Associate Director

ADMIN OFCR 3 CX (004800)

UCPath Position ID: TBD_4447

Position Description History/Status

Approved Date:

8/4/2025 8:04:29 PM

Date Last Edited:

8/4/2025 8:04:24 PM

Last Action Effective Date:

Organization Details

Business Unit (Location):

LACMP

Organization Code:

1300O

Organization:

LETTERS AND SCIENCE

Division Code:

1320D

Division:

L&S HUMANITIES

Department:

068000 - ASIAN LANGUAGES & CULTURES

Position Details

UCPath Position Number:

TBD_4447

Position Description ID

240302

UC Payroll Title:

ADMIN OFCR 3 CX (004800)

Personnel Program

Professional and Support Staff (PSS)

Salary Grade:

STEPS

Job Code FLSA:

Exempt

Union Code (Collective Bargaining Unit):

CX: Clerical & Allied Services

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:

40203017

Reports to Payroll Title:

PROF-AY

UCPath Department Head Position Number:

40299753

Department Head Payroll Title:

ADMIN MGR 1

DIRECTION - Indicates that the incumbent establishes procedures for attaining specific goals and objectives in a broad area of work. Only the final results of work done are typically reviewed. Incumbent typically develops procedures within the limits of established policy guidelines.

TBD_4465

Marketing Specialist 3

1

TBD_4467

Financial Analyst 2

1

TBD_4463

Blank Assistant 3

1

POSITION SUMMARY

The Associate Director of the Yanai Initiative for Globalizing Japanese Humanities in the Department of Asian Languages and Cultures has primary oversight and management of the overall personnel, administrative, public outreach,  and programmatic operations of the Yanai Initiative.  Under the direction of the Director of the Yanai Initiative, the incumbent is responsible for implementation of long-term strategic development of the program, including large-scale, complex academic initiatives; public cultural and educational programs; scholarly exchange programs; graduate student fellowships; and publications. Working with the CAO of ALC, the incumbent is responsible for management of the Yanai Initiative's financial operations. The incumbent will set priorities and manage work flow to fulfill objectives and meet goals that align with the Yanai Initiative's mission and Director's goals; establish effective working relationships with internal and external partners including faculty, staff, students, alumni, donors, and international partners; oversee financial transactions, grant proposals, and all aspects of gift fund and contract and grant administration to ensure that staff adhere to defined internal controls; execute and implement international agreements, visiting scholar and graduate student exchange programs, and graduate student fellowship award processes; recruit, select, train, supervise, and manage professional staff and fellows; collaborate on development and fundraising strategies and stewardship; and create and maintain systems and procedures to protect the Yanai Initiative's assets and resources including an endowment portfolio of $55 million. The candidate must have experience in managing a broad array of responsibilities in an academic and research setting, including international collaborations and the ability to conduct professional relationships in English and Japanese. A working knowledge of University financial policies, fund and personnel management, and ability to set long-term goals, define a plan of implementation, and develop a method of evaluation to assess program growth and success is required. Hybrid/remote work is possible, with occasional in-person evenings and weekends required.

The Department of Asian Languages & Cultures (ALC) is dedicated to the study of Asian civilizations in all their diversity. The rich, cultural heritages of the region are covered in various academic courses ranging such as language, literature, religion, thought, archaeology, and other cultural aspects. The department seeks to develop a profound appreciation of the unique insights and achievements of each indigenous culture while understanding at the same time the complex interconnections that tie the Asian region together.

Staff Management and Oversight

Manages and supervises professional staff to ensure appropriate levels of support in all functional areas of the unit. Oversees staff productivity and effectiveness. Establishes strategic priorities for the unit and individual staff members, and oversees work flow to fulfill program objectives. Oversees appropriate training for staff in collaboration with ALC management as needed. Establishes clear expectations and protocols for two-way communications to create a collaborative work environment among unit staff. Evaluates staff performance through probationary reviews and annual written performance reviews for each staff employee and sets annual goals for individual staff members.

10%

Budget and Financial Management

Oversees creation and implementation of annual operating budget of approximately $2.5 million. Supervises financial management by staff to ensure accountability and fiscal responsibility. Directs the creation and execution of financial agreements, grant proposals, and endowment fund planning. Supervises production of specialized financial, grant, and donor reports for Director, advisory board, department and campus leadership, granting organizations, and donors.

25%

Program Management

Oversees strategic planning of the Yanai Initiative’s academic and cultural programming and projects in collaboration with the Director, Advisory Board, and ALC department management. Manages complex domestic and international special projects and supervises program manager and assistant to ensure professional and successful outcomes for academic and public programs.

20%

International Collaborations

Plans, executes, and directs international agreements and collaborative partnerships. Establishes effective working relationships with internal and external partners including faculty, staff, students, alumni, donors, and international partners to advance program objectives on a global scale. Takes the lead in maintaining effective collaboration with Yanai Initiative staff at Waseda University.

20%

Communications

Directs and oversees strategic communication plans and collaborative partnerships implemented by Program Manager domestically and internationally. Establishes and maintains collaborative relationships with UCLA Development, Media Relations, Alumni Relations, and international partners to advance the Yanai Initiative’s objectives.

15%

Visiting Scholar and Student Programs

Directs and supervises processes for recruitment, appointment, and reception of visiting scholar and visiting graduate student programs. Directs and oversees UCLA graduate student research award processes.

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

Master's Degree

in related area and / or equivalent experience / training.

Preferred

3-5 Years

Experience in business administration.

Required

And

3-5 Years

Demonstrated experience in the management of staff.

Preferred

Strong interpersonal and communication skills. Ability to interact sensitively and to establish and maintain positive relationships with colleagues, students, community members, workers, and members of outside organizations from diverse social, cultural, and linguistic backgrounds.

Required

Demonstrated ability in reading, writing, and speaking academic level Japanese.

Required

Ability to exercise tact, discretion, and diplomacy and to maintain confidentiality.

Required

Working knowledge and interest in academic culture and a commitment to the program’s academic, research, teaching, and public mission in the Japanese humanities.

Required

Outstanding oral and written communication skills, ability to compose program

reports and narratives, and oversee media relations and outreach.

Required

Superior organizational and time management skills.

Required

Supervisory skills to manage and mentor staff and delegate tasks and projects

as needed, oversee workflow, and make adjustments as needed for efficiency and best results.

Required

Ability to analyze and develop strategies, set and meet deadlines, and achieve required results for annual and long-term goals, as well as specific projects or functions.

Required

Experience directing the planning and implementation of a multi-million dollar

operating budget consisting of gift, contract and grant, sales & service, and state funds.

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.

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

Conflict of Interest: The position is subject to the University Conflict of Interest Code required by the Political Reform Act of 1974. The candidate(s) selected will be required to complete financial statements for public record.

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

20%

Domestic Travel

5%

International Travel

LOCATION AND PHYSICAL, ENVIRONMENTAL, MENTAL (PEM) REQUIREMENTS

Environment and Work Location Information

Environment Type:

Non-Clinical Setting

Location Setting:

Campus

Location:

Royce 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.