Associate Dean of Finance and Administration, Division of Undergraduate Education

ADMIN MGR 2 (000548)

UCPath Position ID: 40053429

Position Description History/Status

For Reference ONLY - PeopleAdmin JA Number:

705287

Approved Date:

8/21/2025 11:18:26 AM

Date Last Edited:

8/21/2025 11:18:21 AM

Last Action Effective Date:

8/1/2023

Organization Details

Business Unit (Location):

LACMP

Organization Code:

1300O

Organization:

LETTERS AND SCIENCE

Division Code:

1311D

Division:

L&S UNDERGRADUATE EDUCATION

Department:

052000 - UNDERGRADUATE EDUCATION ADMINISTRATION

Position Details

UCPath Position Number:

40053429

Position Description ID

171652

UC Payroll Title:

ADMIN MGR 2 (000548)

Personnel Program

Management and Senior Professional (MSP)

Salary Grade:

Grade 27

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:

40041293

Reports to Payroll Title:

DEAN

UCPath Department Head Position Number:

40062102

Department Head Payroll Title:

EXEC VC AND PROVOST

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.

47

POSITION SUMMARY

The Associate Dean of Finance and Administration supports the Dean for Undergraduate Education and the International Education Office in matters of strategic planning and policy for special instructional programs, including general education, honors programs, and time-to-degree improvement efforts. The Associate Dean is directly responsible for coordinating financial (budget of ~$50 million) and personnel (1,100 casual restricted, academic and career employees) matters for the Division of Undergraduate Education (DUE) and consisting of the Academic Advancement Program (AAP), Center for Community College Partnerships (CCCP), Center for Community Engagement (CCE), Center for Scholars and Scholarship Enrichment (CSSE) Center for Academic Advising in the College(CAAC), Honors Programs, New Student and Transition Programs, Start Up UCLA, Undergraduate Education Initiatives (UEI), DUE Administration, Undergraduate Information Technology (UIT), and two Undergraduate Research Centers (URC). The Associate Dean directly supervises all finance/accounting, human resources/academic personnel, and space management for DUE. The incumbent coordinates the strategic planning process and periodic evaluation of the academic support services provided in areas of counseling, peer learning, scholarship services, AAP, Honors, and New Student and Transition Programs. The incumbent also works closely with the Division's Development officer to administer gifts to the Division. The Associate Dean reports to and receives direction from the Dean, but is expected to exercise a high degree of independent judgment and initiative in the performance of the job duties. As a member of the divisional leadership team, the Associate Dean advises the Dean and independently creates and implements methods for effective financial planning and budgeting, space allocations and planning, fiscal management and control, allocation of resources and FTE to departments and units, safety and emergency response initiatives, strategic planning, enrollment planning, academic program development, and faculty/academic recruitment and retention. Works with divisional leadership to develop and implement strategic initiatives as well as to respond to campus and system-wide issues and inquiries. When designated, represents the Dean in meetings and on committees. The Associate Dean also acts as backup to the other Associate Deans in the College should there be a vacancy and/or leave of absence.

Fiscal, Personnel, and Administrative Management

 • Fiscal Management - Develop plans, taking into account changing priorities and strategies for student success and policy changes affecting funding. Manage funds allocated to the Dean for instructional programs and academic support services to ensure compliance with policy and achievement of stated outcomes. Analyze divisional expenditure patterns and make recommendations to the Dean regarding strategic allocation of resources in the division. Meet regularly with unit Directors and budget staff to collaboratively establish, monitor and modify budgets. Participate in formulating College-wide fiscal policies and procedures. Oversee development of proposals to request funding from campus funding entities including APB, SFAC, and external funding agencies. Manage Undergraduate Education Financial Operations and International Education Office and supervise related staff. Advise Dean on all financial matters for the Division. 

 • Personnel Management - Develop academic and non-academic staffing plans, taking into account campus and divisional priorities. Manage FTE allocated to all programs under the purview of the Dean to ensure compliance with annual and long-range plans, as well as university policies for personnel. Establish uniform policies for the allocation of merit, salary, and turnover savings among the programs. Review and approve all divisional salary actions. Work with the College HR and Academic Personnel and CHR to ensure effective processes. Participate in formulating College-wide personnel policies and procedures. Identify training needs and funding sources and consult with appropriate personnel to provide staff development opportunities. Manage DUE HR groups. Advise Dean on all personnel matters.  

 • Administration - Coordinate preparation of annual reports. Facilitate strong linkages between academic support services provided by Undergraduate Education and appropriate academic units and programs. Assist the Dean and appropriate development officers in the formulation and preparation of proposals for extramural funding focusing on innovations in undergraduate education and student scholarships. Evaluate space needs and develop plans; make space recommendations to the Dean and Directors. Supervise and evaluate administrative support personnel.   Provide administrative support to Assistant Vice Provost of Education Abroad/Global Internship Programs, and the Assistant Vice Provost of Study Abroad.

 • Change Management - Lead the Division through changes in financial management, budgeting, HR/Academic personnel and payroll which result from systemwide or campus changes in technology, policies, and procedures.  

 • IT - Together with unit heads and Director of Undergraduate Education Information Technology (UIT), collaborate and assist with a coordinated approach to computing and IT. Identify funding and space for divisional priorities for service provision including software development in consultation with the Director of UIT. Ensure an appropriate budget for all expenditures for divisional IT infrastructure.  

 • Scholarships - Together with the Director of the Center for Scholarships and Scholar Enrichment and Development Officers, ensure proper stewardship and annual awarding of undergraduate scholarships of approximately $4.5 million (1,300 awards annually). Ensure maintenance of accurate records of nearly $74 million dollars in scholarship endowments; develop annual projections of available funds for annual awards. Develop and implement systems to track balances and expenditures for award funds. Coordinate the work of the Fund Manager, Director of the Center for Scholarship and Scholar Enrichment and staff in units awarding scholarships to ensure efficient use of funds and accurate reporting of awards and expenditures. 

90%

Programmatic Management and Special Projects

 • Serve on campus-wide and College Committees such as Ascend 2.0 and BruinBuy Plus.

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 or equivalent experience/training

Required

PhD

in related area

Preferred

Extensive experience in higher education, strategic planning and management.

Required

Experience hiring, training and supervising professional staff.

Required

Previous experience working with faculty in developing academic support programs for students.

Required

Budget management and human resources experience.

Required

Extensive knowledge of University financial planning, management analysis and reporting, and human resources management.

Required

Highly developed skill in both verbal and written communication to address sensitive, complex, and broad ranging issues in a university setting. Ability to work in a consultative, collaborative manner with the highest level of campus leadership.

Required

Deep knowledge and understanding of University policy, programs and management. Ability to apply policy to ensure favorable outcomes. Skill in developing methods and recommendations for consideration by College Deans.

Required

Ability to communicate with multiple constituencies, conducting participatory meetings, gaining acceptance of decisions, and advising and collaborating with others.

Required

Ability to work independently, accepting challenging circumstances and taking initiative to solve problems where solutions are not always readily apparent.

Required

Ability to exercise tact and discretion in matters of confidentiality. Ability to listen effectively and to deal with sensitive information.

Required

Demonstrated ability to develop and maintain effective working relationships with a diverse, multicultural environment, interacting frequently with University faculty, administrative staff, and students.

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:

Murphy 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.