Chief Administrative Officer

ADMIN MGR 1 (000547)

UCPath Position ID: TBD_941215

Position Description History/Status

Approved Date:

4/16/2026 2:16:28 PM

Date Last Edited:

4/16/2026 2:16:23 PM

Last Action Effective Date:

Organization Details

Business Unit (Location):

LACMP

Organization Code:

1300O

Organization:

LETTERS AND SCIENCE

Division Code:

1350D

Division:

L&S SOCIAL SCIENCES

Department:

113000 - HISTORY

Position Details

UCPath Position Number:

TBD_941215

Position Description ID

253747

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:

10052050

Reports to Payroll Title:

Department Chair

UCPath Department Head Position Number:

10052050

Department Head Payroll Title:

Department Chair

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

007715

ACAD HR ANL 3

1

007595

HR GENERALIST 2

1

004579

STDT SVC SPV 2

1

007309

INFO SYS ANL 3

1

007709

FINANCIAL ANL 3

1

007377

ADMIN OFCR 3

1

006299

ALUMNI EXTERNAL REL SPEC 3

1

POSITION SUMMARY

The CAO functions independently and in conjunction with the Chair and faculty of the Department on a broad range of duties. Reporting directly to the Chair of the History Department, serve as the chief administrative and financial officer for an academic department comprised of 48 ladder faculty, approximately 15 temporary faculty, 14 staff, 100 graduate students, 100 Academic Student Employees, 850 undergraduate majors/minors and an annual course enrollment of approximately 13,000 students in over 300 undergraduate and graduate course offerings. Manage a diverse and complex financial portfolio of approximately $100 million across gift and operational funds. Provide oversight of the operations of the Luskin Center for History and Policy; the National Center for History in the Schools, the Public History Initiative, the History Writing Center and the Hispanic American Historical Review (HAHR) journal. Primary responsibilities include strategic and long-range planning; policy and direction setting; problem solving; decision making; budgetary, staffing and resource management; as well as general administrative management of the department. Serve as an administrative liaison to the Dean's Office to clarify Departmental goals and objectives.

The Department of History at University of California, Los Angeles is a large academic unit within the Division of Social Sciences, supporting a broad portfolio of undergraduate and graduate programs, interdisciplinary research centers, and public-facing initiatives. The department offers a wide range of courses spanning global regions and historical periods, serving a large student population and advancing research, teaching, and public scholarship.

Strategic Planning and Departmental Operations

Provide leadership role in strategic planning for the academic department in addition to the Luskin Center for History and Policy, the National Center for History in the Schools, the Public History Initiative, the History Writing Center, and support for the Hispanic American Historical Review (HAHR) journal. Provide vision, innovation, and administrative creativity as well as depth/breadth of specific knowledge and understanding of the department's current and future mission. (E)Strategic planning includes: maximizing use of core and external funding in support of academic and research programs, developing strategies for maintaining programs with fluctuating levels of state, private, and extramural funds and optimizing utilization and/or reconfiguration of available resources to accommodate current and future programs and projects including arranging for the most advantageous deployment of staff in order to foster and maintain effectiveness in new and ongoing programs. (E) Provide solutions to problems as they occur in all areas of responsibility with consideration for competing demands and all relevant stakeholders in a timely, cost-effective and diplomatic manner. (E) Counsel faculty leadership on managerial and operational issues, including evaluation of program priorities, and review of resource allocations. Make recommendations regarding the department's long-range plans. Advise faculty leadership of probable consequences of various alternatives. (E) Serve as a steward of departmental, organizational and university resources, to ensure responsible and ethical management of those resources. (E) Maintain positive working relationships with departmental faculty, demonstrated by regular effective communication. (E) Ensure faculty receive appropriate level of administrative support to accomplish their teaching, research, and public-service objectives by managing and maximizing staff, finance, and facilities. In consultation with the Chair and the Vice Chairs, establish goals and objectives for the provision and enhancement of instruction. Participate in planning of departmental annual teaching schedule and formulate projections for costs of hiring temporary faculty and teaching assistants based on departmental needs and priorities. (E) Supervise coordination of special events for the department, including Luskin Center for History and Policy, such as departmental symposia, colloquia, and lecture series. (E)

20%

Financial Management

Provide supervisory financial control of all departmental funds, including state funds, contract and grant funds, gifts and endowments, fellowship funds, and discretionary monies, totaling $100 million. Oversee preparation of annual report and budget submissions to the department chair and Social Sciences Dean. (E) Provide department with strategic budget and planning for overall department goals as well as those of the Luskin Center and Public History Initiative as well as other department enterprises. Assimilate diverse departmental requirements, anticipating future funding requirements for existing and emerging programs in aggregate and within individual funding categories. (E) Make allocation and spending decisions and authorize expenditures for all departmentally controlled funds based on appropriateness of funding source and relative importance to the department. Control expenditures by monitoring and approving purchases, personnel actions, cost transfers, and budgetary transactions assuring compliance with fund restrictions. (E) Prepare and submit reports, conduct audits, and supervise maintenance of ledgers and financial records required by good business practices and by University regulations and/or funding sources. (E) Prepare analyses of income and expenditure data, analyze trends, and identify future areas where expected funds may not support planned activities. Based on these analyses, develop a strategic financial plan for the department. (E) Develop computer-based systems to facilitate such analyses and provide for the forecasting requirements of departmentally managed funds. (E) Represent the Chair and the Department on all fiscal matters with the Dean's Office, and other University administrative offices. (E) Oversee compilation of Summer Sessions program. Working closely with the Chair, propose the academic course schedule and budget and forecast the income to ensure income that will adequately enhance support of departmental needs and academic programs. (E) Oversee the financial operations of the Luskin Center for History and Policy, Public History Initiative, the National Center for History in the Schools, and the Hispanic American Historical Review. (E)

20%

Management of Personnel Resources

Directly supervise instruction support services, academic and staff personnel administrative services, computer resource services, and business offices support staff, ensuring accuracy and efficiency of operation. (E) Establish priorities for allocation of FTE, determination of job descriptions, and scheduling of work assignments. Initiate reorganizations and changes in work assignments in response to changing departmental activities and priorities. (E) Recruit and hire new staff employees, ensuring adequate training and work assignments, establish performance criteria, conduct or approve performance evaluations, recommend merit increases and performance awards, mediate employee relations problems to resolve differences, and take corrective action when necessary. Represent the Department on staff personnel matters with Dean's Office and College Staff Personnel. Ensure compliance with University policies and procedures, Staff Affirmative Action guidelines, Collective Bargaining Unit and Labor Relations Rules and Regulations. (E) Establish and administer policies and procedures for allocation of limited resources among faculty, staff, and students, reconciling conflicting demands. (E) Encourage support reward and recognize individual and team performance, creativity, and innovation in administration. (E) Evaluate long-range human resource needs of the department including the Luskin Center for History and Policy, the National Center for History in the Schools, the Public History Initiative, the History Writing Center, and the Hispanic American Historical Review (HAHR) journal. (E)

20%

Facilities, Resource and Space Management

Overall responsibility for the effective use and management of all departmental equipment and facilities. Analyze utilization of existing space and anticipate changing and emerging departmental equipment and space needs given increased and changing departmental activities, objectives and priorities. Develop and implement plans to obtain additional resources. (E) Allocate faculty and staff offices, maintain departmental Reading, Seminar, and conference rooms, computing resource center, photocopy areas, TA offices and graduate student dissertation carrels. Plan for emergency situations and communicate strategies to all departmental members as necessary so that all employees understand the appropriate procedures should an emergency or natural disaster occur. (E) Supervise the Designated Systems Administrator (DSA) responsible for providing access to online systems for staff and maintaining integrity of the systems. Assign back-up DSA. Insure proper trainings completed before granting access. (E)

10%

Student Administration Services

Directly supervise instruction support services, academic and staff personnel administrative services, computer resource services, and business offices support staff, ensuring accuracy and efficiency of operation. (E) Establish priorities for allocation of FTE, determination of job descriptions, and scheduling of work assignments. Initiate reorganizations and changes in work assignments in response to changing departmental activities and priorities. (E) Work with Chair, Vice Chair of Undergraduate Affairs, and the SAO team to manage and staff Summer Session courses and the IEO Travel Study programs.

10%

Information Systems Management

In conjunction with the department's IT Manager, supervise the design and implementation of personnel, financial, student affairs, and administrative database systems. (E) Directly and through subordinates, supervise departmental administrative support staff including Department Technology Analyst (DTA) and undergraduate webtechs assisting in the instructional computer resource center. (E) Consult with Social Sciences Computing to coordinate management and information systems to effectively support the faculty, staff and administration of the department, management of user support staff to coordinate hardware, software, desktop support and applications development to ensure stability, accuracy and timeliness of connectivity and management information. Ensure coordination of systems and data compatibility with Deans' offices and other related entities. (E) Develop and implement policies related to access and use of departmental administrative and instructional computer facilities including procedures to facilitate inter- and intra- departmental exchange of information. Assure that adequate security is in place and that equipment is properly maintained. (E) Oversee development and management of departmental and Center websites.

10%

Academic Personnel Administration

Directly and through subordinates ensure effective support for the faculty recruitment process, compilation and processing of academic dossiers for appointment and advancement, and assistance to faculty, researchers, postdoctoral scholars and visitors with issues related to academic employment including assistance with obtaining visas or other residence requirements. (E) Serve as primary advisor to departmental Chair in sensitive academic personnel processes including negotiation of recruitment and retention offers, negotiation of annual salaries and strategies for faculty promotion. (E) According to established departmental and university guidelines, monitor the assignment of appropriate titles and salaries for 15 temporary faculty yearly, including Unit 18 lecturers, adjunct professional research series personnel, visiting professors, and recalled emeriti, and ensure the processing of their appointments according to University policies and procedures. (E) Ensure maintenance of accurate and timely records for all academic personnel actions, including payroll. Ensure all academic reviews occur according to schedule, and comply with APO, APM and CALL policies and procedures, coordinating as necessary between College of Letters and Science academic personnel calendars and procedures. (E)

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

Proven knowledge of management principles and practices and their application in a large, complex institutional environment.

Required

Demonstrated ability to manage a complex organization with multiple objectives, points of view, and varied funding sources.

Required

Interpersonal skills to interact diplomatically and sensitively and to maintain cooperative and professional working relationships with faculty, students, and other campus administrators and offices.

Required

Demonstrated skill in analyzing situations, policies, procedures and financial data to define problems and formulate creative, logical, objective conclusions and solutions.

Required

Demonstrated knowledge of contracts and grants management, from pre-award to close out.

Preferred

Knowledge of policies for administering undergraduate and graduate/professional degree programs.

Preferred

Working knowledge of microcomputer systems. Demonstrated ability to create and maintain management information systems, using word-processing, spreadsheet, and/or database software, including Microsoft Access, Word, etc.

Required

Ability to manage consensus, group, and committee decision making processes, involving both faculty and staff, to reach feasible decisions on a range of administrative issues.

Required

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

Required

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

Required

Demonstrated knowledge of relational database software, spreadsheet, and other business software.

Required

Analytical ability to collect and examine information, identify problems, patterns, and relationships and to formulate logical and objective conclusions. Ability to organize and prioritize work in a setting with conflicting demands, changing priorities, a wide variety of simultaneous tasks, and heavy workload.

Required

SPECIAL REQUIREMENTS AND/OR CONDITIONS OF EMPLOYMENT

Background Check: Continued employment is contingent upon the completion of a satisfactory background investigation.

LOCATION AND PHYSICAL, ENVIRONMENTAL, MENTAL (PEM) REQUIREMENTS

Environment and Work Location Information

Environment Type:

Non-Clinical Setting

Location Setting:

Campus

Location:

Bunche Hall

Standing/Walking

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

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.