Blank Assistant 3

BLANK AST 3 (004722)

UCPath Position ID: TBD_4372

Position Description History/Status

Approved Date:

6/13/2025 3:50:20 PM

Date Last Edited:

6/13/2025 3:50:15 PM

Last Action Effective Date:

Organization Details

Business Unit (Location):

LACMP

Organization Code:

1300O

Organization:

LETTERS AND SCIENCE

Division Code:

1311D

Division:

L&S UNDERGRADUATE EDUCATION

Department:

051700 - NEW STU AND TRANSITION PROGRAMS

Position Details

UCPath Position Number:

TBD_4372

Position Description ID

239677

UC Payroll Title:

BLANK AST 3 (004722)

Business Title:

Blank Assistant 3

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:

40062558

Reports to Payroll Title:

Student Advisor Manager 1

UCPath Department Head Position Number:

40062558

Department Head Payroll Title:

Student Advisor Manager 1

CLOSE SUPERVISION - Indicates that the incumbent is assigned duties according to specific procedures. Work is checked frequently, and in addition there may be formal training.

POSITION SUMMARY

Under the direct supervision of the Assistant Dean for Strategic Course Planning and the Executive Director of the New Student & Transition Programs department, the Program Coordinator serves as the primary coordinator for various functions of student and family orientation programs. This includes, but is not limited to: oversight of the online student and family reservation and orientation desktop online systems; provide logistical support to the Assistant Dean for course enrollment management; collaborate with Division of Student Affairs on New Bruin Leadership Academy, and support the overall operations and logistics for orientation, which can include supporting room reservations and catering for all sessions.

The Program Coordinator will also oversee various transition programs within the department. This includes the New Student Mentoring Network, Bruin to Bruin Project, and Orientation Part 2. This position works collaboratively with all professional and student staff in the department, as well as with all departments on campus. The Program Coordinator will be expected to be present for all department events during the academic year and summer. This includes being involved with the recruitment and selection of 100 New Student Advisors, Spring and Summer training, all Orientation Sessions, and university events like Bruin Day.

Program Management

A1. Under the direction of the Assistant Dean and Executive Director, serve as the primary program coordinator for transition programs, including New Student Mentoring Network, Bruin to Bruin Project, and Orientation Part 2 (Essential)

A2. Collaborate with the Division of Student Affairs on New Bruin Leadership Academy, which includes advertising the program, reviewing applications, and being on site as support staff for all programs during the summer. (Essential)

40%

Administrative Support

B1. Oversight of the online student and family reservation and orientation desktop online systems.

B2. Consistent communication with the Division of Undergraduate Education IT team to maintain and manage all online systems managed by the department.

B3. Provide logistical support to the Assistant Dean for course enrollment management. This includes supporting the Assistant Dean for enrollment during all first-year and transfer orientation sessions.

B4. Support the Assistant Dean and Associate Directors in developing assessment tools and reports for the department.

40%

Event and Workshop Planning and Coordination

C1. Serve as one of the primary contacts alongside the Operations Manager for all room reservations and catering reservations for student and family orientation programs.

C2. Collaborates with the Summer Conference team for all housing reservations during first-year orientation sessions’ overnight housing.

C3. Primary contact for various departments on campus to coordinate orientation logistics, including but not limited to: BruinCard Office, UCLA Libraries, and Student Organization, Leadership, and Engagement office (SOLE).

C4. Support the Assistant Dean and Associate Directors in organizing and implementing the recruitment and selection process for 100 student staff. 

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

Bachelor's Degree

in related area or equivalent experience/training

Preferred

Demonstrated skill and ability in coordinating programs, projects, and activities as demonstrated by determining procedures or courses of action, selecting methods and implementation, and prioritizing program objectives and tasks. Demonstrated office administration and program administration skills. Demonstrated knowledge of working in college settings with college students; preferred knowledge of advising to counsel incoming new students as they transition to college.

Required

Ability to analyze and research information and data, and to solve problems and make sound recommendations applying knowledge of university's administration, organization, policies,  procedures, and practices. Skill in working independently, with initiative and minimum direction, prioritizing assignments and completing work in a timely manner when there are changes in workload, changes in assignment, pressures of deadlines, and interruptions.

Required

Working knowledge of NSTP programs, services and procedures. Working knowledge of Counselor Desktop and OASIS (online access to student information systems). Working knowledge of and experience in creating formatting spreadsheets and databases and in producing correspondence, documents, and reports utilizing word processing, spreadsheet, database and file applications, email.

Preferred

Demonstrated skill and ability to make presentations to individuals or groups of varying size which are organized and informative, taking into account varying degrees of expertise and familiarity with program concepts and special language.

Required

Skill in navigating websites, especially UCLA websites dedicated to Academic Programs and  Resources, and conveying necessary information to students and staff. Ability to use discretion, sound judgment and tact in dealing with confidential materials and information.

Required

Effective interpersonal and communication skills and ability to work with employees of all levels and areas to establish and maintain effective work relationships and to convey information concisely, accurately, and tactfully. Skill in interacting with students and other persons from various social,  cultural, economic, and educational backgrounds. Ability to speak one-to-one and to groups using appropriate vocabulary and grammar to obtain and convey information accurately.

Required

Skill in the hiring, training, supervision and evaluation of student staff, including ability to elicit a  high degree of professionalism and productivity from them. Demonstrated skill in interacting as a  team member and working in a collaborative and professional manner with all staff.

Required

Demonstrated ability to develop and implement office procedures to ensure effective and timely  completion of tasks. Must be able to maintain a regular schedule and on-time attendance. Be able  to work as needed in the evenings or weekends for events and meeting support.

Required

Skill in establishing and maintaining organized and accurate files and records. Skill and ability to  quickly organize and analyze data and records.

Required

Demonstrated writing, editing, and proofreading skills to prepare concise, logical, and grammatically correct correspondence, documents, and reports. Skill in creating grammatically and stylistically  correct correspondence

and other written documents with minimal oversight. Demonstrated skill in creating social media  content across multiple platforms (Instagram, Facebook, LinkedIn).

Required

Working knowledge of University purchasing and Bruin Buy systems. Working knowledge of UCLA  Concur system. Working knowledge of University forms and online service protocols.

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.

LOCATION AND PHYSICAL, ENVIRONMENTAL, MENTAL (PEM) REQUIREMENTS

Environment and Work Location Information

Environment Type:

Clinical Setting

Location Setting:

Campus

Location:

Covel Commons, 200 De Neve Drive Los Angeles, CA 90095

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.