Program Assistant

BLANK AST 3 (004722)

UCPath Position ID: TBD_4463

Position Description History/Status

Approved Date:

7/25/2025 3:14:58 PM

Date Last Edited:

7/25/2025 3:14:49 PM

Last Action Effective Date:

Organization Details

Business Unit (Location):

LACMP

Organization Code:

1300O

Organization:

LETTERS AND SCIENCE

Division Code:

1320D

Division:

L&S HUMANITIES

Department:

068000 - ASIAN LANGUAGES & CULTURES

Position Details

UCPath Position Number:

TBD_4463

Position Description ID

240372

UC Payroll Title:

BLANK AST 3 (004722)

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:

TBD_4447

Reports to Payroll Title:

Administrative Supervisor 2

UCPath Department Head Position Number:

40299753

Department Head Payroll Title:

ADMIN MGR 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 general supervision of the Director and the direct supervision of the Associate Director, serve as Program Assistant for the Yanai Initiative for Globalizing Japanese Humanities in the UCLA Department of Asian Languages and Cultures (ALC). Carried out in close coordination with the Program Manager and Fund Manager, Primary responsibilities include: processing purchase orders and travel and expense reimbursements; updating the program's website and listserves; providing event logistics and staffing, including guest travel arrangements, room and catering reservations, name tags and sign-in sheets, and AV assistance; updating calendar; organizing and maintaining program records; processing catalog and poster orders; ordering and maintaining supplies; assisting visiting scholars and graduate students access campus services; and other tasks as needed. Incumbent will also provide clerical assistance to the Director and Associate Director as requested. Hours are 8:00 am-5:00 pm. Occasional in-person evening and weekend hours required.

The Yanai Initiative for Globalizing Japanese Humanities in the UCLA Department of Asian Languages & Cultures was established in 2014 to realize a sustainable, equitable, globally interconnected future for the Japanese humanities. Its activities include the advancement of scholarship on Japanese literature and the arts; support for literary translation; public programs on performance, film, design, music, art, food, and architecture; and the creation of digital educational content.

Purchasing Orders and Reimbursements

In coordination with the Fund Manager, process payments and reimbursements using UCLA Purchasing and Accounts Payable systems such as Concur, PaymentWorks, BruinBuy Plus, GLACIER, Cashnet and Salesforce systems to generate LVOs, purchase orders, travel reimbursements, wire transfer payments, orders, etc., and record information on spreadsheets used to reconcile monthly ledgers. Remain apprised of and trained on UCLA Purchasing and Accounts Payable system, including policy and procedural updates. Initiate online orders for office supplies. Ensure that all charges are correctly accounted for in appropriate accounts. Organize, retain, and update purchase and reimbursement forms for faculty, staff, and visitors to align with campus policy. Maintain accurate records of purchases and expense rep

35%

Operations

Respond to in-person, email, and telephone inquiries from faculty, staff, students, visiting scholars, and the public appropriately and completely. Maintain department notice boards. Provide clerical assistance to the Director and Associate Director. Collect and monitor program mail and ensure it is distributed in a timely fashion. Organize and maintain program records. Maintain log of items, inventory, and fulfillment. Organize and maintain office and supply closet and initiate replacement orders as needed, including office and shipping supplies, visiting scholar apartment supplies, and catalogs, posters, and other promotional objects. Coordinate with ALC staff to issue requests to IT and Facilities to maintain office computers, printers, and physical space as needed.

15%

Visiting Scholar Support

Respond to inquiries from visiting professors and graduate students pre- and post-arrival at UCLA; assist with arrivals, housing move-in, and departures; provide information and assistance with access to campus services and life at UCLA, including IT support, bank accounts, visa requirements, and campus orientation.

15%

Events

Assist the Program Manager with staffing and support for events, including speaker series, workshops, conferences, film screenings, and occasional off-campus cultural programs. Make hotel and parking reservations for visiting speakers and other guests. Reserve rooms and AV services for guest lectures and other events. Purchase food and beverages for receptions. Create and post event flyers. Work with other UCLA offices and third-party vendors for equipment rentals, food purchases, and marketing materials. Provide recharge requests and purchase orders as necessary.

25%

Communications and Publicity

In coordination with the Program Manager, maintain program e-mail list serves, update website, and assist with social media. Assist the Director and Associate Director with correspondence with faculty, students, staff, visiting scholars, and the general public, and with collaborators in Japan. Maintain staff calendar.

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

High School Diploma

or equivalent experience

Required

Bachelor's Degree

in related area and / or equivalent experience / training

Preferred

Ability to establish and maintain cooperative working relationships with faculty, students, and staff.

Required

Skill in proper use of spelling, grammar, and punctuation to edit typed material.

Required

Ability to exercise tact, discretion, and diplomacy, and to maintain confidentiality.

Required

Working knowledge and understanding of university-wide policies and online systems, such as Purchasing and Accounts Payable, BruinBuy Plus, and Concur to prepare requisition, reimbursements, and travel reservations.

Preferred

Ability to use PC and Mac, MS Word, MS Outlook, MS Excel, Zoom, web browsers, and the Google Suite.

Required

Ability to work accurately with detail while juggling multiple priorities under minimal supervision. Demonstrated ability to be punctual with all work-related items. Excellent organization skills.

Required

Demonstrated experience in a customer service, administrative, or project coordination role. Ability to provide proactive assistance and deliver high quality customer service in a timely manner.

Preferred

Skill in speaking clearly and distinctly to obtain and covey information to individuals at various organizational levels and from various cultural backgrounds.

Required

Oral and written proficiency in Japanese language.

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.

Conflict of Interest: The position is subject to the University Conflict of Interest Code required by the Political Reform Act of 1974. The candidate(s) selected will be required to complete financial statements for public record.

CANRA: The position is designated as a mandatory reporter under CANRA. The employee must sign the "Statement Acknowledging Requirement to Report Child Abuse".

LOCATION AND PHYSICAL, ENVIRONMENTAL, MENTAL (PEM) REQUIREMENTS

Environment and Work Location Information

Environment Type:

Non-Clinical Setting

Location Setting:

Campus

Location:

Royce Hall

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.