Academic Programs Administrative Assistant

BLANK AST 2 (004723)

UCPath Position ID: 41020538

Position Description History/Status

For Reference ONLY - PeopleAdmin JA Number:

1139947

Approved Date:

2/28/2025 8:11:58 PM

Date Last Edited:

2/28/2025 8:11:55 PM

Last Action Effective Date:

7/13/2023

Organization Details

Business Unit (Location):

LACMP

Organization Code:

2100O

Organization:

DENTISTRY

Division Code:

2110D

Division:

CLINICAL

Department:

135000 - DENTISTRY

Position Details

UCPath Position Number:

41020538

Position Description ID

167804

UC Payroll Title:

BLANK AST 2 (004723)

Business Title:

Academic Programs Administrative Assistant

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:

40039549

Reports to Payroll Title:

HS CLIN PROF-HCOMP

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 employee will be responsible for providing administrative support for the UCLA School of Dentistry (SOD)'s curriculum through the learning platform, Bruin Learn (BL), but is not limited to this specific platform. The employee will enroll students, faculty and course administrators to courses every quarter. The employee will also create course pages for each course each quarter. The employee will work with the Coordinator of Curriculum and Academic Affairs to ensure that all courses are updated and maintained. Course syllabi will need to be maintained quarterly through regular communication between this employee and course chairs. Using BL, employee will generate reports and analysis as needed for CODA accreditation and quality improvement in the delivery of educational material on BL.The employee will have set office hours to assistance for students, faculty, and staff in navigating BL.The employee will also be involved in creating teaching content for faculty and staff through BL at least annually and more often if needed. This employee will also be maintaining the course calendar for each class each quarter, the academic calendar, course lists and events on the SOD website on a quarterly basis or more often as needed. The Course lists will need to be maintained at least annually on the school website. As such, the employee will also work with faculty and Facilities department to coordinate room reservations for courses and final exams weeks as needed. As part of the Academic Programs Section, the person will work with the Coordinator of Curriculum and Academic Programs (or equivalent) in areas such as but not limited to curriculum research, data management and continuous quality improvement of teaching and learning - for dental students, and faculty. This employee will also be expected to support the School in the accreditation process as needed in the capacity of this position. The employee will need to provide staff support to the CODA committees as assigned. This staff member will be expected to work independently on projects requiring minimal direction as well as maintenance of current workflows, but will also be expected to interact well in a team setting for projects requiring collaboration or coordination with other Sections of the SOD.

Bruin Learn Support, Scheduling and Website Management

1. Create course pages for all courses in the SOD on Bruin Learn (BL).

2. Enroll all students, faculty and administrators for courses each quarter.

3. Maintain up to date course syllabi for each course each quarter.

4. Create and present learning content for faculty and staff to use the teaching tools available on BL.

5. Create a course schedules on Bruin Learn calendar for each dental class each quarter.

6. Maintain and upload the Academic Calendar on the website.

7. Maintain the course lists available on the school website.

8. Maintain other curricular content on the school website as needed.

9. Coordinate and make room reservations (AdAstra) for courses, and examinations during finals week for each quarter.

10. Generate reports from BL as needed for CODA accreditation and quality improvement for curricular delivery.  

11. Have office hours on a regular basis to assist faculty, staff and students for navigating on BL.  

12. Serve as a liaison between the dental school and the LMS team for BL.

13. Serve as administrative support for various curricular or CODA related committees - to include scheduling meetings, taking minutes and follow up actions.

90%

Other Duties

1. Assist as needed in the coordination and support for faculty, staff and students in Bruin Learn.

2. Assist in the preparation for accreditation as needed.

3. Other duties that may be assigned by the Coordinator of Curriculum and Academic Programs Manager (or equivalent) and/or the Associate Dean of Academic Programs.

10%

•

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

Preferred

Office setting

3-5 years of experience in an office setting

Required

Excellent computer skills and demonstrated proficiency using a PC or Mac to perform word processing and database management projects with speed and accuracy using Microsoft Word, Excel, Access, Outlook, Power Point and Acrobat.

Required

Demonstrated ability to adapt instructional materials created for one format to another format (usually this is adapting materials from face-to-face to e-learning).

Required

Ability to learn and instruct others in the use of new technology solutions and software programs.

Required

Excellent interpersonal skills to work with staff, faculty and students and interface with other departments.

Required

Demonstrated skill to work independently, prioritize tasks, analyze needs, develop and implement solutions in a timely and effective manner.

Required

Ability to maintain confidential electronic information sensitively and appropriately.

Required

Ability to search literature and appraise research evidence on instructional technology and health science education.

Required

Working knowledge of distance learning systems.

Required

General understanding of health science education concepts and theories.

Required

Ability to learn how to use an electronic learning platform (Bruin Learn/Canvas), room reservation system (AdAstra) and an electronic calendar. Or the equivalents.

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.