Administrative Assistant for Associate Deans

University of California - Los Angeles (UCLA); Los Angeles (CA); On-site; USD 52,000 - 66,000; Full time

Job summary

University of California, Los Angeles (UCLA) seeks an Administrative Assistant to support the ADSIO, ADC, and ADR with high-level administrative, operational, and project coordination tasks. Responsibilities include scheduling, documentation, and ensuring timely execution of priorities.

You will liaise with faculty, staff, students, and external partners, drafting correspondence and managing travel arrangements.

Qualifications

• Demonstrated project management skills to coordinate complex, multi-stakeholder initiatives.
• Ability to handle multiple demands and competing priorities while maintaining professionalism.
• Demonstrated organizational skills to analyze situations and plan ahead to prevent problems.
• Proficiency with MS Word, Excel, Outlook, PowerPoint, Zoom; experience with enterprise systems for process automation.
• Ability to document decisions, action items and timelines with accuracy and clarity.
• Strong data entry skills and accuracy in forms and documents.
• Ability to identify inconsistencies in materials reviewed by committees.
• Analytical and problem-solving skills for reporting and leadership decisions.
• Knowledge of university policies and ability to apply them to administrative processes.
• Ability to handle confidential information with discretion.
• Ability to draft, edit, and publish website content and marketing materials.

Responsibilities

• Provide high-level administrative, operational, and project coordination support to ADSIO, ADC, and ADR.
• Ensure deadlines are met through proactive scheduling and thorough follow-up.
• Leverage technology to streamline processes and boost productivity.
• Assist with short and long-term planning, policy development, and program initiatives.
• Serve as liaison between the Deans Office, faculty, staff, students, and external stakeholders.
• Compose professional correspondence and maintain complex calendars.
• Coordinate meetings and travel arrangements, including reimbursements.

Skills

Project management

Prioritization

Calendar management

MS Office suite

Process improvement

Data entry & reporting

Confidentiality handling

Stakeholder communication

Documentation skills

Virtual meetings (Zoom)

Tools

Visio

DocuSign

Excel

PowerPoint

Job description

Department Summary

Since our inception in 1964, our focus has been on achieving and maintaining excellence in four areas: comprehensive dental education, cutting-edge research, quality patient care, and a shared commitment to community service. For six decades, our dedicated student dentists, faculty, staff, alumni, and friends, have propelled the UCLA School of Dentistry to being one of the premier dental schools in the world.

Position Summary

Reporting to the Associate Dean for Strategic Initiatives and Operations (ADSIO), the Administrative Assistant provides high-level administrative, operational, and project coordination support to the ADSIO, the Associate Dean for Clinics (ADC), and the Associate Dean for Research (ADR), as well as their respective programs and administrative areas. This role supports the timely execution of program and organizational priorities by ensuring that all deadlines are met in a timely manner. The Administrative Assistant's primary objective is to ensure the effective and efficient operation of each Associate Dean's area of responsibility through proactive scheduling, thorough documentation, and consistent followup on decisions, action items, and reports. The position also leverages technology to streamline processes and enhance productivity. In addition, the Administrative Assistant participates in short and longterm planning, policy development, and program initiatives, and communicates informed recommendations aligned with the School's mission and strategic priorities. The role serves as an administrative liaison between the ADSIO and the Dean's Office, faculty, staff, students, University officials, and external stakeholders. Responsibilities also include composing professional correspondence, maintaining complex calendars, coordinating meetings and conferences, managing detailed travel arrangements, and processing travel reimbursements.

Salary & Compensation

UCLA provides a full pay range. Actual salary offers consider factors, including budget, prior experience, skills, knowledge, abilities, education, licensure and certifications, and other business considerations. Salary offers at the top of the range are not common. Visit UC Benefit package to discover benefits that start on day one, and UC Total Compensation Estimator to calculate the total compensation value with benefits.

Qualifications

• Demonstrated project management skills to coordinate complex, multi-stakeholder initiatives, track deliverables and timelines, and ensure completion of organizational priorities (Required)


• Ability to handle multiple demands and competing priorities while maintaining professional demeanor with faculty, administrators and staff. (Required)


• Demonstrated organizational skills to analyze situations and to plan ahead in order to prevent problems and promote efficiency. (Required)


• Demonstrated proficiency using a computer to perform word processing and database management projects with speed and accuracy using Microsoft Word, Excel, Outlook, PowerPoint, and Zoom. Skill in process improvement and workflow design and experience with enterprise systems to support process automation and digital operations (e.g. Visio, DocuSign, Excel, etc.) (Required)


• Ability to document decisions, action items / deliverables and timelines during committee and task force meetings and individual conversations with supervisor(s). Ability to analyze and synthesize operational and financial data to support reporting, performance tracking, and leadership decision-making. (Required)


• Demonstrated data entry skills to enter accurate information; typing skills to accurately type forms and other documents. (Required)


• Ability and willingness to point out inconsistencies/conflicts in materials that are submitted and/or reviewed by various committees. (Required)


• Strong analytical and problem-solving skills to evaluate complex information, identify key issues and patterns, and develop clear, logical conclusions and recommendations. (Required)


• General knowledge of the University's policies and procedures such as accounting, academic personnel and travel with the ability to interpret and apply them to administrative processes to ensure compliance and accuracy. (Required)


• Demonstrated knowledge of what constitutes confidential information and skill in maintaining confidentiality with regard to patient, faculty, staff, School and University information. (Required)


• Ability to identify appropriate University/School policies and procedures and take action in compliance with same. (Required)


• Ability to draft, edit, and publish website content and marketing materials related to SOD Administration, Strategic Initiatives & Operations, Clinics, and Research (Required)

Special Conditions for Employment

• Background Check: Continued employment is contingent upon the completion of a satisfactory background investigation.


• TB Test: Continued employment is contingent upon the completion of a satisfactory TB test.


• COVID and Flu Vaccinations: The position is subject to providing evidence of inoculation.


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


• Ability to work some evenings and on occasional weekends when needed. (Required)

Schedule

8am-5pm

Union/Policy Covered

CX-Clerical & Allied Services