Chief Administrative Officer

ADMIN MGR 1 (000547)

UCPath Position ID: 40049196

Position Description History/Status

Approved Date:

4/28/2026 5:53:32 PM

Date Last Edited:

4/28/2026 5:53:24 PM

Last Action Effective Date:

Organization Details

Business Unit (Location):

LACMP

Organization Code:

1300O

Organization:

LETTERS AND SCIENCE

Division Code:

1340D

Division:

L&S PHYSICAL SCIENCES

Department:

101000 - MATHEMATICS

Position Details

UCPath Position Number:

40049196

Position Description ID

254872

UC Payroll Title:

ADMIN MGR 1 (000547)

Personnel Program

Management and Senior Professional (MSP)

Salary Grade:

Grade 25

Job Code FLSA:

Exempt

Union Code (Collective Bargaining Unit):

99: Non-Represented (PPSM)

Employee Relations Code:

A: Manager - Not Confidential

Employee Class (Appt Type):

2 - Staff: Career

Full-Time Equivalent (FTE)

1

SUPERVISION

UCPath Reports to Position Number:

40870358

Reports to Payroll Title:

DEPARTMENT CHAIR

UCPath Department Head Position Number:

40870358

Department Head Payroll Title:

DEPARTMENT CHAIR

DIRECTION - Indicates that the incumbent establishes procedures for attaining specific goals and objectives in a broad area of work. Only the final results of work done are typically reviewed. Incumbent typically develops procedures within the limits of established policy guidelines.

000530

INFO SYS SUPV 2

1

004579

STDT SVC SUPV 2

1

007595

HR GENERALIST 2

1

004482

FAC MGT SPEC 2 CX

1

006291

EVENTS SPEC 2

1

004722

BLANK AST 3

2

007710

FINANCIAL ANL 4

1

00444

LIBRARY PROFL 3 CX

1

007715

ACAD HR ANL 3

1

007477

COMM SPEC 3

1

POSITION SUMMARY

Reporting directly to the chair, the CAO manages operations for the Department of Mathematics and Program in Computing, an academic department in the Division of Physical Sciences. The CAO is responsible for strategic business and financial planning and pursues the department's goals and mission for administrative, academic instructional, and research support programs. Independently exercises authority to solve managerial and programmatic problems and is responsible for long-term strategic planning, coordination, organization, and staffing.

The CAO oversees the following areas: budget and financial services, graduate and undergraduate affairs, academic and staff personnel, payroll and benefits, environmental health and safety, information technology and computing systems, math research labs, program in computing lab, faculty administrative support, and renovation projects, The department's  population is composed of approximately 600 and includes 50 faculty and 550 career, casual, non-Senate academic staff, graduate students, postdoctoral fellows, visiting scholars, and researchers. Controls operating and extramural funding totaling approximately $45 million. The department provides courses for over 2000 undergraduate majors/minors and annual course enrollments are approximately 24,000. Manages 150,000 square feet of assigned space. Promotes alumni relations and development activities. Communicates and interacts with university administration and other departments and institutes at UCLA, and grant funding agencies. Manages special programs housed within the department. Ensures compliance with policies and procedures set forth by UC, UCLA, and other agencies. In addition the CAO administers purchasing and controls inventories of the department's research labs, office and computer equipment.

Supervises all non-academic operations of the department of mathematics and program in computing; and a team of 26 staff which includes 11 direct reports and 15 indirect reports.

The UCLA Math department is a large department within the Division of Physical Sciences with approximately 50 ladder faculty, 26 staff members, 150 graduate majors, and 2000 undergraduate majors.  The research program is significant and covers multiple fields: Algebra, Analysis, Combinatorics, Functional Analysis, Geometry, Logic, Number Theory, Probability & Mathematical Physics and Topology.  Also, Computational Applied Math & Mathematical and Statistical Finance.

Financial Management

Plan, develop, and manage the department's operating budget of $38million. Exercise decision-making and approval authority on full range of operating budget. Oversee contracts, grants, and endowments budget of $7 million and ensure that the department complies with the appropriate federal and university policies. Coordinate the use of different funding sources to support the highest and most urgent requirements of the department while assuring compliance with restrictions placed on the use of funds. Make spending decisions and authorize expenditures of departmentally controlled funds based on appropriateness of funding source and relative importance to the department. Oversee preparation of in-depth analyses of income and expenditure data, analyze trends, and identify future areas where expected funds will not support planned activities. Based on these analyses, develop and implement plans to correct any imbalances. Oversee internal accounting systems to facilitate and provide analysis for the often conflicting requirements of the university or granting agency requirements, and the forecasting requirements of individual principal investigators (PI's) or the department. Direct an active program to increase funding in each area: assimilate diverse departmental requirements, anticipate future funding requirements for existing and emerging programs both in aggregate and within individual funding categories. Investigate potential new funding opportunities, evaluate the viability of different options, and direct departmental efforts to exploit them. Submit reports, conduct audits, and supervise maintenance of letters and records required by good business practices and by regulations of the university and/or administering agencies. Ensure that faculty and staff are trained as needed to use new

accounting systems and procedures. Supervise C-BIG and other campus financial reporting requirements. Respond to requests from the Dean's Office for financial information as needed. Oversee the management of accurate database for past and potential donors. Administer programs for identifying and cultivating potential donors, including correspondence, publishing annual newsletters, annual meetings, and other activities. Work with dean's office and the alumni and development offices to coordinate efforts. Prioritize needs for use of donor and other fund sources for student support, facilities, travel, and activities for which use of state funds is prohibited. Administer use of donor funds in accordance with the donors wishes and university regulations. Ensure that all financial activities comply with UC, UCLA, and agency requirements. Establish and monitor priorities and rules for operation of Sales &Service and Computer labs. Develop business and financial strategic plans that optimize the use of existing resources and support development of new initiatives and programs. Independently evaluate strengths and weaknesses of departmental administrative structure and take actions to improve departmental operations. Recommend and implement solutions to difficult or unusual management or policy problems. Implement cost reduction strategies and identify targets for various units.

30%

Administration & Management

The CAO oversees the day-to-day administration and operation of the department, and serves as a member of committees, including the Math Development Committee and Actuarial Committee, as designated by the Chair. Oversee academic personnel actions through Academic Personnel Coordinators. Oversee operation of student services through Student Affairs Officers. Oversee business office and administrative support. Oversee departmental safety program, emergency preparedness, equipment management, radiation safety, and lab safety through the Facilities Coordinator. Oversee lectures and events, organized by faculty, including Alumni Lecture, Commencement celebration, and other events. Oversee administrative tasks to organize these events. Ensure compliance with Insurance & Risk Management, Events Office, and other relevant organizations. Evaluate long-range and ongoing equipment and resource needs of and make spending decisions based on the relative impact on individual departmental activities on overall departmental objectives. Determine budgets for individual sales and service activities and set recharge rates. Assist faculty, staff, and students in obtaining special or overflow services through other departments and off-campus. Oversees finances and management of related programs: the Math Circle, the Curtis Center, and the Program in Computing, for instance.

30%

Personnel Management

The CAO has direct, overall responsibility for the effective supervision of all non-academic personnel. Directly supervises 9 administrative staff. Supervises an additional 21+through subordinates. Indirectly supervises TAs and grant-supported staff, as well as staff employed through affiliated organizations under the administration of Math faculty, including the Curtis Center and the Logic Center, Los Angeles Math Circle, and the Program in Computing.

Establish priorities for allocation of FTE. Supervise staff, monitor and evaluate performance, take actions as required assuring high levels of productivity and morale. Administer policies and procedures for allocation of limited services among faculty, staff, and students, reconciling conflicting demands. Oversee staff personnel actions and records for permanent and temporary staff. Actions include determination of job descriptions, hiring and termination, evaluations, payroll and benefit administration, and incentive, recognition, and disciplinary actions. Ensure required paperwork and reports are submitted accurately and in a timely manner, that appropriate files and records are maintained. Ensure appropriate training and development to support the needs of the department. Responsible for all state and contract funding instructional and research support employees; responsible for non-senate academic and all staff assignments including administration of personnel policies in various personnel programs (MSP, PPSM, UPTE Technical, UPTE Research, CUE,UAW, Non-Senate Instructional Unit of Memorandum of Understanding.

20%

Strategic Planning

In conjunction with carrying out the ongoing administration of the department, the CAO plays a major role in determining the departmental direction and strategic planning with the Chair. Exercise decision-making and approval authority on the full range of administrative issues .Assume responsibility for efficient management and use of staff, financial, equipment, space and other support resources .Manage the allocation processes for staff services, funding, space and other resources. Evaluate requests for use of department funds and determine the appropriate decision level: CAO, Chair, or full faculty. Decide or make recommendations as appropriate. Assist new faculty in determining required set-up funds and space requirements and in budgeting and coordinating laboratory renovations. Manage process of prioritizing and submitting requests for capital improvements, equipment, space, and other resources allocated at levels above or external to the department. Serve the Chair and Vice Chair(s) in determining policies, developing long-range plans, and addressing the most difficult and important issues facing the department. Identify and raise issues that should be acted upon. Assume primary responsibility for providing data, analysis and perspective on the personnel, financial, space, and other administrative factors involved, including identification and evaluation of costs and benefits, and suggestion of means and feasibility of administering alternative courses of action. Ascertain the divergent (and frequently conflicting) views, requirements, and objectives within the department; evaluate alternatives in terms of their impact on the department's diverse activities and resources; and either decide on a course of action or recommend one to the Chair, Vice Chair(s), or entire faculty. Communicate and interact with University Administration, other departments and institutes at UCLA, and grant funding agencies. Occasionally manage special programs or facilities housed with the department, presently the California Math Project Center. Serve as advisor to faculty meetings and other committee meetings on non-academic issues and on academic issues involving financial or administrative support. Provide input on administrative feasibility and cost of proposed courses of action. Develop and recommend alternatives. Conduct long-range forecasts and trend analyses. Determine what analyses are required, define the variables, conduct the analyses, and either take actions as necessary, or present conclusions and recommendations to the faculty or executive committee. Interface with Facilities on building maintenance problems and projects for a 150,000 square foot building. Review and revise renovation and workplans, establish priorities and timelines; supervise facilities staff and troubleshoot problems that arise; ensure work is satisfactorily completed and within budget. Plan, propose and implement solutions to space needs including reassignment of space within department labs and offices to maximize utilization. Responsible for purchasing and inventory control program of the department. Plan, develop, and implement solutions to IT infrastructure and network and computing needs.

20%

•

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

Bachelor's Degree

in related area and / or equivalent experience / training

Required

Five years

Managing Academic Departments or Programs

Preferred

Demonstrated skills in management of multi-function staff covered by a variety of personnel policies and union agreements, including defining staffing needs, hiring, training, and delegating work assignments, fostering teamwork and evaluating performance and taking corrective action.

Required

Demonstrated skill in management of space, equipment, and materials resources including development of utilization plans and justifying acquisitions.

Preferred

Ability to establish and maintain cooperative working relationships with individuals at various levels of the organization to create a harmonious and productive work environment.

Required

Skill and proficiency in using various computer application programs including Microsoft Office and ability to learn new applications as necessary.

Required

Skill in written and oral communication to effectively and clearly convey information to individuals at various organization levels.

Required

Ability to exercise tact and discretion in matters of confidentiality.

Required

Skill in financial analysis, long and short range planning, preparation/administration of a multi-million dollar budget with multiple funding sources. Ability to correlate fiscal resources with programmatic needs. Ability to forecast and control income and expenses.

Required

Working knowledge of various University and Business programs including ,but not limited to, QDB, OFSR, Bruinbuy, TOF, Npear, PTR, and Microsoft Office programs.

Preferred

Demonstrated ability to analyze complex problems and formulate solutions involving both strategic planning and implementation through coordination with stakeholders in and out of the department and thoughtful delegation of resources.

Required

Thorough understanding of departmental priorities and the ability to develop plans that will achieve these goals, anticipate problems, and develop  innovative solutions to correct or prevent obstacles.

Preferred

Skill in financial analysis, long and short range planning, preparation/administration of a multi-million dollar budget with multiple funding sources. Ability to correlate fiscal resources with programmatic needs. Ability to forecast and control income and expenses.

Required

Ability to independently perform a variety of duties with frequent interruptions and conflicting deadlines with minimal direction.

Required

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.

LOCATION AND PHYSICAL, ENVIRONMENTAL, MENTAL (PEM) REQUIREMENTS

Environment and Work Location Information

Environment Type:

Non-Clinical Setting

Location Setting:

Campus

Location:

UCLA

Standing/Walking

X

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

X

Classification 2: Position in which required tasks normally do not involve exposure to blood, body fluids or tissues, but may require performing unplanned Classification 1 tasks. In these jobs the normal work performance involves no exposure to blood, body fluids, or tissues. However, exposure or potential exposure may be required as a condition of employment.