Operations Manager

ADMIN OFCR 3 CX (004800)

UCPath Position ID: TBD_941475

Position Description History/Status

Approved Date:

8/12/2026 8:00:48 PM

Date Last Edited:

8/12/2026 7:58:58 PM

Last Action Effective Date:

Organization Details

Business Unit (Location):

LACMP

Organization Code:

#N/A

Organization:

#N/A

Division Code:

#N/A

Division:

#N/A

Department:

117700 - AGILE VISUAL ANALYTICS LAB (AVAL)

Position Details

UCPath Position Number:

TBD_941475

Position Description ID

256155

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:

40274269

Reports to Payroll Title:

PROJECT POLICY ANL 4

UCPath Department Head Position Number:

40065123

Department Head Payroll Title:

PROF-AY

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

The Operations Manager works with the Agile Visual Analytics Lab (AVAL) team to plan, develop, coordinate, and perform operational functions in a coherent and efficient fashion. Responsibilities and activities include:

• Overseeing department financial operations including procurement, reimbursements, budget preparation and monitoring, and financial reporting

• Managing staff recruitment, onboarding, payroll/personnel administration, and other workforce development activities

• Leading the planning, coordinating, implementing, and troubleshooting complex logistics for events and meetings

• Coordinating with vendors and consultants through the exploratory, registration, and invoicing processes

• Developing and maintaining processes, records, and trainings to ensure the department's operational infrastructure is efficient for its faculty and staff and aligns with relevant university and funding agency requirements.

• Serving as a liaison with university, school, and external partners to facilitate effective communication and problem-solving related to the department's business and operations

The Operations Manager works within a complex and dynamic university research environment using several university financial and personnel information systems and departmental software to obtain, organize, analyze, and synthesize data regarding the department's operations. The Operations Manager collaborates closely with department leadership, university and school administrative offices, vendors, consultants, and external stakeholders to support efficient and effective department operations. The Operations Manager stays informed of university policies and procedures, as well as that of funding agencies, to assess potential impact on the department's business and operations, develop recommendations for department leadership, and implement necessary changes at the direction of department leadership to advance AVAL's mission and maintain its compliance with requirements.

The UCLA Agile Visual Analytics Lab (AVAL) empowers national, state, and local stakeholders to use data to make more timely and sound decisions impacting children, families, communities, and the workforces that serve them. We do this through 1) putting vital information into the hands of stakeholders in the form of data visualizations that efficiently and effectively meet their diverse and dynamic information needs, 2) implementing utilization-focused and developmental evaluation of programs and policies of mission-driven organizations and systems, and 3) building the capacity of systems and organizations to grow, use, and sustain data ecosystems. In these ways we work with our partners in different capacities, depending on their specific needs, ranging from leading full-scale evaluations to data collection, data management and processing, and data visualization.

Financial Management

Develop complex multi-million dollar budgets for contracts, grants, and sales and services funded through private and public institutions at the national, state, and local levels.

Provide recommendations to department leadership on complex budgetary issues involving a complex, multi-million dollar portfolio.

Serve as a resource to department leadership on interpreting policies and procedures of the university, as well as public and private funding agencies.

Lead the monitoring of revenues, costs to date, and projected expenditures across multiple, complex budgets.

Process all order requests, reimbursements, recharges, and invoices in a timely and accurate manner.

Reconcile procurement card and travel & entertainment card in a timely and accurate manner.

25%

Staff Management and Development

Manage staff recruitment, selection, onboarding, and other workforce development activities at the direction of department leadership.

Serve as a resource to department leadership on interpreting university HR policies and procedures.

Lead strategies to ensure proper allocation of staff time to FAU distributions across a portfolio of complex budgets involving over 20 full-time staff.

Develop, maintain, and provide ongoing training to staff to support department’s growth, operations, and culture.

Monitor and troubleshoot payroll transactions and time sheets.

25%

Event Management

Manage all events to ensure the logistical needs are addressed on-time, within budget, and of high-quality including venue selection, catering, registration, audio/visual and supplies, event set up and break down, and event workflow.

Serve as primary on-site contact and troubleshoots logistical issues as they arise during the planning process and execution of events.

Lead the development and dissemination marketing and promotional materials for events.

Arrange travel and accommodations for speakers and guests as appropriate.

20%

Campus & External Relations

Serve as a resource to department leadership on interpreting and assessing the potential impact of university and funding agencies policies and procedures on department operations and business.

Represent the department on business and operation issues by building strong working relationships and liaising with relevant university and school offices necessary to perform responsibilities and achieve the department’s operational long- and short-term goals.

Manage all aspects of vendor and consultant relationships in accordance with university policies and procedures to achieve department and project goals.

Assess prospective and existing vendors’ goods and services for cost efficiency, quality, and utility to achieve department and project goals.

20%

Records Management

Utilize all available university financial & personnel information systems to obtain relevant information, perform complex analyses, and provide timely and accurate answers and recommendations to achieve the department's operational long- and short goals.

Ensure all funding submissions comply with University and funding agencies requirements, guidelines, and deadlines.

Performs complex analyses and prepares other reports as requested by department leadership.

Maintain records in an organized record-keeping system.

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

Ability to perform effectively under conditions of fluctuating workload and pressure, as well as work both independently and collaboratively as member of a multidisciplinary team across cultures and internally within a diverse and dynamic institution.

Required

Demonstrated working knowledge of the financial, business, and personnel organizational structure at the university and the functions of its related offices.

Required

Demonstrated working knowledge of university procurement, reimbursement, travel, vendor management systems, policies, and procedures to support management of the department's finances, vendors, and consultants in conjunction with relevant university and school offices.

Required

Demonstrated working knowledge of university payroll and personnel systems, policies, and procedures to support management of the department's research faculty and staff in conjunction with relevant university and school offices throughout employee life cycle.

Required

Demonstrated working knowledge of university systems, policies, and procedures for grants, contracts, and sales and service to act as a liaison between department leadership and relevant university and school offices during the award process.

Required

Demonstrated working knowledge of federal and state, and Los Angeles County contract and grant policies and procedures to support and advise department leadership during the award process.

Required

Demonstrated experience in applying accounting skills and financial management principles to plan, prepare, analyze, monitor, and project revenue and costs across multiple awards and proposals within a university setting and with a high degree of accuracy.

Required

Demonstrated skill to obtain, organize, analyze, and synthesize fiscal/financial and personnel/payroll data from university systems, identify and assess problems, develop alternative solutions, make recommendations, and implement departmental changes.

Required

Strong interpersonal skills to establish and maintain professional, effective working relationships to achieve the department’s operational goals and advance its mission.

Required

Demonstrated ability to maintain confidentiality of information and ability to use discretion in responding to inquires and sensitive information.

Required

Ability to plan, coordinate, implement, and troubleshoot complex logistics for events and meetings using a customer-service approach, keen attention to detail, and high-degree of sound judgment and initiative with minimal direction.

Required

Demonstrated strong interest and ability to learn, if not advanced skilled in, software and web apps (e.g., Microsoft Office, Google Workspace, Asana, Slack, Box, Zoom, Notion, Calendly, Eventbrite, Canva, and e-marketing platform) as needed with minimal hands-on training.

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.

LOCATION AND PHYSICAL, ENVIRONMENTAL, MENTAL (PEM) REQUIREMENTS

Environment and Work Location Information

Environment Type:

Non-Clinical Setting

Location Setting:

Campus

Location:

Luskin School of Public Affairs

Standing/Walking

X

X

Sitting

X

X

Bending/Stooping

X

X

Squatting/Kneeling

X

X

Climbing

X

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.