Chief Administrator Officer

ADMIN MGR 1 (000547)

UCPath Position ID: 40058512

Position Description History/Status

For Reference ONLY - PeopleAdmin JA Number:

1136729

Approved Date:

6/29/2026 2:01:13 PM

Date Last Edited:

6/29/2026 2:01:07 PM

Last Action Effective Date:

12/9/2022

Organization Details

Business Unit (Location):

LACMP

Organization Code:

1300O

Organization:

LETTERS AND SCIENCE                    

Division Code:

1320D

Division:

L&S HUMANITIES                         

Department:

083700 - KAPLAN NORTH ADMINISTRATIVE GROUP

Position Details

UCPath Position Number:

40058512

Position Description ID

167488

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:

40054555

Reports to Payroll Title:

PROF-AY

UCPath Department Head Position Number:

40046167

Department Head Payroll Title:

DEAN

GENERAL SUPERVISION - Indicates that the incumbent develops procedures for performance of variety of duties; or performs complex duties within established policy guidelines.

005156

STDT SVC ADVISOR 3 SV

1.0

005183

FINANCIAL ANL 3 CX

1.0

005390

ACAD HR ANALYST 2 CX

1.0

POSITION SUMMARY

The CAO of North Kaplan Hall works independently to support the teaching, research and public service mission of a large administrative group within the College of Letters and Sciences. The group is comprised of: Near Eastern Languages and Cultures (including the Program in Islamic Studies); the Study of Religion Interdepartmental program (SOR), the Center for the Study of Religion (CSR), and the Pourdavoud Center for the Study of the Iranian World. The activities of the CAO have a significant impact on every area of departmental activity, requiring and understanding the research and academic objectives and workings of each department/program. Directly supervises 6 career staff, and supports 20 Senate faculty, as well as emeriti faculty, visiting faculty, lecturers, teaching assistants, readers, tutors and graduate student researchers. The departments provide approximately 20,000 student credit hours of instruction, teaching over 100 courses each quarter. The manager is responsible for oversight of a $7.25 million budget in State and Federal funds, Endowments and Gifts, Research Grant funding, equipment, and a facilities management program that includes two buildings (Kaplan and Haines), totaling approximately 9,400 square feet.

A. Strategic Planning and Direction Setting

In conjunction with the Chairs of each department/program, the Manager is responsible for the planning and implementation of policies and procedures to ensure that the needs of the Departments/Programs are met. The Manager actively identifies and solves situations that may have the potential for causing problems at some future date. 1 (E) Work closely with the Dean's Office, and the Chairs, to develop long range plans and to address important issues facing the departments/programs. Identify and raise issues the Chairs/Directors should act upon. Provide data, analysis and perspective on factors involved including cost/benefit analysis and feasibility studies of diverse courses of action. Participate in the ultimate decision on a course of action; implement the change and communicate the changes to the members of the organization. Plan and assume responsibility for the efficient utilization of staff, funds, equipment and space to carry out departmental priorities, considering both short and long term departmental/programmatic goals. 2 (E) Ascertain the diverse and frequently conflicting views, requirements and objectives within each department. Understand needs, evaluate and develop alternatives in terms of their impact on the department's/programs diverse activities and resources. Develop strategies and determine appropriate courses of action. Make recommendations as appropriate to the Chairs/Directors or Administration. Advise faculty and committees on non-academic issues and on academic issues involving financial or administrative support by providing data on administrative feasibility and costs of proposals and recommending alternatives. 3 (E) Exercise decision-making and approval on a full range of administrative issues. Assume responsibility for efficient management and use of staff, financial, equipment, space and other resources. Evaluate staff performance, administrative procedures and take actions to improve efficiency as needed. Manage allocation processes for staff services, funding, space and other resources. Evaluate requests for use of departmental funds and make decisions or recommendations as appropriate. Manage and prioritize funding requests for TA FTE, reader funding, capital improvements, equipment, space and other resources.

25%

Financial Management

The Manager is responsible for stewardship, regulatory/compliance, budgeting, monitoring and safeguarding the assets of all departmental budgets including over State funding, UCLA Foundation and Regent current expenditure funding and endowments. 1 (E) Prepare an in-depth analyses of income and expenditure data to ensure a budget that adequately supports the Department's/ Program's academic program. Analyze trends and identify future areas where expected funds will not support planned activities. Present recommendations to the Chairs/Directors and the Administration for additional funding needs. Develop and implement plans to correct any imbalances. 2 (E) Coordinate the use of different funding sources to support the needs of the departments, assuring compliance with any fund restrictions. Represent the Chairs/Directors on all fiscal matters. Establish operating policies and procedures to ensure that expenditures of departmental funds to meet the needs of the Departments/Programs and are allowable within University policies. Make spending decisions and authorize expenditures of funds based on appropriateness of funding source and relative importance to the departments/programs. Evaluate long-range and ongoing equipment and resource needs and make spending decisions based on relative impact on departmental/programmatic activities and objectives. Evaluate special requests made by faculty for additional funding and make recommendations to the Chairs/Directors by balancing the needs of faculty with the budgetary restrictions. Submit reports, conduct audits and supervise maintenance of ledgers and records by best business practices and by regulations of the University and/or administering agencies. Responsible for the integrity of all transactions and financial reports. Control expenditures by monitory and approving all budgetary transactions. Devise, revise and supervise departmental accounting, reporting and record-keeping systems utilizing computer technology to increase efficiency. Ensure that Departmental/Programmatic internal accounting systems facilitate the analysis of income and expenditures, and the forecasting requirements of individual principal investigators. Oversee administration of extramural funds to assure that they are used in accordance with donor's wishes and University regulations. Direct an active program to increase funding in each area. Assimilate diverse departmental requirements, anticipate future funding requirement for existing and emerging programs. Investigate potential new funding opportunities, evaluate the viability of different options and direct departmental efforts to exploit them. Advise faculty of availability of intramural and extramural grant support for research, supervise preparation of grant proposal budgets and insure timely submission to funding agencies. Perform outreach efforts to community colleges to enhance summer sessions enrollments and revenues. Work closely with the Chairs to develop new sources of funding and to maintain donor relations. Utilize External Affair's Advance database to track activities related to alumni, donors, friends and potential donors to the department. Work closely with the Chairs/Directors to identify and develop new sources of funding. Bring possible donors to the attention of the Chairs/Directors. Maintain departmental donor database.

20%

Management of Personnel Resources

The Manager has direct responsibility for the effective utilization and supervision of all non-academic personnel, including instructional support staff, academic affairs staff, information systems/computer support staff, student affairs staff and fiscal operations staff. 1 (E) Plan for academic, administrative, computing, counseling and clerical support staff needs by considering future academic FTE levels, enrollment projections and administrative needs. Make decisions on job structure, recruiting, training, evaluation of performance, promotion and in taking corrective action. Establish and administer policies and procedures for allocation of services among faculty, staff and students, reconciling conflicting demands. Train supervisory staff in developing performance levels and work schedules that meet the needs of the Department. 2 (E) Take actions as required to assure high levels of productivity and morale. Recruit and select new employees, establish performance criteria, conduct performance evaluations. Recommend merit increases and performance awards. Ensure that staff have sufficient skills to do their jobs. Provide access to training classes as needed. Mediate employees relations' problems and resolves differences. Take corrective action when necessary. Establish priorities for the allocation of staff FTE, determine job descriptions and schedule work assignments. Initiate reorganizations as necessary, changing work assignments in response to evolving priorities and needs. Ensure an adequate level of computer support along with adequate hardware and software to ensure that the faculty are able to utilize the online services and the internet.

20%

Administrative Operation

The Manager oversees the daily administration and operation of each department/program. 1 (E) Supervise staff who administer academic and nonacademic personnel actions including appointments, advancements, payroll and benefits counseling. Actions include determination of job titles, hiring and termination, payroll and benefit administration. Ensure required paperwork and reports are submitted accurately and in a timely manner, and that appropriate files are maintained. Audit ledger and maintain databases to ensure control over expenditures. Establish systems to process accurate and timely personnel/payroll actions and maintain auditable leave records. 2 (E) Supervise staff who provide student services for both undergraduates and graduate students. Responsible for counseling, course scheduling, recruitment, admissions, student aid determination, selection of TA assignments and maintenance of student records. Coordination of student sponsored activities including workshops, periodic meetings and social events benefiting students. 3 (E) Manage technical staff who provide administrative, research and instructional computing support to the department. Develop strategies to encourage faculty in the utilization of educational technologies. Direct the development and maintenance of departmental web pages to meet the informational needs of those both within and outside the University system. 4 (E) Manage staff who provide administrative support including assignment of space, payroll processing, purchasing and reimbursements, facilities and telephones, equipment checkout, seminar and meeting room assignments and key dissemination. Interface with campus services such as AVS, Facilities, vehicle reservations, Parking, Textbook Ordering, Mail and Messenger Services. Ensure that equipment is inventoried and insured.

15%

Management of Equipment and Facilities

The Manager has overall responsibility for the effective use and management of all departmental equipment and facilities. 1 (E) Analyze utilization of existing space in Kaplan and Haines Halls. Plan and implement policies to ensure maximum use of existing space given the current and projected needs of each department. Serve as the liaison with the Architects, Capital Programs and the Chairs to ensure that the needs of the departments/programs are met. Attend meetings, respond to requests for information and provide reports. 2 (E) Anticipate changing and emerging departmental facilities and equipment needs given increased and changing departmental activities, objectives and priorities. Develop and implement plans to obtain additional space and funding for renovations and equipment. Negotiate space needs with the College Facilities Analyst. Manage the utilization of departmental equipment by faculty, staff and students including access and hours. Oversee proper disposition of equipment following University policies. 3 (E) Recommend improvements and resolve problems relating to building repairs, renovation, space planning, etc. Inspect areas for repair. Report and follow up on facilities problems, work orders and other maintenance projects. Maintain relations and work closely with Facilities Management on major and minor building needs. 4 (E) Maintain building safety and security and serve as liaison for all security problems and emergencies within departmental spaces. Oversee safety procedures including emergency procedures and detailed emergency plans, staff training etc. Coordinate the emergency needs for the Kaplan Hall 3rd Floor. Interface with the offices of Occupational Safety and the Fire Marshall to identify and correct regulatory and safety infractions. 5 (E) Institute and administer security, maintenance and replacement policies for equipment. Evaluate the cost/benefit of maintenance agreements and insurance policies. Evaluate and propose replacement policies for departmental equipment. Manage the equipment databases for 6 different departments/units to facilitate the annual inventory listings. Access needs for AV, computer and other equipment and prioritize needs with available funding.

10%

Computer Systems and Support Management

1 (E) Identify current and projected computational needs of each department/program. Determine and provide staffing support for administrative and instructional computing needs. Direct and evaluate the work of the Departmental Technology Analyst (DTA) to ensure that the most immediate needs of our faculty, staff and students are met. 2 (E) Develop and implement plans to acquire and maintain the use of hardware, software and staff support to meet long and short term requirements. Assist faculty in making decisions regarding purchase of computing hardware and software. Direct the repair/replacement decisions for all equipment. 3 (E) Develop plans to encourage and assist faculty in the use of online systems such as textbook ordering, course web pages and Canvas. 4 (E) Develop and implement policies related to access and use of departmental computer facilities for faculty and graduate students. Assure adequate security is in place and that equipment is properly maintained.

10%

•

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

1. Ability to manage a complex organization with multiple objectives, viewpoints, resources and funding sources. -

Required

2. Demonstrated skill and flexibility to manage a large multi-function staff, including skill in defining positions, recruiting and training. Skill in establishing a harmonious and productive work environment.

Required

3. Ability to set short and long range priorities for all levels of staff to accomplish diverse departmental/programmatic objectives. Ability to develop action plans to ensure attainment of goals.

Required

4. 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.

5. Financial and accounting skill to design, modify and manage departmental accounting systems.

Required

6. Knowledge of the management of space and facilities including developing space and facilities utilization plans and justifying major and minor capital improvement requests.

Preferred

7. Ability to simultaneously manage a wide range of projects and responsibilities. Ability to set and meet deadlines; ability to set high goals and achieve results.

Required

8. Demonstrated skill to work independently and to use initiative.

Required

9. Skill in organizing material and people to optimize efficiency. Skill in negotiation to formulate policies and procedures.

Required

10. Ability to resolve complex administrative problems.

11. Ability to manage consensus, involving both faculty and staff to reach feasible decisions.

Required

12. Strong communication skills both verbal (ranging from one on one to formal group presentations) and written (ranging from memos to complex reports).

13. Ability to exercise tact and discretion in matters of confidentiality. Ability to listen effectively and to deal with sensitive information. Skill in establishing rapport and gaining the trust of others.

Required

14. Knowledge of computer hardware and software to manage effective information systems.

15. Knowledge of University systems such as those maintained by the Registrar's Office, AIS, financial, personnel and payroll systems.

Required

16. Working knowledge of the organizational and operating structures of academic departments.

17. Working knowledge of policies in the areas of academic, staff and apprentice personnel, contract and grant administration, student advising, purchasing and materials management, budgeting and accounting.

18. Knowledge of University labor and employee relations rules and regulations.

Preferred

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:

Kaplan

Standing/Walking

X

Sitting

X

X

Bending/Stooping

X

Squatting/Kneeling

X

Climbing

X

Lifting/Carrying/Push/Pull 0-25 lbs

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

Classification 3:  Position in which exposure to blood, body fluids or tissues is not part of the position description. The normal routine task involves no exposure to blood, body fluids or tissues and the employee can decline to perform tasks which involve a perceived risk without retribution.