S&P Operations Manager

ADMIN OFCR 3 (007377)

UCPath Position ID: 40995282

Position Description History/Status

For Reference ONLY - PeopleAdmin JA Number:

1138206

Approved Date:

12/10/2025 1:39:13 PM

Date Last Edited:

12/10/2025 1:39:09 PM

Last Action Effective Date:

3/2/2023

Organization Details

Business Unit (Location):

LACMP

Organization Code:

1300O

Organization:

LETTERS AND SCIENCE

Division Code:

1320D

Division:

L&S HUMANITIES

Department:

082400 - THE ROLFE/CAMPBELL HUMANITIES GROUP

Position Details

UCPath Position Number:

40995282

Position Description ID

167619

UC Payroll Title:

ADMIN OFCR 3 (007377)

Personnel Program

Professional and Support Staff (PSS)

Salary Grade:

Grade 22

Job Code FLSA:

Exempt

Union Code (Collective Bargaining Unit):

99: Non-Represented (PPSM)

Employee Relations Code:

C: Supervisor - Not Confidential

Employee Class (Appt Type):

2 - Staff: Career

Full-Time Equivalent (FTE)

1

SUPERVISION

UCPath Reports to Position Number:

40046669

Reports to Payroll Title:

ADMIN MGR 1

UCPath Department Head Position Number:

40067162

Department Head Payroll Title:

Chair

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.

5157

STDT SVC ADVISOR 4 SV

1

4722

BLANK AST 3

1

5140

STDT ACAD ADVISOR 2 SV

1

POSITION SUMMARY

Under the general supervision of the Chief Administrative Officer (CAO) of the Rolfe/Campbell Humanities Group (RCHG), the S&P Operations Manager will have direct responsibility over all administrative operations and financial management responsibilities for the Department of Spanish & Portuguese (S&P, which is under the administrative umbrella of the RCHG). The Department of S&P is comprised of approximately 15-17 ladder faculty, 13-15 temporary faculty (adjuncts, lecturers, etc.), 3 full-time career staff, 40 graduate students, 150-250 undergraduate students (with 5 majors and 4 minors), 3 subject areas (Spanish, Portuguese, Indigenous Languages of the Americas), a robust language program that serves the entire UCLA campus, and an overall budget of $5 million (operations, gift/private, external, teaching, staffing). The incumbent is responsible for daily operations and facilities; supervision, hiring, and training of staff; strategic planning for the department and collaborative programs with internal and external partners; and financial analysis and reporting. They will manage and oversee contracts and grants, MOUs, event programming, and academic programs (course scheduling and planning), fellowships and grants, and public outreach. Serve as the Building Coordinator and Department Security Administrator for the Linguistics Department and RCGH. They will oversee all aspects of accounting, purchasing, ledger/account reconciliation; ensure reporting mechanisms and expenses are compliant and accurate; design and maintain a database to track and reconcile all expenses with the ledger. Prepare monthly and annual budget reports for the CAO and Chair, as needed. Maintain records of faculty funding commitments, department finances, and administrative expenses. Develop departmental policy and procedure for and manage purchasing, travel, and entertainment reimbursement transactions and funding, including those processed by other staff, to ensure accuracy and compliance with policies and procedures. Prepare all intercampus payments and departmental deposit transmittals. Research and manage equipment purchasing and agreements.The incumbent will oversee, approve, and process as back-up payroll and personnel actions and transactions for faculty, staff, and students. Reconcile all non-payroll expenses and payroll expenses in UCPath. Manage all payroll funding and approve position updates in UCPath.

This position is eligible for a hybrid schedule with two days remote and three days in person on the UCLA campus, depending on department and staff need.

Under the administrative purview of the Rolfe/Campbell Humanities Group, which also oversees the Linguistics Department, the Spanish & Portuguese (S&P) Department provides cutting-edge research on languages, literatures, and cultures around the world with excellent teaching that offers language learning (Spanish, Portuguese, and indigenous languages), study abroad opportunities, and strong engagement with Los Angeles communities via internships, public humanities, and the arts. The S&P Department consists of faculty, postdoctoral scholars, visiting researchers, graduate/undergraduate students, and staff, and offers robust programs toward graduate degrees, undergraduate degrees, and language learning with the goal of creating multilingual, multicultural, and intellectual members of the community.

Operations and Programming

1. In consultation with the Chair and the CAO, develop long-term and short-term plans and strategies to identify and address important issues facing the department.

2. Plan and implement systems that perform the work and fulfill the mission and goals of the department efficiently and effectively.

3. Oversee the administrative operations of the department, including facility and room use, equipment and supply needs, purchasing and reimbursements, key dissemination, AVS, mailing, etc.

4. Oversee, coordinate, and staff department events, including off-hour and weekend events. Develop strategies to increase attendance and manage outreach.

5. Attend faculty meetings and compose minutes confidentially and thoroughly.

6. Manage partnerships and program outreach with internal and external organizations, including oversight of website, listservs, and promotional materials.

7. With the CAO, oversee donor relations and fundraising, including composing thank you letters, utilizing funds according to donor needs, and working with central offices to increase donors.

8. Serve as the Building Coordinator for Rolfe Hall. Serve as the primary Department Security Administrator for Linguistics and the Rolfe/Campbell Humanities Group and the back-up Department Security Administrator for the English Department.

9. Perform other duties, as assigned.

10. Provide back-up services for the Rolfe/Campbell Humanities Group CAO and Linguistics Fund Manager, as necessary.

35%

Fund Management

1. Manage the financial activity of the department, overseeing $5 million in operating funds, summer session revenue, gifts, contracts and grants, and other funds.

2. Perform short- and long-range fiscal planning related to budget activities, including operations, research, and teaching, as delegated by the CAO and Chair.

3. Prepare detailed monthly and annual tracking and analysis. Create and maintain repository and database of funds, commitments, sponsorship, and other transactions. Conduct expenditure projection analysis and provide to CAO and Chair on a monthly basis.

4. Recommend policies and cost-saving strategies for the management of funds and cost-saving methods to the CAO.

5. Design, develop, and maintain detailed, thorough, and accurate budgetary reports to track usage, charge to appropriate funds, and reconcile expenses. Design and implement reporting and control mechanisms for operation budget and direct expense files, background documents, and financial reports.

6. In compliance with university policies, develop and disseminate clear and detailed departmental policies pertaining to all financial-related expenses and transactions.

7. Interpret and clarify University financial policies and procedures to all department members and partners as they relate to the budget. Serve as the liaison with central offices. Utilize appropriate UCLA systems and programs to access financial and budgetary data and determine financial balances.

8. Track equipment inventory. Arrange for insurance coverage. Resolve insurance questions and claims. Collaborate with HumTech, lab staff, and other key personnel on the selection and purchase of equipment.

9. Provide guidance, reconciliation, and forecasting for the administration of operations and teaching budget and funding sources.

10. Oversee the accounting functions for all extramural and intramural funds. Perform necessary corrections and adjustments, manage and reconcile fiscal closing, prepare annual reports, follow up with central offices to resolve problems, initiate fund transfers.

11. Oversee the purchasing and requisition procedures, including processing staff, to completion and ensure accuracy of expenses through appropriate UCLA systems and offices. Negotiate with vendors to obtain best price.

12. Monitor faculty funds, special allocations for recruitment and retention, search expenses, fellowships, grants, and various donor funds. Create cost centers and resolve problems with appropriate office. Assist faculty with identifying sources of funding internal and external to the university.

13. In consultation with the CAO and Chair, prepare and monitor the TA/FTE budget.

14. Manage Memoranda of Understanding (MOUs) agreements with foreign organizations in compliance with federal and UCLA policy.

35%

Personnel and Supervision

1. Hire, supervise, and train three full-time, career staff (2 direct supervision, 1 indirect supervision) and multiple student workers. Monitor performance and work schedules, approve timesheets, provide feedback, recommend performance awards to the CAO, and cultivate morale.

2. Recommend and implement productivity standards to monitor changes in organizational, procedural, and system changes. Develop policies and procedures on operational and personnel needs.

3. Manage, review, and reconcile payroll-related funding, including position updates, direct retro, funding entries. Utilize UCLA systems, such as CDW and OFSR, to monitor and analyze transactions and expenses.

4. Meet regularly with the CAO to communicate and receive information on workload, productivity, strategic development, and policy and procedures.

5. Manage personnel and payroll matters and transactions for department staff. Work with Human Resources, Rolfe/Campbell Humanities Group Academic Personnel Officer, and CAO to oversee appropriate transactions for hiring, salary, leaves of absence, benefits, and related issues. Process transactions as back-up.

6. Oversee, approve, and reconcile payroll and personnel transactions by the Graduate SAO for ASE/GSR/other hiring. Collaborate with the Rolfe/Campbell Humanities Group Academic Personnel Officer to oversee, process, and approve transactions for staff and academic appointments.

7. Foster teamwork and unity among internal and external department members and partners to provide expeditious resolution, cohesiveness, and support.

8. Serve as a Department Security Administrator, Department Time Administrator, I-9 processor, and other related personnel and processing requirements.

9. Serve as a member of the Rolfe/Campbell Humanities Group senior staff along with the CAO, Academic Personnel Officer, and Linguistics Fund Manager. Assist with teambuilding activities.

30%

•

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

Administrative

3-5 years of working in an administrative office

Required

Financial

Experience with budgeting, forecasting, and/or purchasing/reimbursement processing

Required

Supervision

Experience with managing, hiring, training, and performance management of staff employees

Preferred

Demonstrated ability to manage a diverse staff and department with complex projects and competing deadlines. Skill in establishing a cohesive and productive work environment, even across staff who work in different units.

Required

Demonstrated knowledge of university policies and procedures on varying issues, including, but not limited to, accounting, student affairs, academic personnel, purchasing, payroll, and staff personnel. Working knowledge of various University and Business programs including, but not limited to Concur, CDW, OFSR, BruinBuy, TOF/NPEAR, UCPath, DACSS, Cashnet, PAN, etc.

Preferred

Ability to compose, edit, and proofread departmental reports, memos, and correspondence; knowledge of Standard English grammar, punctuation, prose style and correspondence, list and manuscript formats.

Required

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 and expenses.

Required

Ability to perform detailed work with a high degree of accuracy and attention to detail, and to independently organize and prioritize work. Thorough understanding of administrative priorities and the ability to develop plans that will achieve these goals, anticipate problems, and develop innovative solutions to correct or prevent obstacles.

Required

Ability to work independently, accepting challenging circumstances and taking initiative to solve problems where solutions are not always readily apparent. Strong analytical and critical thinking skills to manage high workload and competing priorities.

Required

Knowledge of University accounting procedures and purchasing procedures to coordinate Financial System activities for the department including working knowledge of the departmental chart of accounts and computerized accounting system. Working knowledge of University risk management, purchasing, and travel policies. Knowledge of University hiring and payroll procedures for faculty, staff, and student personnel. General knowledge of immigration and visa regulations, tax treaties, and tax withholding regulations.

Preferred

Knowledge of extramural contract and grant requirements and regulations for sponsored research and University policies and procedures governing the administration of federal contracts and grants. Ability to manage and execute Memoranda of Understanding.

Preferred

Demonstrated skill in Microsoft Office products, including database and spreadsheet design and maintenance in a PC environment.

Required

Interpersonal skills to establish and maintain cooperative working relationships with faculty, administrators, students, staff, and affiliates/visitors. Ability to be diplomatic, use discretion, and maintain confidentiality.

Required

Experience dealing with persons of various social, cultural, and educational backgrounds. Ability to communicate clearly and effectively; skill in analyzing tasks and procedures and making informed recommendations; skill in dealing with confidential matters with tact and sensitivity. Ability to maintain composure when encountering opposition, insensibility, or hostility.

Required

Ability to communicate clearly and effectively in oral and written Spanish.

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.

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

CANRA: The position is designated as a mandatory reporter under CANRA. The employee must sign the "Statement Acknowledging Requirement to Report Child Abuse".

Occasional event staffing after hours and/or on weekends

Required

Occasional off-site meetings or events

Required

LOCATION AND PHYSICAL, ENVIRONMENTAL, MENTAL (PEM) REQUIREMENTS

Environment and Work Location Information

Environment Type:

Non-Clinical Setting

Location Setting:

Campus

Location:

5306 Rolfe Hall

•

General Office Equipment

Standing/Walking

X

X

Sitting

X

X

Bending/Stooping

X

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.