Program Rep CBS

ADMIN OFCR 2 CX (004263)

UCPath Position ID: 41139690

Position Description History/Status

Approved Date:

10/24/2025 5:35:57 PM

Date Last Edited:

10/24/2025 5:35:54 PM

Last Action Effective Date:

Organization Details

Business Unit (Location):

LACMP

Organization Code:

1400O

Organization:

INTERNATIONAL INSTITUTE

Division Code:

1460D

Division:

INTERNATIONAL INSTITUTE

Department:

124100 - ASIA CENTERS & PROGRAMS

Position Details

UCPath Position Number:

41139690

Position Description ID

217851

UC Payroll Title:

ADMIN OFCR 2 CX (004263)

Personnel Program

Professional and Support Staff (PSS)

Salary Grade:

STEPS

Job Code FLSA:

Non-Exempt

Union Code (Collective Bargaining Unit):

CX: Clerical & Allied Services

Employee Relations Code:

E: All Others - Not Confidential

Employee Class (Appt Type):

2 - Staff: Career

Full-Time Equivalent (FTE)

0.5

SUPERVISION

UCPath Reports to Position Number:

40141671

Reports to Payroll Title:

Director

UCPath Department Head Position Number:

40042568

Department Head Payroll Title:

ADMIN MGR 1

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

POSITION SUMMARY

The incumbent will serve as the Administrator for the International Institute's Center for Buddhist Studies, reporting directly to the Center Director. Responsibilities will cover major areas of Program Administration; Office Management; Program Development; Outreach and Fund Raising Activities; and Budgetary Oversight. 

The UCLA International Institute educates students, supports scholarship on the world at UCLA and serves as a campus and community resource.

With a history dating back to 1958, the Institute is the central hub for global and area studies on campus. Its more than 27 centers and programs support innovative multidisciplinary research on specific world regions and pressing global issues. Its rigorous academic programs offer degrees in global studies, international development, global health, international migration and diverse regions and countries of the world.

The UCLA International Institute is directed by a senior management team led by the Vice Provost for International Studies and Global Engagement, two Associate Vice Provosts and two Assistant Vice Provosts.

The Office of the Vice Provost develops and implements UCLA’s global strategy, manages the university’s partnership agreements with foreign educational and research institutions, and represents UCLA to international constituencies and organizations.

Program Administration

1. Assist the Director in developing and implementing long-term academic plans for the Center, focusing on: the Center's role in building the academic infrastructure for the study of Buddhism at UCLA; promoting the national and international visibility of UCLA Buddhist Studies through publicity of programs and activities; increasing the campus' participation in the local Buddhist community in Los Angeles.

2. Along with the Center Director, assist in the development of the “Buddhism in Los Angeles” archive as well as the management of our Buddhist manuscript collection held in the Young Library: including, calling up materials for review and exhibition; assisting in class seminars with archival visits and visits to special collections; managing public inquiry about the collection; providing logistical support for the activities of the Robert Ho Buddhism Public Scholar.

3. Research and compile information for grant proposals to major funders in Buddhist Studies, including statistical information such as UCLA-related faculty, CBS outreach programming, resumes of Buddhist Studies adjacent campus faculty, campus courses, course enrollments, and library holdings.

4. Write and edit narrative portions of grant proposals, including narrative budget section covering projected costs.

5. Serve as the Center's principal contact with the International Institute and through them with the UCLA Sponsored Research and Extramural Financial Management in regard to grant activity.

6. In consultation with the Director, formulate plans for and oversee the following annual activities and events:

i. Regular Seminars and Colloquia

ii. Faculty Advisory Committee Meetings:

7. Assist the Director in planning workshops, conferences, and events. Represent director in interacting with donor attendees; organize schedule; oversee arrangements for travel and venue. Initiate contacts with the diplomatic, business, cultural, ethnic and media communities in cases where the events are jointly sponsored with off-campus organizations. Negotiate final shared cost arrangements.

8. Manage the Center's participation in collaborative events with other on-campus departments and units, e.g., Asian Languages and Cultures, History, Study of Religion, other Centers of the International Institute. Assist with planning and logistics and negotiate and implement final shared cost arrangements.

9. Administer graduate and undergraduate fellowship programs. Prepare online fellowship applications in coordination with International Institute IT staff. Coordinate relevant data on fellowship applicants and design application and evaluation/rating materials. Convene and attend fellowship committee meetings and advise committee members on budget and fellowship guidelines.

40%

Office Management

1. Manage and coordinate daily operations of the Center. Field phone calls and visits by students, faculty, and the public interested in events or fellowships sponsored by the Center and in Buddhist Studies courses on campus.

2. Develop new administrative operating procedures for the Center, e.g., design master calendar of all Center activities; write invitations for guest speakers for the Center's colloquium series; write invitations for visiting scholars to UCLA from other Buddhist Studies programs; devise logistical plans for international conferences in consultation with the Director.

3. Conceptualize and design the format and text of Center promotional materials, such as brochures, announcements and the Center's website. Assume responsibility for updating and maintaining the website in conjunction with the IT staff.

4. Assist with the development of other websites connected to the Center for Buddhist Studies, such as the Buddhist Bodies Collective and resources connected to the Buddhism in Los Angeles archive.

25%

Outreach and Fund Raising Activities

1. Represent Director when required at professional meetings related to Center activities, e.g., the Association for Asian Studies Annual Meeting, the Annual Meeting of the American Academy of Religion.

2. Be the first point of contact for the media, including U.S. and local community newspapers and electronic media.

3. Maintain database of donors, and represent Director when required in meetings and special events with private donors and foundations and other potential donors. Assist in devising and implementing fund raising strategies in conjunction with the Director and the Institute Development Office.

4. Produce bi-annually email newsletters on (a) Buddhist Studies Calendar of Events, and (b) academic announcements on Buddhist Studies-related jobs, fellowship opportunities, Calls for Papers, summer programs, etc. Conduct interviews and write feature articles covering projects and activities for website.

20%

Budgetary Oversight

1. In consultation with Director and with assistance of Budget Analyst, plan and prepare Center's annual administrative budget, including General Funds, other intramural funds, specific portions of grants, foundation, gift, and endowment funds totaling approximately $900,000.

2. Track and monitor the Center's budget and expenditures. Ensure that the Director receives, on a regular basis, accurate financial reports reflecting expenditures to date and projections through fiscal year end or grant ending date as requested.

3. Monitor and reconcile operating expenditures on an ongoing basis. Establish a project code system for coding and tracking of expenditures.

4. Oversee processing of all orders, reimbursements, travel arrangements, and invoices on University's Express and Bruin Buy systems.

5. In coordination with Institute Personnel/Payroll, supervise and monitor all student employees.

6. Handle all financial aspects of graduate and undergraduate fellowship programs. Oversee the preparation of Graduate Division Transmittal Forms and the disbursement of award funds.

15%

•

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

Skill in planning, preparation, and administration of budgets with multiple fund sources.

Preferred

Working knowledge of contract and grant procedures and practices.

Preferred

Strong organizational skills to set priorities and work effectively toward Center goals and objectives.

Required

Demonstrated ability to work with library systems and liaise with staff librarians

Required

Demonstrated ability to plan and coordinate events such as seminars, workshops, colloquia, and student outreach.

Required

Ability to administer student fellowship programs.

Required

Cultural sensitivity to manage working relations with diverse individuals and institutions

Required

Strong English writing and editing skills for preparing grammatically correct contract and grant proposal sections, reports, correspondence, and other documents.

Required

Strong oral communication skills to obtain and convey information clearly and to interact with individuals at various levels professionally and diplomatically.

Required

Ability to maintain and develop websites and web applications

Required

Skill in performing against deadlines with frequent interruptions and competing priorities.

Required

Skill in operating personal computers utilizing Windows in word processing, spreadsheet, and database software, including Microsoft Word, Excel, and Access. Demonstrated interest in research in Buddhist Studies

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.