Job Summary: (This job summary will be used for the recruitment posting, if applicable) Summary Statement: Under

general supervision of The Riordan Programs Executive Director and the Associate Director, the Program Assistant will be responsible for the planning and implementation of activities sponsored by The Riordan Programs. Duties include: program operations management; assist in the editing of program materials, in house publications and advertisements; maintain program website; financial maintenance; execution of all logistical aspects of program such as room reservations, parking, catering, transportation and securing and managing volunteers; supervision of student assistants; fundraising assistance; and assist with development of program curriculum; and co-management of the Programs participants and teams. Additional administrative duties include answering phones, filing, composing letters and other correspondence, photocopying and ordering office supplies.

Type of Supervision Received and/or Exercised: Under the direct supervision of The Riordan Programs, Executive Director. Supervision received includes filing, monitoring incoming calls, multiple events coordination, and monitoring office supplies,

Core Functions and Duties (please see example in shaded area for completing this section):

Percent of Time

Core Functions/Duties
The limit per section is 3900 characters Enter the functions with the highest percentages first Number each duty statement Indicate (E) for Essential or (M) for Marginal after each duty statement

Example: 70% A. Project Management 1. Assess needs for resources, information, and materials. (E) 2. Maintain efficient system for tracking project expenses. (E) 3. Coordinate work flow. (M) Page 1

30%

B. Administrative Services 1. Prepare project reports. (E) 2. Proofread and edit all documents. (M)

40%

A.

Operations A1. Assist in execution of all activities / events of The Riordan Programs (E) A2. Make all reservations and confirmations prior to events, including room and parking reservations through the UCLA Anderson Eventpro system, catering, transportation, equipment rentals, facilities requests and securing volunteers (E) A3. Resolve problems and ensure smooth running of every event (E) A4. Work in conjunction with Associate Director and Program Manager to maintain accurate databases of current participants, alumni, corporate sponsors and partners, high school contacts and advisory board (E) A5. Work Saturday sessions (M) B. Administrative B1. Make photocopies and prepare materials for sessions (E) B2. Organize and maintain office and files (E) B3. Order supplies as needed (E) B4. Compose letters and other documents as needed (E) B5. Assist in the updating and editing of materials including press kits, brochures, and program applications (E) B6. Provide Administrative support to the Executive Director and Associate Director, including preparation and compilation of materials used in meetings and conferences and keeping official files. (E) B7. Organizing and administering special events for the Executive Director (i.e., breakfast, lunch or dinner meetings with the Executive Director and VIPs of various organizations, etc.) (E) C. Reception C1. Answer inquiries, both in written and verbal format, from participants and public regarding scheduled programs; provide information to prospective participants regarding program dates, curriculum, and events (E) C2. Receive visitors to the office and answer inquiries regarding programs (E) C3. Sort incoming mail and distribute to appropriate staff members (E)

40%

20%

Competencies, Skills Knowledge, Abilities, Behaviors, Attributes (SKA): Page 2

Competencies (Skills Knowledge, Abilities, Behaviors, Attributes (SKA)

Please note: Maximum Number of SKAs is 25

Duty Reference

Please indicate Please indicate to which duty(s) whether the SKA this SKA refers is Required or Preferred (required skills should be entered first) A1, A2, B1 A2, B2 A4, B5 All Required Preferred Required Required

Required/ Preferred

Example: Ability to establish and maintain organized filing systems. Knowledge of university accounting policies and procedures. Proficient in using the computer and associated software (Microsoft Windows, MS Word, MS Excel, MS PowerPoint, MS Access) Skill in prioritizing numerous tasks to maintain organization and efficiency in completing work in a timely manner Interpersonal skills to deal with: university faculty, staff, administrators, students and research assistants; public sector employees including administrators and teachers members of the corporate community; and program participants and alumni Ability to work with University systems to schedule logistical needs Strong verbal and written communication skills Ability to keep confidential and privileged information Order and maintain office supplies Experience in office environment and administrative work Experience maintaining databases and handling mailing Understanding of the university academic environment and related concerns. Experience planning events and scheduling meetings Experienced in answering phones & using e-mail Demonstrated initiative and proactive approach. Experience working with diverse and underserved populations, particularly with high school and college-aged students. Previous experience working with volunteers. General knowledge of purchasing practices and procedures.

A2, C1, C2 A2, A3 B5, C1 A4 B3 All A4 A1, A2 B6 C1 All All A2, A3 A2, B3

Required Preferred Required Required Required Required Preferred Preferred Required Required Required Preferred Required Preferred Page 3

Valid Californias driver's license Ability to work weekends

A5 A5

Required Preferred

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