Center Assistant

BLANK AST 2 (004723)

UCPath Position ID: MI-DPT558400-JC004723-PD169010

Position Description History/Status

For Reference ONLY - PeopleAdmin JA Number:

1109817

Approved Date:

2/26/2025 6:16:53 PM

Date Last Edited:

2/26/2025 6:16:50 PM

Last Action Effective Date:

6/2/2023

Organization Details

Business Unit (Location):

LACMP

Organization Code:

8400O

Organization:

CONTINUING EDUCATION

Division Code:

8420D

Division:

DEAN, UCLA EXTENSION

Department:

558400 - UNEX: FACILITIES MANAGEMENT SERVICES

Position Details

UCPath Position Number:

MI-DPT558400-JC004723-PD169010

Position Description ID

169010

UC Payroll Title:

BLANK AST 2 (004723)

Business Title:

Center 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:

40207079

Reports to Payroll Title:

ADMIN SUPV 1

UCPath Department Head Position Number:

40042528

Department Head Payroll Title:

FAC MGR 1

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

UCLA Extension is considered one of the top programs of its kind, offering to more than 35,000 students per year approximately 4,500 classes and non-degree certificate programs to meet the professional development, continuing education and personal enrichment needs of the full spectrum of nontraditional students as well as companies and organizations throughout and beyond the Los Angeles region.Under the direction of the on-site Center Manager, The Center Administrative Assistant will be responsible for day-to-day classroom operational duties at various UCLA Extension (UNEX) Metro Centers in addition to providing first tier audiovisual (AV) and technology support. Assignments are determined by departmental needs and programming priorities. A full complement of Extension academic programming, instruction and events are held for a high volume of students, subscribers, and visitors in these learning centers. Institutional instructional efforts and processes culminate at the learning centers when classes commence, and it is one of the primary responsibilities of the Center Assistant to ensure that the building and classroom conditions are optimal for high quality instruction and learning to take place. The incumbent is responsible for assisting with aspects of coordinating daily center operations through maintenance of the classroom activity database and ensuring proper room assignments and furniture configurations. First tier technology support duties entail assisting instructors, students and staff with basic workstation video, audio conferencing and learning management platform technical support; ensuring that daily classroom AV needs are met in a timely manner and assisting staff and instructors with basic technical customer service issues. All Metro Center staff are trained to implement and assist in UCLA emergency response plans (i.e., safe evacuation of the building, sheltering in place, assisting others) when necessary.Access, Equity, Diversity, and Inclusion (AEDI) is one of UCLA Extension's guiding principles. We strive to extend access to UCLA, our programs, and services to underrepresented communities and populations, while serving as a model organization for AEDI in the field of continuing higher education. Committed to attracting and retaining diverse staff & instructors, UCLA Extension welcomes your experiences, perspectives, and unique identity. Please visit our website dedicated to our AEDI efforts as an organization: https://www.uclaextension.edu/about/equity-diversity-inclusion

CENTER OPERATIONS

1.Oversee essential center operations (i.e., open/close classrooms, computer labs; arm/disarm security system; lock perimeter doors; serve as the primary contact person for instructors and students during a perceived emergency; monitor the assignment of key-tracking system; recognize and resolve potential emergency situations).  

a) Report and document all problems and out-of-the-ordinary occurrences/situations.

b) Report and document any malfunctions, interruptions or damage to building systems, (i.e., electrical, plumbing, HVAC, etc). Notify Center Coordinator of all problems and concerns requiring immediate attention.

c) Report and document any damages or unsafe conditions to the building space, contents and/or Extension resources (i.e., furniture, flooring, walls, fixtures, etc).

2. Facilitate all aspects of student, visitor, instructor, and general public transactions with UCLA Extension.

a) Monitor access to computer labs and/or classrooms based on the schedule and as needed.

b) Distribute all incoming class/event materials to appropriate classrooms and/or instructors.

c) Deliver emergency information packets to instructors and collect a signed acknowledgment form. 

d) Advise building users, independent contractors and outside vendors of applicable UCLA and Metro Center policies and procedures.

3. Confirm that classrooms are appropriately assigned by Program Services. Verify that the amenities, occupancy loads, and enrollments match the instructional needs.  

a) Confirm that classroom furniture in rooms matches instructional needs.

b) Responsible for the daily set up of classroom furniture based on instructional needs.

4. Ensure that general routine maintenance is consistently followed to maintain safety standards, and the fresh appearance and ambience of the Center.

5. Identify and implement actions necessary to perform classroom set-ups. Coordinate and work with independent contractor as directed.  

a) Verify that all audio-visual equipment is located in its proper assigned area(s) in each classroom/PC lab.

b) Respond to A/V hotline requests and collaboratively work with UNEX Audio-Visual Department as needed.

c) Facilitate immediate resolution of AV equipment related problems, informing the ITAV dispatcher/manager, the Center Coordinator and/or the Computer Lab Manager as appropriate.

6. Ensure safety of students, instructors, and staff by following UCLA Extension's Injury and Illness Prevention Program. Keep Emergency response procedures readily available. In the absence of the Center Coordinator, take appropriate actions to provide guidance and direction to students, instructors and visitors to safely respond to the emergency situation.

7. Represent UCLA Extension at the Metro Centers, serving as the institutional contact for all internal and external customers; instructors, students, vendors, property management and visitors.

45%

ADMINISTRATIVE SUPPORT

1. Provide administrative support to the Center Coordinator by compiling information for various operational and scheduling reports. 

2. Prepare reports and schedules documenting all Center activities including, but not limited to; parking pass distribution, population and instructional session data, quarterly GRID and calendar reports.

3. Continual monitoring of all incoming emails and notifications to ensure that the most current information or changes are being captured at all times.

4. Monitor and replenish department brochure and catalog supplies.

5. Submit supply order requests and maintain adequate levels of essential office and classroom stock.

6. Provide administrative support to Senior Management by compiling information for various operational and scheduling reports.

35%

CUSTOMER SERVICE

1. Represent UCLA Extension at the Metro Centers, serving as the institutional  contact for all internal and external customers; instructors, students, vendors, property management and visitors.

2. Create and maintain positive customer transactions by focusing on providing excellent customer service and disseminating accurate and complete information.

3. Provide applicable Student Services information or referrals regarding the contents of the UCLA Extension catalogs.

4. Facilitate an appropriate and effective resolution of instructor and/or student problems.

5. Triage and escalate misdirected omnichannel inquiries and requests for assistance to appropriate resources in a timely fashion.

6. Direct UNEX staff, instructors, and students to existing training materials, video tutorials, and other resources, assist students and instructors with navigating virtual meetings, and answer customer inquiries.

7. Document unsuccessful connections to UNEX Staff Members and facilitate follow-up with appropriate resources.

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

High School Diploma

High school diploma or equivalent experience.

Required

Proven punctuality and reliability in adhering to scheduled work hours, with the flexibility to routinely work non-standard hours, including evenings and weekends. The position requires working at multiple locations, necessitating reliable transportation to accommodate a varying work schedule.

Required

Ability to recognize and resolve sensitive issues that arise and handle them in a diplomatic, professional and courteous manner.

Required

Ability to read and understand contents of UCLA Extension's catalog, UCLA and Extension's administrative policies and procedures, and internal office guidelines to accurately explain and disseminate correct information or make appropriate referrals.

Required

Demonstrated ability to conduct positive interactions through effective oral communication using business-appropriate language, as well as the capacity to engage with individuals from diverse social, cultural, ethnic, and professional backgrounds. Proven skills in answering telephones courteously and professionally, alongside strong writing abilities to draft clear, concise, and grammatically correct correspondence.

Required

Recent working experience related to property management or the operation of an educational facility.

Preferred

Ability to work in an environment characterized by frequent interruptions and/or distractions while performing tasks that require prioritization and attention to details.

Required

Demonstrated proficiency in utilizing MS Word, Excel, Access, Outlook software applications.

Required

Ability to operate and perform basic maintenance tasks on all standard office equipment (i.e., change cartridges, refill copier, etc).

Required

Ability to lift up to 40 pounds and move classroom furnishings with assistance when required.

Required

Ability to stand, walk and climb stairs and ladders in order to perform Metro Center tasks.

Required

Working knowledge of UCLA's Injury and Illness Prevention Program (IIPP) and the ability to apply appropriate practices.

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:

Non-University Setting(s)

Location:

1145 Gayley Ave. Los Angeles, CA 90024

Standing/Walking

X

X

Sitting

X

Bending/Stooping

X

X

Squatting/Kneeling

X

X

Climbing

X

X

Lifting/Carrying/Push/Pull 0-25 lbs

X

X

Lifting/Carrying/Push/Pull 26-50 lbs

X

X

Lifting/Carrying/Push/Pull over 50 lbs

X

X

Physical requirements other

X

Chemicals, dust, gases, or fumes

X

X

Loud noise levels

X

X

Marked changes in humidity or temperature

X

Microwave/Radiation

X

Operating motor vehicles and/or equipment

X

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.