museum

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

Other Physical Requirements

If "Physical requirements other" was selected above, please explain (e.g., ability to differentiate color):

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.