Administrative Officer 3 CX

ADMIN OFCR 3 CX (004800)

UCPath Position ID: TBD_940582

Position Description History/Status

Approved Date:

12/1/2025 10:45:21 PM

Date Last Edited:

12/1/2025 10:45:17 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:

081500 - CENTER FOR 17TH & 18TH CENTURY STUDIES

Position Details

UCPath Position Number:

TBD_940582

Position Description ID

246749

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:

E: All Others - Not Confidential

Employee Class (Appt Type):

2 - Staff: Career

Full-Time Equivalent (FTE)

1

SUPERVISION

UCPath Reports to Position Number:

40054209

Reports to Payroll Title:

Chief Administrative Officer

UCPath Department Head Position Number:

40067176

Department Head Payroll Title:

Director

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.

POSITION SUMMARY

Serve as the Business Office Manager for the Center for 17th- & 18th-Century Studies and the William Andrews Clark Memorial Library. Oversees budget, HR, payroll and fellowship programs for the two units. Working with the Assistant Director, the incumbent is responsible for management for the Center and Clark's financial operations. Prepare and assess budgets and develop fiscal projections for the Assistant Director, Director and Head Librarian. Oversee financial transactions, grant proposals, and all aspects of gift fund and contract and grant administration. Oversees HR and payroll administration for the Center and Clark, managing processes for a variety of academic, staff and student positions. Manages the Center and the Clark Library Fellowship Program, which consists of 50 to 60 fellowships per year, including postdoctoral fellows, visiting scholars, visiting graduate student researchers (VGRs) intercampus exchange program students (ICX) and graduate fellowships and summer mentorships awarded to UCLA students.

Financial Management

A1. Provide financial and administrative oversight for all fiscal activities and establish short- and long-term strategic plans and goals in conjunction with the Assistant Director. (E)

A2. Manage budgets by directing the reconciliation of expenses charged against ledgers and the projection of end date balances for all funds. Identify annual fiscal needs and develop recommendations for reallocation of funds and resources as necessary. (E)

A3. Analyze budgets and monitor transactions. Offer strategy for annual budget planning process. Review financial policy and direction. Analyze expenditures and propose additional controls and/or re-budgeting as needed on a quarterly basis. (E)

A4. Complete annual fiscal close in compliance with College and University requirements. Maintain sound fiscal management throughout the year. (E)

A5. Oversee vendor management, including negotiating pricing, and coordinating vendor onboarding and registration with UCLA's vendor management and eInvoicing systems. (E)

A6. Oversee and monitor third-party service costs for operational and project-related needs. Communicate changes to service stakeholders and assist with service cost assessments. (E)

A7. Stay current with University financial policies and procedures and inform leadership and relevant staff of policy changes in a timely and accurate manner. (E)

A8. Oversee all departmental business functions including all aspects of accounting, purchasing, and ledger reconciliation. Tasks include but are not limited various on-line financial systems (BruinBuy Plus, Concur, Purchasing and Accounts Payable, Non-Payroll Expenditure Adjustments, Transfer of Funds, MTFs and CashNet).

A9. Manage for grant administration. Prepare budgets and budget narratives. Prepare proposals for submission. Monitor grant expenditures and post-award activities. Serve as ERS Coordinator.

40%

Management of HR and Payroll

B1. Oversee all approved personnel actions for all academic, staff and student worker employees via UC Path and other authorized systems. (E)

B2. Serve as primary resource on benefits information and processing. (E)

B3. Keep the Director and Assistant Director apprised of all employee and labor relations and workplace safety requirements. (E)

B4. As primary Departmental Time Administrator (DTA) ensure timely submission of payroll. Monitor and ensure proper timekeeping across the unit. (E)

B5. Oversee maintenance of personnel files in accordance with University policy. (E)

B6. Provide expertise in all University policies and procedures related to personnel and payroll administration. Orient new employees to internal policies and procedures. Disseminate information as

needed. (E)

B7. Manage all payroll functions for Center and Clark staff including new hires, merits, promotions, reclassifications, separations, time reporting, etc. Review and reconcile monthly payroll ledgers. (E)

B8. Oversee policies and processes for graduate student hiring, fee remissions, and any other academic apprentice related actions. (E)

30%

Fellowship Program Administration

C1. Directs and supervises processes for recruitment, appointment, and reception of Clark Fellows, including Postdoctoral Fellows, Visiting Scholars, Visiting Graduate Student Researchers, Intercampus Exchange Program Students, as well as UCLA graduate student fellowships and summer mentorships.

C2. Manage post award support for fellowships. Coordinate with the Dashew Center to prepare visa documents for international fellows. Work closely with various campus departments including the Office of Academic Personnel, the Division of Graduate Education, the Dashew Center for International Students and Scholars, the Office of Research Policy and Compliance and Financial Services to ensure the appropriate academic appointments are completed in a timely manner. Process appointments in online personnel systems such as OPUS, Interfolio, UCRecruit, and Go.Grad.

C3. Prepare fellowship payments to be processed via BruinBuy Plus, Graduate Division Fellowship Award Transmittal, UCPath, or intercampus transfer.

C4. Create onboarding materials to orient different types of fellows to UCLA and the Clark Library. Meet with fellows to provide onboarding and orientation.

20%

Operations and Facilities Administration

D1. Provide staff assistance at Center and Clark Library conferences, workshops, lectures, concerts, theatrical programs, as well as donor and fundraising events. Assistance includes evening and weekend events.

D2. Schedule various committee meetings for the Center and the Clark Library.

D3. Carry out special projects as assigned by the Director or Assistant Director.

D4. Serve as Equipment Custodian for the Center and back-up for the Clark.

D5. Serve as Parking Coordinator for the Center and Clark Library and manage parking allocations.

D6. Serve as key coordinator for the Center and back-up for the Clark.

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

Knowledge of University administrative organization, policies, procedures, and practices required to conduct and supervise complex departmental administrative analysis.

Required

Knowledge of University accounting systems, purchasing, administration policy and procedures. Skill in interpreting complex administrative policies and procedures.

Required

Financial skills sufficient to determine annual costs, to provide financial projections, and to prepare analyses and reports.

Required

Skills in processing and reviewing online Purchasing, Personnel/Payroll, and other administrative transactions using OASIS, DACSS, PAC/Bruinbuy Plus, FS, TOF, NPEAR, PAN, UCPath, TRS, Cognos/CDW//QDB, I-9 Tracker, OPUS, Interfolio, UCRecruit, GLACIER, Go.Grad, Cashnet, Pcard, and Concur.

Preferred

Demonstrated knowledge and experience in university human resources policies, procedures and systems, including academic, academic student, and staff employment, compensation and compliance. Demonstrated knowledge of visa and foreign employment procedures. Demonstrated knowledge of university health and welfare benefits, retirement programs and university services.

Required

Demonstrated detailed knowledge of university regulations for postdoctoral scholars, visiting scholars, visiting graduate researchers, intercampus exchange programs, and UCLA graduate student fellowships. Thorough knowledge of graduate division and financial aid policies and procedures.

Required

Demonstrated management and problem-solving skills and ability to exercise judgment to solve operational problems where the answer is not apparent. Ability to analyze complex administrative and organizational issues, problems, practices, and procedures.

Required

Demonstrated ability to handle a high level of confidential and sensitive information according to university policy and procedures with discretion and tact.

Required

Demonstrated ability to take initiative, to manage multiple tasks efficiently amid frequent interruptions and with minimal supervision. Skill in setting priorities that accurately reflect the relative importance of job responsibilities.

Required

Demonstrated verbal/written communication skills to explain simple and/or complex policies and procedures to faculty, staff, students, and fellows.

Required

Ability to work occasional evenings and weekends.

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:

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.