Faculty Support Assistant

BLANK AST 3 (004722)

UCPath Position ID: MI-DPT025000-JC004722-PD168073

Position Description History/Status

For Reference ONLY - PeopleAdmin JA Number:

500342

Approved Date:

9/3/2024 6:19:07 PM

Date Last Edited:

9/3/2024 6:19:05 PM

Last Action Effective Date:

11/5/2022

Organization Details

Business Unit (Location):

LACMP

Organization Code:

1140O

Organization:

SCHOOL OF LAW                          

Division Code:

1141D

Division:

LAW DIV                                

Department:

025000 - LAW

Position Details

UCPath Position Number:

MI-DPT025000-JC004722-PD168073

Position Description ID

168073

UC Payroll Title:

BLANK AST 3 (004722)

Business Title:

Faculty Support 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:

40097480

Reports to Payroll Title:

ADMIN SUPV 1

UCPath Department Head Position Number:

40947622

Department Head Payroll Title:

ADMIN MGR 1

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 Faculty Support Group at UCLA Law consists of 10 Faculty Support Assistants, 1 Program Faculty Assistant under the supervision of the Director of Faculty Services. Each FSA works closely with assigned Law School faculty members to provide high-level administrative and teaching support.  Duties include: Serve as training and troubleshooting resource for faculty members to ensure that their work is handled smoothly and efficiently. Some coordination and organization of class related events, including guest lecturers, workshops and conferences. Perform general administrative duties to support the teaching and research activities of the Law School faculty members. Assistance in the rpodcution of various publications by faculty members. Exercise judgment and prioritize projects and assignments as assigned. Assist in traiing student workers and coordinate assignments for them to ensure that their work is completed using established departmental policies and procedures.

ADMINISTRATIVE RESPONSIBILITIES

1. Word process a large volume of correspondence, manuscripts, books, course materials, examinations, legal briefs and speeches from rough drafts (handwritten or typed) and audio recordings into final form, completing as many revisions as required by the originator. Produce camera ready teaching manuals for textbooks by assigned faculty members. (E)  2. Perform data entry to set up and prepare reports, letters, and mailing labels. May also work with non-keyboard forms of data, such as scanners and electronically transmitted files, to enter data that cannot be recognized by machines. Manipulate existing data, edit current information or proofread new entries to ensure accuracy and completeness. (E)  3. Use publishers' requirements to prepare and convert manuscripts into proper typesetting or camera ready format within prescribed, sometimes urgent deadlines. (E)   4. Determine ways to organize and store data and maintain databases to ensure accuracy. Combine text, numerical data, charts and other visual graphics to produce complex charts, graphs, and overhead materials for classroom presentation. (E)   5. Proofread and edit all typed tasks to correct errors in spelling, punctuation, ellipses, grammar, sentence and paragraph construction, and conformity of format. (E)   6. Input work for other Law School departments as needed to meet deadlines and relieve heavy workloads. This work involves high levels of quality, accuracy, quantity and speed in preparation. (M)   7. Perform highly confidential and rush jobs using judgment with respect to urgency and relative importance. (E)   8. Cooperate in completing any work assigned to other Faculty Support Group Faculty Assistants to meet deadlines and assume the duties at the desks of other Faculty Support Group Faculty Assistants as requested. (E)   9. Coordinate assignments for Work-Study students and direct their work to ensure that their work is completed using established departmental policies and procedures. (E)

45%

FACULTY SUPPORT RESPONSIBILITIES

1. Reproduce materials and assemble, mount, and distribute materials for Law School teaching courses. (E)  2. Conduct research on the Internet to obtain requested materials. Assemble materials, prepare complicated statistical tables, combine and rearrange text materials from other sources, and/or prepare master copies. (E)  3. Compile library reserve articles and obtain library materials for reference and research; download cases and materials from Lexis/Nexis, WestLaw, HeinOnline, JStor, and/or other digital resources as requested. (E)  4. Reformat and redact downloaded cases, law review articles, and news articles per faculty members specifications. (E)   5. Write Copy Center and next day delivery orders and follow through on delivery and distribution, inspecting for completeness and correctness of the orders. (E)  6. Establish and maintain a variety of files for assigned professors as requested. (E)  7. Collect assigned class projects and/or funds for class materials from students as requested by faculty members. (E)  8. As requested, submit articles for publication via ExpressO and Scholastica. (M)  9. Work with faculty members to obtain copyright permissions for their published books and articles; compile the relevant addresses, send permission request letters, produce and maintain the related record. (E)  10. Mail books and manuscripts. Sort and forward mail to professors who are on leave. Store mail as requested by faculty members who are on leave. (M)  11. Post class notices and assignments on MyLaw Assignment Board as necessary. (M)  12. Scan and/or format hard copy originals into PowerPoint, Word, Adobe PDF, or image files. (E)  13. Place class materials on reserve and/or search the Internet for materials requested by faculty members. (E)  14. Work with faculty members to determine highest priorities, establish guidelines to meet departmental needs, to meet schedules and to ensure completeness and quality of projects. (E)  15. Store completed layouts and relevant printing information on media such as DVD-R, or USB flash drives, or online services such as OneDrive. Transmit the completed electronic projects and/or send media with the completed electronic projects to printers/publishers via messenger or courier service, regular or express mail. (E)  16. As requested, post to and maintain MyLaw web pages for courses of assigned faculty members. (E)  17. As requested, perform various clerical and administrative tasks to support advanced degree programs (e.g. LL. M. and S.J.D. programs). (E)  Such tasks include mailing brochures and application forms to prospective students, receiving and organizing prospective student applications, reading and responding to e-mail and other inquiries from applicants, processing acceptance and rejection letters, handling subsequent correspondence with accepted students and assisting the faculty member(s) responsible for each program with ongoing program administration. 18. Perform other clerical duties as assigned. (M)

45%

Coordination of Faculty Events: Workshops, Colloquia, Symposia, and Conferences

1. Organize all aspects of faculty workshops and colloquia including contacting the guest speakers, advertising the engagement, ensuring lecture room is reserved and set up properly, arranging for audio-visual equipment when necessary for presentations, and ordering food and arranging refreshments in an appealing and professional manner. (E)   2. Act as a point of contact for speakers. Provide speakers and guests with information about UCLA School of Law as requested. (E)  3. Make hotel reservations and other travel arrangements, such as flight reservations, and car rental. (E)   4. Provide secretarial and administrative assistance to assigned faculty members responsible for chairing colloquia and workshops. (E)   5. Before faculty workshops, or colloquia, ensure that adequate supply of beverages is available; monitor and ensure the timely delivery of catered food; contact the appropriate person if food is not delivered, rearrange seating prior to faculty meeting when necessary. (E)   6. Obtain from speaker, prepare, photocopy, post online, and distribute hard copies of the colloquia's papers. (E)   7. Supervise student workers as needed and perform other duties as assigned or as necessary to ensure that the presentation proceeds in an efficient manner. (E)   8. Provide information and help following Campus and Law School guidelines for expense reimbursement requests for incurred by speakers or host faculty associated with the colloquia. Compile and submit relevant reimbursement requests to the Business & Finance Office. (E)   9. Perform other duties and special projects as assigned. (M)

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

equivalent combination of education and experience

Required

Detailed knowledge of advanced features of Microsoft Office applications and Adobe Acrobat to create and troubleshoot complex charts, graphs, in-class presentations, class materials and to meet publisher's camera-ready formatting requirements on a timely basis.

Required

Proven excellent writing skills in composing and editing correspondence and other documents in a clear and concise manner for correct meaning, word usage, grammar, spelling, and punctuation with speed, accuracy, and attention to detail.

Required

Demonstrated ability to speak clearly, distinctly and diplomatically to relay concise, relevant information while using correct vocabulary and grammar.

Required

Demonstrated ability to meet deadlines and keep supervisor and clients apprised of progress or delays of a wide variety of simultaneous tasks in a high-pressure environment with frequent interruptions, fluctuating workloads, and/or short timelines.

Required

Proven interpersonal skills to maintain composure in the face of resistance, indifference, or hostility and cultivate cooperative relationships with coworkers, leadership, and customers including, faculty, staff, students, vendors and the public.

Required

Excellent listening skills to understand needs based on minimal or vague instructions from clients. - Required

Ability to anticipate needs of faculty based on prior requests.

Required

Ability to anticipate needs of faculty based on prior requests.

Required

Demonstrated ability to find creative solutions to unique problems by researching solutions and identifying departmental and university resources in an autonomous and self-guided manner.

Required

Demonstrated ability to closely collaborate within a highly interdependent team to achieve common goals.

Required

Proven organizational skill in optimizing work procedures, identifying challenges, and formulating solutions.

Required

Demonstrated ability to rearrange priorities based on relative importance of job responsibilities when faced with a heavy workload.

Required

Demonstrated ability to organize and implement wide-ranging logistical requirements of events, which include colloquia, symposia, and multi-day/multi-venue conferences.

Required

SPECIAL REQUIREMENTS AND/OR CONDITIONS OF EMPLOYMENT

Background Check: Continued employment is contingent upon the completion of a satisfactory background investigation.

Age Requirement: Candidate(s) must be 18 years or older to be eligible to be hired.

Ability to maintain confidentiality of sensitive information with tact and discretion.

Required

Must be punctual and have consistent and dependable attendance in the office.

Required

Ability to work occasionally during after hours or on weekends, in connection with an organized event.

Required

LOCATION AND PHYSICAL, ENVIRONMENTAL, MENTAL (PEM) REQUIREMENTS

Environment and Work Location Information

Environment Type:

Non-Clinical Setting

Location Setting:

Campus

Location:

Law 3124

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.