Administrative Manager 1

ADMIN MGR 1 (000547)

UCPath Position ID: TBD_941399

Position Description History/Status

Approved Date:

7/20/2026 2:02:58 PM

Date Last Edited:

7/20/2026 2:02:54 PM

Last Action Effective Date:

Organization Details

Business Unit (Location):

LACMP

Organization Code:

1300O

Organization:

LETTERS AND SCIENCE                    

Division Code:

1330D

Division:

L&S LIFE SCIENCES                      

Department:

094000 - DEAN, LIFE SCIENCES

Position Details

UCPath Position Number:

TBD_941399

Position Description ID

255361

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:

40050131

Reports to Payroll Title:

Associate Dean, Finance & Administration, Life Sciences

UCPath Department Head Position Number:

40043455

Department Head Payroll Title:

Department Head Payroll Title: Dean, Life Sciences

GENERAL DIRECTION - Indicates that the incumbent receives guidance in terms of broad goals and overall objectives and is responsible for establishing the methods to attain them. Generally the incumbent is in charge of an area of work, and typically formulates policy for this area but does not necessarily have final authority for approving policy.

6206

RSCH ADM 3

1

7715

ACAD HR ANL3

1

5259

PROJECT POLICY ANL 5

1

4753

FINANCIAL SVC ANL 1 CX

1

0212

FINANCIAL ANL MGR 1

2

4631

FINANCIAL SVC SUPV 2

3

4486

RSCH ADM 2 CX

3

POSITION SUMMARY

The Executive Director of Research Administration and Academic Financial Services directly reports to the Associate Dean of Finance and Administration of the Division of Life Sciences and provides divisional leadership, management, and strategic oversight for research administration, academic financial services, core research facilities, sponsored funding, procurement, and academic payroll functions within the Division of Life Sciences, supporting more than $80 million in annual funding and serving over 170 Senate faculty.

The Division comprises seven academic departments, seven interdepartmental degree programs, three institutes, and nine centers. Through subordinate professional staff, this position directs and manages multiple operational programs of significant scope and complexity, establishing divisional standards, providing functional leadership to departmental administrative organizations, and ensuring effective, compliant, and efficient administration of research, payroll, and academic financial operations across the Division. The position is accountable for achieving divisional operational objectives and maintains functional (dotted-line) management authority over seven departmental Chief Financial Officers/Business Office Managers and their respective business offices, providing operational direction, establishing divisional standards, monitoring performance, and ensuring consistent implementation of University policies and divisional priorities across all Life Sciences departments. Working in close partnership with departmental Chief Administrative Officers (CAOs), the Executive Director coordinates divisional priorities, standardizes business practices, and ensures alignment between departmental operations and divisional goals.

This position manages a team of senior professional staff responsible for research administration, fund management, academic financial services, and academic payroll operations, with responsibility for recruitment, training, professional development, performance management, allocation of work, and accountability for divisional outcomes. The Executive Director provides strategic oversight of division-wide pre-award and post-award research administration, ensuring consistent implementation of sponsor, federal, state, and University requirements through subordinate staff and departmental administrative leadership. The position serves as the Division's senior liaison with the Office of Research Administration, Extramural Fund Management, and major sponsoring agencies, including NIH, NSF, DoD, and HHMI, providing strategic leadership, resolving complex operational issues, and directing implementation of institutional policies across the Division. The Executive Director also oversees the financial administration and long-range operational planning of the Division's Core Research Facilities, ensuring sound financial stewardship, compliance, and operational sustainability.

The Executive Director provides divisional leadership for academic personnel and payroll administration across the Division's biology units and directly supervises senior professional staff, including the Division Senior Academic Payroll Analyst. The position establishes divisional standards for academic payroll and personnel administration, ensuring consistent implementation of faculty payroll, compensation programs, leave administration, Negotiated Salary Program (NSP) activities, and academic personnel actions across departments. Serving as the Division's senior liaison to Academic Personnel, Academic Planning and Budget, UCPath, the Central Resource Unit, and other campus administrative offices, the Executive Director provides strategic direction for complex personnel and compensation programs while ensuring compliance with University policy through both direct supervision and functional management of departmental administrative staff.

As a senior divisional leader, the Executive Director establishes strategic priorities and operational direction for research administration, academic personnel, payroll, and academic financial services, leading divisional initiatives that strengthen operational effectiveness, compliance, workforce development, and organizational performance. Through subordinate staff and functional leadership of departmental administrative organizations, the position develops standardized business practices, directs implementation of divisional initiatives, and advances continuous improvement across the Division of Life Sciences.

The Life Sciences Research Administration Office oversees the supervision, management, and strategic planning for the division's research programs, which exceed $80 million annually. The office leads a team responsible for both pre-award and post-award contract and grant activities within the Division of Life Sciences. This division comprises 7 academic departments, 7 interdepartmental degree programs, 3 institutes, and 9 centers.

Additionally, the office collaborates on managing the efficiency of the division's fund management teams, which includes training, development, recruitment, and retention. This oversight extends to the departmental contracts and grants offices across the entire Division of Life Sciences, ensuring comprehensive support for sponsored research activities and staff.

The California State Summer School for Mathematics and Science (COSMOS) is an intensive four-week summer residential program for middle school and high school students who have demonstrated an aptitude for academic and professional careers in science, technology, engineering and mathematics (STEM) subjects. Talented and motivated students completing grades 8-12, selected on the basis of merit, have the opportunity to work with renowned University of California faculty, researchers and scientists at several UC campuses in state-of-the-art facilities, while exploring advanced STEM topics.

Divisional Research Administration and Strategic Oversight

A1. Pre-Award Administration

 • Provide divisional leadership and operational oversight for pre-award research administration activities, ensuring full compliance with sponsor, institutional, and regulatory requirements for proposal development and submission across multiple departments. Serve as a key liaison with the UCLA Office of Research Administration (ORA) to resolve complex issues, ensure timely submissions, and maintain alignment with institutional policies and priorities.

 • Oversee and, as needed, directly manage high-complexity and large-scale sponsored project proposal submissions, ensuring coordination across departments, alignment with divisional priorities, and adherence to sponsor deadlines and requirements.

 • Lead and facilitate interdisciplinary faculty and administrative collaboration to support the development of sponsored research proposals, providing guidance to departmental Chief Administrative Officers (CAOs), Chief Financial Officers (CFOs), fund managers, and administrative staff on implementation and operational requirements.

 • Provide strategic oversight and functional direction to subordinate staff and departmental leadership to ensure accurate interpretation and consistent application of sponsor and institutional requirements in the proposal development and submission process.

 • Identify, develop, and implement process improvement initiatives to enhance the efficiency, consistency, and compliance of pre-award operations across the division, ensuring standardization of practices across departments.

A2. Post-Award Administration

 • Direct and oversee divisional post-award portfolio management activities, ensuring compliance with federal, state, sponsor, and institutional regulations. Provide operational guidance and oversight to departmental administrators, CAOs, and CFOs regarding award management and compliance requirements.

Collaborate with central administrative offices, including Extramural Fund Management (EFM), to resolve complex post-award issues, address special agency requirements, and ensure accurate and timely completion of effort reporting and certification processes in coordination with department leadership and fund managers.

 • Provide leadership in resolving complex post-award and sponsored funding issues, including serving as escalation point for conflict resolution and supporting audit inquiries. Ensure adherence to internal controls, compliance standards, and best practices across divisional and departmental staff.

 • Lead the analysis, interpretation, and resolution of complex contract and grant funding issues related to payroll actions and UCPath transactions, providing strategic oversight and technical guidance to staff and departmental administrators to ensure accuracy, compliance, and alignment with funding requirements.

A3. Strategic Planning and Policy Engagement

 • Lead divisional efforts to standardize and align pre- and post-award research administration practices across Life Sciences departments, ensuring consistency, compliance, and operational efficiency. Provide strategic direction to departmental leadership and administrative staff on implementation of standardized processes.

 • Support and contribute to divisional strategic planning initiatives related to research administration, including the establishment of priorities, performance tracking, and implementation oversight. Guide subordinate staff in executing strategic initiatives and operational goals.

 • Develop and maintain strategic partnerships with key internal and external stakeholders, representing the Division of Life Sciences on institutional committees, including College Cabinet and DGSOM committees. Influence policy development, contribute to campus-wide initiatives, and provide oversight for implementation of divisional operational objectives.

40%

Divisional Academic Personnel and Payroll Management

B1. Academic Payroll Operations

 • Provide divisional leadership and operational oversight for academic payroll administration supporting Senate faculty and GSR/TA academic appointees across the Division of Life Sciences, ensuring accurate, timely, and compliant administration of regular, special, one-time, summer salary, Negotiated Salary Program (NSP), and administrative compensation in accordance with University policies and collective bargaining agreements. Serve as the senior divisional liaison with UCPath, Academic Personnel, Central Resource Unit, and other campus administrative offices to resolve complex payroll issues and ensure consistent implementation of institutional policies. (E)

 • Direct and oversee departmental implementation of academic payroll operations by providing functional leadership to department CAOs, CFOs, payroll and HR professionals, establishing divisional standards, monitoring compliance, resolving complex operational issues, and ensuring consistent execution across all Life Sciences departments (E)

 • Provide strategic leadership for payroll compliance and operational excellence by establishing divisional payroll reconciliation standards, funding reviews, reporting, corrective actions, and continuous process improvements while ensuring subordinates staff and departmental administrators consistently apply divisional standards and best practices. (E)

B2. Academic Personnel Administration

 • Direct divisional academic personnel administration for faculty and academic appointees by creating and establishing divisional administrative standards and procedures for appointments, reappointments, promotions, merit increases, transfers, salary actions, and separations, ensuring consistent implementation of University policies and divisional standards across departments.  Manage the process through subordinate employees in the Dean’s Office and within Life Sciences departments. (E)

 • Provide divisional oversight of faculty leave administration, including FMLA, sabbaticals, disability, Academic Sick Leave Banks, and other approved leave programs by directing departmental implementation, resolving complex policy issues, and ensuring compliance with institutional requirements. (E)

B3. Negotiated Salary Program (NSP)

 • Lead divisional implementation of the NSP by directing annual planning, funding strategies, operational timelines, and implementation across all Life Sciences departments while ensuring consistent application of University policy and divisional priorities. (E)

 • Provide strategic oversight of NSP funding administration by directing departmental CAOs, CFOs, and divisional staff in preparation, review, validation, and implementation of NSP funding actions, ensuring accuracy, compliance, and timely processing. (E)

 • Lead continuous improvement of NSP administration by developing divisional tools, standardizing business processes, collaborating with Life Sciences Computing, and establishing best practices that improve efficiency, consistency, and operational effectiveness across the division. (E)

25%

Supervision, Staff Development, and Divisional Leadership

C1. Training and Staff Development

 • Provide divisional leadership for workforce development by establishing standardized training programs, operational expectations, and professional development initiatives for research administrators, fund managers, payroll professionals, and departmental business office staff to ensure consistent application of policies and operational excellence across the division. (E)

 • Direct implementation of divisional onboarding and continuous education programs through subordinates in the Dean’s Office and the departments CAOs and CFOs, monitoring participation, evaluating effectiveness, and ensuring departmental staff maintain the knowledge and competencies necessary to meet operational and compliance requirements. (E)

 • Establish divisional communication strategies to disseminate policy updates, regulatory changes, operational guidance, and best practices related to research administration, payroll, contracts and grants, and academic personnel administration. (E)

C2. Staff Supervision

 • Directly supervise divisional pre-award and post-award administrators, providing leadership in work assignment, goal setting, coaching, performance management, professional development, and corrective action consistent with University policies. (E)

 • Exercise functional management responsibility over departmental CAOs, CFOs, fund managers, payroll professionals, and research administrators by establishing operational priorities, coordinating implementation of divisional initiatives, monitoring organizational performance, and ensuring consistent execution of divisional standards across Life Sciences departments. (E)

 • Assess divisional staffing needs and operational capacity, recommending resource allocation strategies to Dean and Associate Dean and directing temporary deployment of divisional resources to maintain operational continuity during departmental vacancies and organizational transitions. (E)

15%

Divisional and Campus-Wide Leadership Initiatives

D1. Divisional Leadership

 • Lead strategic operational initiatives supporting research administration, academic personnel, and payroll operations by identifying organizational priorities, establishing divisional goals, directing implementation efforts, and evaluating operational outcomes to improve efficiency, compliance, and service delivery. (E)

 • Provide strategic leadership for organizational improvement by identifying operational risks, standardizing business processes, reducing redundancy, and implementing best practices across the Division of Life Sciences through functional leadership of departmental administrators and business offices. (E)

 • Develop and execute divisional operational strategies aligned with the Division’s mission, collaborating with departmental leadership and central administrative partners while exercising functional authority to ensure consistent implementation of divisional objectives. (E)

D2. Campus-Wide Engagement

 • Serve as the senior divisional resource for departmental CAOs, CFOs, and financial services leadership by providing strategic consultation, resolving complex operational issues, and ensuring consistent interpretation and implementation of University policies across departments. (E)

 • Represent the Division of Life Sciences on campus-wide committees, system initiatives, and institutional projects related to research administration, payroll, and academic personnel operations, providing strategic leadership and advancing divisional interests in campus operational planning. (E)

 • Develop and maintain collaborative partnerships with ORA, Purchasing, Accounts Payable, Audit and Advisory Services, UCPath, Academic Personnel, and other campus administrative units to coordinate operational initiatives, resolve complex issues, and advance divisional priorities. (E)

10%

Oversight of Departmental and Decanal Sponsored Funding

E1. Budget and Fiscal Oversight

 • Serve as the principal divisional advisor to the Associate Dean on sponsored fund financial management, providing strategic leadership and operational oversight for departmental and decanal sponsored funding activities. (E)

 • Direct the development, analysis, and review of complex sponsored fund financial projections and budget information supporting annual budget planning, and associated chancellorial financial submissions, and strategic resource allocation decisions. Provide recommendations to the Associate Dean regarding funding strategies, fiscal risks, and operational priorities affecting the Division of Life Sciences. (E)

 • Provide divisional oversight for fiscal close activities involving sponsored funds, establishing operational expectations, monitoring compliance, and ensuring timely and accurate completion of year-end financial transactions across departmental and decanal operations. (E)

 • Direct the financial management and long-range operational planning for divisional Core Research Facilities through subordinate staff, overseeing annual budget development, expenditure forecasting, financial performance monitoring, and strategic planning to ensure long-term financial viability. Advise the Associate Dean regarding strategic investments, operational risks, and future resource needs supporting the Division’s research infrastructure. (E)

5%

Oversight of Sponsored Fund Procurement

F1. Sponsored Fund Procurement Oversight

 • Provide divisional leadership and operational oversight for sponsored fund procurement activities, establishing standardized business practices and ensuring compliance with sponsor requirements, University policies, and internal control standards across all Life Sciences departments. Direct departmental implementation through functional leadership of business office staff and administrators to ensure consistent operational execution. (E)

 • Direct coordination between procurement, sponsored research administration, and financial operations by providing strategic oversight to departmental business office leadership, resolving complex purchasing and contract and grant expenditure issues, ensuring audit readiness, and maintaining consistent application of institutional polices and internal controls throughout the Division. (E)

5%

•

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

Demonstrated high level financial management experience with an academic research unit with annual operating expenses over $80 million. Ability to forecast and control revenue and expense.Required             

Required

And

Experience in interviewing, hiring, supervising, training and appraising staff performance in an impartial and responsible manner. Ability to delegate responsibilities.

Required

Demonstrated leadership skills and business acumen to positively contribute to the mission of the department as well as the University community.

Required

Ability to set appropriate short and long range organizational goals, to define goals in an objective and measurable fashion and to formulate strategies and work plans to achieve the goals.

Required

Detailed knowledge of University policies and procedures for purchasing, payroll, accounting, fund management, contract and grant administration.

Preferred

Expert knowledge of contracts and grants management including ability to review inter-agency inter-institution agreements and other contractual arrangements. Demonstrated ability to successfully manage a complex research funding schedule from pre to post

Required

Ability to solve problems in financial management using data analysis, trend analysis, control mechanisms, judgment and discretion.

Required

Demonstrated ability to assess complex proposals, initiatives, and situations, bringing expertise and insight to the decision making process on both the granular and global levels.

Required

Expert level knowledge and demonstrated experience in the research environment of a major university/medical center and its education, public service and research missions.

Required

Demonstrated ability to apply a high level of original thinking and judgment, skills innovative application of policy and requirements, flexibility, and ability to develop successful situational solutions at both the micro and macro levels.

Required

Ability to secure ORA approval to serve as DRA (departmental research administrator) in order to submit proposals directly to funding agency without prior review by OCGA.

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.

E-Verify Check: The position is funded by federal contracts/subcontracts requiring UCLA to notify job applicants that an E-Verify check will be conducted and the successful candidate(s) must pass the E-Verify check.

Age Requirement: Candidate(s) must be 18 years or older to be eligible to be hired.

LOCATION AND PHYSICAL, ENVIRONMENTAL, MENTAL (PEM) REQUIREMENTS

Environment and Work Location Information

Environment Type:

Non-Clinical Setting

Location Setting:

Campus

Location:

Hershey Hall

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.