Executive Assistant, Academic Senate

Los Angeles, California
Jun 09, 2017
Req. 25642
Institution Type
Four-Year Institution

Under the direction of the Chief Administrative Officer (CAO), serves as the Executive Assistant to the Senate CAO and Senate Leadership (Senate Chair, Vice Chair, and Immediate Past Chair).  Provides high level administrative and analytical support to the Senate Chair and the Vice Chair and CAO. The Executive Assistant is responsible for administrative and operational functions for the Academic Senate Office, including budget reconciliation, accounts payable and receivable, parking, payroll, personnel, and benefits, as well as processing all travel and research grants approved by the Academic Senate Council on Research (COR). The Executive Assistant provides administrative support for all committees/councils under the authority of the CAO, including but not limited to the following: the Executive Board, the Legislative Assembly, the Council of Faculty Chairs and Senate Committee Chairs, as well as other meetings that the CAO might staff. Administrative responsibilities include scheduling meetings, scheduling guests, tracking reports, attending meetings with the CAO to produce minutes, drafting correspondence, agendas, etc.  Track issues and reports that are due to the Senate, including Systemwide due dates. Provide support for other committees, including taking notes and preparing minutes for distribution for other Senate committees assigned by the CAO.  Provide administrative support on Senate projects on an ad-hoc basis and coordinate the preparation and distribution of agendas and meeting materials.  Research, plan, and prepare reports, compile timelines of Senate activities, maintain calendars, including posting current schedule of meeting online, search databases on the internet and presents data as requested. Acting with a high level of autonomy, the Executive Assistant ensures the smooth operations of all committees under the purview of the CAO, including the timely scheduling of meetings, quorum tracking, inter-and intra-committee communications, timely and accurate recording of minutes, drafting general correspondence and annual reports for the CAO's review, and other reports requested by the CAO.

The Academic Senate has 23 standing committees, and committee assignments may change at the discretion of the CAO.


Job Requirements

  • Ability to adapt to rotating Senate committee chairs, as well as Senate officers.
  • Ability to interpret and implement university and outside agency rules, regulations, policies, and procedures; ability to serve as resource person for the campus for all aspects of Academic Senate Grants and Travel Grants.
  • Competency with internal controls and managing expenditures within the parameters of established budgets; ability to apply expenses to appropriate funding sources; ability to analyze financial feasibility of and approval for new programs or plans and funding sources.
  • Advanced ability with Microsoft Office and various web based software.


How to Apply:
Qualified applicants may apply for this position using the UCLA Career Opportunities website. Go to https://hr.mycareer.ucla.edu/ and search for Requisition 25642.  Or, quicklink:




UCLA offers a comprehensive benefits package, including an average of three weeks' vacation per year; an average of 12 days per year sick leave; 12 paid holidays per year; health, dental and optical benefits; life insurance; disability insurance; the University of California Retirement Plan with 5 year vesting and various voluntary UC Savings Plans. There are also special programs and privileges available, such as accessibility to cultural and recreational programs, athletic events, and the University Credit Union.

The University of California is an Equal Opportunity/Affirmative Action Employer advancing inclusive excellence. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, age, protected veteran status, or other protected categories covered by the UC nondiscrimination policy - http://policy.ucop.edu/doc/4000376/NondiscrimAffirmAct

Similar jobs

Similar jobs