Program Assistant

Program Assistant Position

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.

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

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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)

High School Diploma or equivalent experience (Required)

Bachelor's Degree in related area and / or equivalent experience / training (Preferred)

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".

Schedule : 8 : 00 a.m. to 5 : 00 p.m.

Union / Policy Covered : CX-Clerical & Allied Services