Training Assistant

ADMIN OFCR 2 CX (004263)

UCPath Position ID: TBD_189509

Position Description History/Status

Approved Date:

7/11/2025 5:36:46 PM

Date Last Edited:

7/11/2025 5:36:42 PM

Last Action Effective Date:

Organization Details

Business Unit (Location):

LACMP

Organization Code:

1180O

Organization:

LUSKIN SCHOOL OF PUBLIC AFFAIRS

Division Code:

1181D

Division:

SCHOOL OF PUBLIC AFFAIRS

Department:

118700 - LADCFS UCLA ACADEMY WORKFORCE EXCELLENCE

Position Details

UCPath Position Number:

TBD_189509

Position Description ID

242080

UC Payroll Title:

ADMIN OFCR 2 CX (004263)

Personnel Program

Professional and Support Staff (PSS)

Salary Grade:

STEPS

Job Code FLSA:

Non-Exempt

Union Code (Collective Bargaining Unit):

99: Non-Represented (PPSM)

Employee Relations Code:

E: All Others - Not Confidential

Employee Class (Appt Type):

4 - Staff: Limited

Full-Time Equivalent (FTE)

1

SUPERVISION

UCPath Reports to Position Number:

40797360

Reports to Payroll Title:

FAC SUPV 1

UCPath Department Head Position Number:

40065123

Department Head Payroll Title:

PROF-AY

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 UCLA Academy of Workforce Excellence is under a Title IV-E training contract with UCLA and the Los Angeles County Department of Children and Family Services (DCFS). The UCLA Academy of Workforce is a collaboration of seven universities (UCLA, USC, CSULB, CSULA, CSUN, CSUDH, and APU). The UCLA Academy of Workforce/DCFS University Training Center provides training to all levels of Department of Children and Family Services staff. The Training Assistant works with Facilities and Operations staff to Organize and carry out complex, multifaceted training modules in a coherent and efficient fashion; Provide administrative, organizational, programmatic, and virtual training support for the Center's Foundation Academies and other trainings; Comprehensively plan and execute meetings, trainings, and conferences of varying sizes and scopes: Schedule and facilitate all in-service training to Department of Children and Family Services staff and schedule all training sessions sponsored by UCLA Academy of Workforce. This includes virtual training support and proctoring, class schedule data entry, registration, attendance data entry, generate reports, compile training evaluation records, evaluation data entry, and maintain digital and database files/records, coordinate and/or copy presenter's training materials assist in the production of the Center's annual report. The Training Assistant must operate in a complex technical environment using an internet-based multiple software system employing several software products (Google Calendar, LA County LMS (Saba), Moodle, Zoom). Organize and manage day-to-day activities to ensure efficient and effective office operations. Screen and maintain the confidentiality of concerns or complaints presented by staff, trainers, trainees, social workers, consultants or the general public. Respond to request for information regarding the program, policies, procedures and regulations. Responsible for assisting with on and off-site trainings and providing in person and virtual administrative support as needed, classroom set-up, registration, parking, and facilitation.

The LADCFS + UCLA Academy of Workforce Excellence operates under a Title IV-E training contract between UCLA and the Los Angeles County Department of Children and Family Services (LADCFS). In collaboration with seven universities—UCLA, USC, CSULB, CSULA, CSUN, CSUDH, and APU—the Academy provides comprehensive training programs designed to equip LA Department of Children and Family Services (LADCFS) staff at all levels with the skills and knowledge necessary for child welfare services. The Academy facilitates foundational training, in-service education, and specialized off-site programs to enhance professional development. With a focus on workforce preparedness, operational excellence, and innovative training methodologies, the Academy plays a critical role in shaping the future of child welfare professionals in Los Angeles County.

Training Facilitator Duties

Locate and reserve training rooms and event venues both on and offsite; work with venue personnel, building facility staff, hotels, County facilities, vendors, and caterers, to secure space, parking, and to coordinate logistics. (E)  Determining the specific needs for each training session (i.e. food and beverage set-up, room layout, audio-visual needs, virtual training or in person location set-up, and training materials). (E)  Oversee training calendar scheduling and send out necessary correspondence, make arrangements for trainers and speakers as necessary. (E)  Coordinating the copying of training handouts and materials (either in-house or through a copying center). (E)  Delivering training materials and/or equipment to the training room   on/offsite. (E)  Coordinating a trainer's audio-visual equipment needs and assuring that the equipment is on-site, ready to use. (E)  In person or virtual Training set ups using a video communications platform and/or Room set-ups including arranging tables and chairs, audio- visual set-up, distribution of training and or evaluation materials, refreshments, sign-in attendance sheets and evaluation forms. (E)  Assisting trainees with building access approvals, registration, on- site parking reservations and validations, and communicating the Center's policies regarding attendance and use of the facility during the training. (E)  Work with Trainer Coordinator on AWE sponsored training classes which includes the ability to communicate well with trainers and trainees and to problem-solve training issues as they arise before, during and after a training module. (E)

40%

Data Entry and Report

generation; Utilizing Learning

Management Systems,

Evaluation System, and othe

Work semi-independently in a complex technical operating environment utilizing internet-based information systems and several software products (Saba, Bruin Buy, Time Sheet Reporting (TRS), Travel Express, Google Calendars, Survey Monkey, Moodle, Zoom and others as assigned). (E)  Schedule in person and virtual training sessions/meetings; Offer Training Assistance (TA) including operation of videos/audio, chats, breakouts, polls, etc. (E)  Assure that scheduled training information is released to the website(s), is provided to trainees and trainers, is accurate, formatted correctly and timely. (E)  Enter registrations of DCFS staff to enroll in scheduled classes received by email, fax, and   telephone;  verify   that   the   trainee    fits any criteria specified for entry into the training. (E)  Monitor registration status of trainings and wait-list trainees when training is full.(E)  Support the development and monitor master and topic calendars for all scheduled   training events. (E)  Monitoring registration and developing communication methods to enhance course attendance (E)  Coordinating and Maintaining the Center's electronic Training Calendars and room scheduling calendars with DCFS and other AWE staff members. Input and update training calendars. (E)  Cancel registration of DCFS staff as necessary when requests are submitted by trainers and trainees. (E)  Generating sign-in sheets for pre-registered trainees from the LMS database and assuring that attendance sheets are available and properly completed at training. (E)  Distributing and collecting training evaluation and trainee feedback forms, enter responses to the Evaluation database and transmitting forms to the evaluation director or designee upon request (E)  Creating and maintaining any data bases associated with training deliverables. (E)  Generating reports as requested for upcoming training and on completed training. (E)  Produce certified training reports, completion status, no-show reports, and summary reports of developed training, presentations, attendance, and demographics of trainees as requested. (E)

30%

Administrative Functions

Provide administrative support to the Facility Director, Training Director and, Training Managers, Trainers and Consultants as well as in-person staffing and virtual training assistance support for the Center's Foundation Academies and other trainings. (E)  Provide updated information to maintain and modify AWE  website, including content, geographical and media displays. (E)  Collect and suggest improvements, enhancements, and monitor website for consistency, cross referencing, and compliance with University standards for website content and development (E)  Review and prioritize incoming correspondence and reports on behalf of the AWE Directors; Distribute incoming mail and packages to Center staff. (E)  Draft letters, perform word processing duties, and proofread for accuracy. (E)  Provide general office support. i.e.coverage for Front Receptionist area as assigned; Greet office visitors and answer telephone calls, screen and direct calls to appropriate person. Respond to requests for information regarding  facility, programs, policies, procedures and regulations. (E)  Interact with high-level contacts, DCFS managers, supervisors and workers, Academy participants, program participants. Handle sensitive information related to actual DCFS cases utilized in the training. (E)  Organize, develop and maintain a variety of records, files and departmental reports, including but not limited to information of a confidential nature; verify data for accuracy, completeness and compliance with established procedures (E)  . Maintain Training Center's LMS training forms, presenters' files and original training materials for each presentation. Produce hard copies when requested for verification and audit purposes. (E)  Maintain inventory of training and office supplies as needed (E)

30%

•

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

in related area and / or equivalent experience / training

Preferred

5+ years

of admin experience

Required

Demonstrated ability to use the LMS software programs: Cornerstone, Skill in operating a virtual training platform (Zoom); Word processor using Microsoft software suite, including Word, Excel and Power-Point.

Required

Must be able to productively utilize the aforementioned systems, understanding conceptually the hierarchical organization within each software system for maximum efficiency, and the interactive capabilities and features between software systems and the Internet-based website

Preferred

Demonstrated ability to produce, correspondence, and other written materials using excellent grammar, spelling, and punctuation. Ability to proofread and edit copy.

Required

Ability to organize and carry out complex, multi-faceted training modules in a coherent and efficient fashion

Required

Ability to organize materials, schedules, and database systems to meet various objectives and deadlines. Ability to create and maintain logical and well-organized computer and digital or paper files and records.

Required

Demonstrated ability to work independently in a satellite location and be adept at managing multiple and frequently changing priorities.

Required

Ability to interact effectively with Center staff, trainers, other Consortium staff and all levels of DCFS staff by telephone, email, or in person to accurately perform tasks and responsibilities.

Required

Oral communication skills to speak effectively, to engage in fact finding, to convey information clearly and accurately, and to clarify conceptual issues and policy matters related to the Center on Child Welfare.

Required

Ability to maintain confidentiality at all times and to represent the Director in a professional and courteous manner.

Required

Skill in recognizing an emergency or high priority situation and taking appropriate and immediate action

Required

Ability to interpret, apply and explain training rules, regulations, policies and procedures of the AWE to trainees.

Preferred

Physical requirements include the ability to stand for several hours, reach, grasp, walk, sit, carry, bend, stoop repeatedly, and lift and transport training materials and supplies to training rooms and venues. Ability to provide own transportation to travel to training sites.

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.

E-Verify Check: The position is funded by federal contracts/subcontracts requiring UCLA to notify job applicants that an E-Verify check will be conducted and the successful candidate(s) must pass the E-Verify check.

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.

LOCATION AND PHYSICAL, ENVIRONMENTAL, MENTAL (PEM) REQUIREMENTS

Environment and Work Location Information

Environment Type:

Non-Clinical Setting

Location Setting:

Non-University Setting(s)

Location:

1149 S Hill St. Los Angeles CA. 90015

Standing/Walking

X

X

Sitting

X

X

Bending/Stooping

X

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

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

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.