Professional Learning Administrative Assistant

BLANK AST 2 (004723)

UCPath Position ID: TBD_2993

Position Description History/Status

Approved Date:

1/16/2025 12:31:30 PM

Date Last Edited:

1/16/2025 12:31:27 PM

Last Action Effective Date:

Organization Details

Business Unit (Location):

LACMP

Organization Code:

1120O

Organization:

EDUCATION & INFO STUDIES

Division Code:

1121D

Division:

EDUCATION & INFO STUDIES DIV

Department:

028600 - CRESST

Position Details

UCPath Position Number:

TBD_2993

Position Description ID

234464

UC Payroll Title:

BLANK AST 2 (004723)

Business Title:

Professional Learning 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:

40962426 

Reports to Payroll Title:

PROJECT POLICY ANL 4

UCPath Department Head Position Number:

41051550

Department Head Payroll Title:

HR 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

The Professional Learning Administrative Assistant will play a pivotal role in supporting the administrative functions related to professional learning and state partnerships at ELPA21. This role encompasses a range of responsibilities including supporting a high-capacity leadership team, supporting professional learning activities, tracking professional learning project objectives, documenting project procedures and processes, and serving as a crucial point of contact within the Professional Learning and Products team. The successful candidate will be instrumental in performing administrative duties as assigned to support professional learning workshops and conference presentations and coordinating logistics for professional learning and marketing events. Key duties also include the coordination of essential materials for training sessions and presentations, and proactively tracking and advancing strategic partnership opportunities. This role demands a candidate who thrives in a fast-paced environment, demonstrates acute attention to detail, and possesses robust organizational and communication skills to effectively support and enhance the program's goals.

The Center for Research on Evaluation, Standards, and Student Testing (CRESST) at the University of California, Los Angeles is a leader in educational assessment and evaluation. Housed within CRESST, the ELPA21 program focuses on developing tailored assessment frameworks for English learners. This project leverages CRESST's expertise in research and innovation to create assessments that are both scientifically validated and highly effective in measuring language proficiency. http://www.elpa21.org

Administrative Coordination

A1. Maintain client databases, PL, social media, and division-wide calendars.

A2. Provide certificates, reports, and support badge issuance for workshops.

A3. Track inquiries and resolve access issues for workshops/events.

A4. Document and archive project activities and critical decisions.

A5. Create agendas, notes, and schedules for PL and marketing meetings.

A6. Support travel reports and provide documentation for PL staff.

A7. Maintain updated process documents for administrative tasks.

A8. Order supplies and ensure facilitation staff have workshop materials.

A9. Schedule facilitators and Zoom producers for PL workshops/events.

A10. Assist with sales and service contracts for PL events.

A11. Update workshop materials, flyers, and Box links.

A12. Set up and maintain event registration pages.

50%

Marketing Event Management

B1. Maintain a database of presentations, including event details and feedback.

B2. Update marketing promotional materials as needed.

B3. Set up event registrations.

B4. Track exhibitor submissions and provide support.

B5. Manage pre-conference communication to meet requirements.

B6. Prepare transmittal letters and upload marketing materials to conference sites.

B7. Maintain booth inventory for conferences.

B8. Coordinate shipping and delivery of event materials.

B9. Prepare presentations and handouts per style guides.

B10. Schedule follow-up calls with strategic partners.

B11. Maintain updated process documents for event tasks.

50%

•

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

Associate's Degree

Preferred

3-5 years

Experience as a project coordinator, administrative assistant, or executive assistant.

Preferred

Experience in organizing and managing events, including logistics, material preparation, and onsite coordination

Required

Experience with expense reporting, ensuring compliance and budget adherence.

Preferred

Proficiency in office productivity software like Microsoft Office, especially Excel, PowerPoint, and Word.

Required

Familiarity with project management tools and database systems like Asana, Monday or Airtable.

Required

Ability to identify issues quickly and develop effective solutions in real-time, particularly during events or when managing projects.

Required

High level of accuracy in document preparation, scheduling, and report generation to ensure flawless execution of administrative tasks.

Required

Understanding procurement requirements, managing vendor relations, tracking contracts, and handling vendor invoices and payments.

Required

Competence in managing travel arrangements.

Required

Shows the capacity for efficient task management and execution and excellent time management skills, ensuring that tasks are completed efficiently, and goals are met promptly.

Required

Demonstrated organizational skills with successful experience in coordinating the activities of a busy and productive team coupled with the ability to identify, analyze, and resolve problems as they arise.

Required

Strong verbal and written communication skills, capable of being clear, direct, and concise.

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.

20%

Domestic Travel

Occasional attendance at offsite conferences and meetings

Required

LOCATION AND PHYSICAL, ENVIRONMENTAL, MENTAL (PEM) REQUIREMENTS

Environment and Work Location Information

Environment Type:

Non-Clinical Setting

Location Setting:

Campus

Location:

SEIS Building

Standing/Walking

X

X

Sitting

X

X

Bending/Stooping

X

Squatting/Kneeling

X

Climbing

X

Lifting/Carrying/Push/Pull 0-25 lbs

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

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.