Department Manager

ADMIN SUPV 2 (007375)

UCPath Position ID: 40037203

Position Description History/Status

For Reference ONLY - PeopleAdmin JA Number:

1002230

Approved Date:

5/4/2026 9:43:28 PM

Date Last Edited:

5/4/2026 9:43:26 PM

Last Action Effective Date:

5/26/2022

Organization Details

Business Unit (Location):

LACMP

Organization Code:

2400O

Organization:

UCLA FIELDING SCHOOL OF PUBLIC HEALTH

Division Code:

2410D

Division:

PUBLIC HEALTH DIV

Department:

192000 - COMMUNITY HEALTH SCIENCES

Position Details

UCPath Position Number:

40037203

Position Description ID

165461

UC Payroll Title:

ADMIN SUPV 2 (007375)

Personnel Program

Professional and Support Staff (PSS)

Salary Grade:

Grade 23

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:

40063918

Reports to Payroll Title:

#N/A

UCPath Department Head Position Number:

#N/A

Department Head Payroll Title:

#N/A

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.

4263

Admin Officer 2 CX

1

4486

Research Admin 2 CX

2

5155

Student Services Advisor 2 SV

1

4722

Blank Asst 3

1

5264

Research Admin 3 RP

1

POSITION SUMMARY

Under the general direction of the Department Chair, serve as the Department Manager for an active research and teaching department in the UCLA School of Public Health comprised of 16 FTE core faculty, 38 part- and full-time academics, 58 staff (administrative, research, and academic student employees), and 165 students. The Department Manager is responsible for the overall administration of the Department, affiliated Center and Executive MPH-HP program including financial management and oversight of intramural and extramural funds totaling approximately $25,000,000 as well as Contracts and Grants pre- and post-award processes, academic and staff personnel, student affairs, space distribution and facilities, IT, and all other departmental services.  The Department Manager will work with the Chair to meet academic program and departmental objectives, and provide guidance on departmental, School, Campus and UC policies, and will participate in programmatic development, accreditation process and strategic planning. The Department Manager will work collaboratively with School's Associate and Assistant Deans, CFO, School Human Resources Office, Central Contracts and Grants Office, and Center Administrators.

The discipline of community health sciences emphasizes that a person’s health isn’t simply about genes or habits, but also depends on where they live, work, and play. Structural issues — such as housing, discrimination, geography, and education — are key social determinants of health. These factors help explain why people who live in affluent communities can live a decade longer than those living in low-income communities. 

The UCLA Fielding School of Public Health’s Department of Community Health Sciences (CHS) is ideally positioned for optimal impact in research, training, and practice in these structural issues because of its strong community ties, multidisciplinary teamwork, theory-driven approach, and practical experience.

Department Administration

1. Responsible for the administration of the department including financial, human resources, academic programs including MPH-HP Program, student affairs, and facilities. Utilize independent decision-making, problem-solving, and judgment in achieving the department's short- and long-range goals and handling operational issues. 2. Allocate funds and resources to support departmental activities based on the Chair's review and direction. 3. Develop an administrative work plan that identifies objectives and strategies of staff to help achieve department's mission. Disseminate information to staff and faculty. Establish policy and operating procedures to facilitate performance of tasks and achievement of objectives. 4. Consult with Chair to review, redefine, and/or propose new operating policies and procedures in department as needed. Implement university, school, and department policy as communicated by the campus, university and school administrative offices. Assist the Chair in drafting, vetting and implementing department bylaws changes. 5. Represent the department at all appropriate meetings held by school and campus units. Follow up on actions; disseminate information to Chair, faculty, and staff as appropriate. 6. Evaluate all exceptions to established policy proposed by faculty, staff, and students. Determine need to confer with Chair, school or campus for approval or additional information. Make decisions independently or consult with others if necessary. Provide information and recommendations on acceptable alternatives. 7. Oversee all of department's other academic programs' finances and administration; assist in the development of future programs such as new certificate, seminars or executive training 8. Monitor the department website including website look and feel, navigation, content, editing of language, provision of published materials for general public use, and updating the homepage.9. Coordinate strategic planning process for the department with the Chair and other appropriate faculty; develop and facilitate planning process, and implement and monitor progress of strategic plan.

25%

Staff Human Resources

1. Design an effective organizational structure that will support various functions, including short- and long-term needs of the department. Recommend and implement changes in staffing requirements by analyzing organizational and programmatic needs, human resources needs, and fiscal changes. 2. Manage and supervise the department staff in the areas of finance, student affairs, academic personnel, and clerical positions. Using PeopleAdmin system, prepare or review all staff job descriptions/requisitions and submit to Central Human Resources for campus approval; direct recruitment process; interview and make staff selection/hiring decisions independently or along with the Chair. Meet with staff regularly on a formal and informal basis. 3. Advise faculty on appropriate hiring practices including writing of job descriptions. Review all departmental job descriptions prior to submission and track hiring processes. 4. In consultation with the school's Human Resources Office, advise and guide departmental and center supervisors on all staff human resources actions including disciplinary actions, layoffs, planned staff reductions and reorganizations. 5. Supervise and train administrative personnel in the department and assign work responsibilities. Conduct annual performance evaluations of central departmental staff. 6. Assess situations independently, and/or confer with Chair and other appropriate faculty or staff to determine recommendations for staff merit increases, promotions, reclassifications, or corrective actions. 7. Review and approve staff personnel and payroll requests as appropriate. Review all personnel actions before submission to school's Human Resources office. 8. Authorize and submit timesheets electronically. Serve as back-up supervisor where appropriate. Train new faculty on timesheet process and programs. Responsible for coordinating the submission of effort reporting where applicable. 9. Oversee the reconciliation of all central administrative personnel and payroll actions and approve all adjustments as necessary. 10. Maintain accurate and updated department staff files and departmental records as applicable. 11. Serve as resource for departmental staff and faculty on University policies and procedures regarding staff and academic personnel issues. Confer with employees' supervisors, or assess the situations independently, to determine recommendations for staff merit increases, incentive awards and/or corrective actions. 12. Approve training classes for staff as necessary and appropriate. 13. Attend to employee grievances and, if necessary, refer to appropriate campus unit. 14. Communicate with Human Resources Office to ensure that department's personnel actions are recorded and processed.  15. Advise staff on recruitment and appointment of visiting and postdoctoral scholars as well as academic apprentice personnel. 16. Run various personnel/payroll reports to review status of CHS positions and payroll data.

20%

Financial

1. Oversee and monitor department's finances; project and plan annual budget; direct the purchase of goods and services; manage, review, monitor, and process expenditures of funds by faculty, staff, and projects. 2. Prepare financial reports for Department Chair to track expenditures and plan for future needs. 3. Monitor monthly University financial documents (general ledgers, fund summaries, payroll processing). Ensure that necessary actions are taken to correct errors and prevent overdrafts. 4. Develop and maintain a multi-year budget plan, with consideration of current academic program plans, new program developments, administrative plans, and current and projected financial resources and constraints. 5. Discuss with Chair the maximum utilization of funds from unfilled faculty and staff positions. Review the appropriateness of temporary appointment of faculty and/or researchers. Consult with academic and departmental personnel, and determine the details of appointments. Discuss with Chair the duties and plans for temporary appointments. 6. Review and, where appropriate, approve expenditures of funds by department faculty, staff, and programs. Assist faculty and staff to resolve problems related to expenditures of funds, payroll and other fiscal matters. Disseminate information about changes in University policy and procedures. 7. Supervise the production of monthly expenditure summaries, quarterly reports, and other reports as appropriate, to Chair, faculty, and FSPH Associate Dean for Administration, using QDB and CDW online systems. 8. Guide department Fund Manager in resolving fiscal problems, such as fund transfers, payroll/non-payroll expenditure transfers, and encumbrances. 9. Develop positive working relationships with internal and external personnel regarding fiscal activities.  10.Review proposals to establish sales and services accounts for consulting and training activities; monitor accounts, making adjustments to rates as needed, based on revenues and anticipated expenses; enforce policies and procedures in compliance with University guidelines and requirements. Provide information needed for fiscal closing of sales and services accounts, annually writing appropriate reports to request carry-forward of funds, exceptions, and to explain anomalies, if any.

15%

MPH-HP

1. Manage the program finances including the review and approval of all financial transactions. Create annual budget, project expenses, and run cost analysis reports. 2. Respond to all APB/UCOP and Dean's office queries. 3. Work with various campus entities regarding charges to the program and resolve any discrepancies. 4. Manage the recruitment, hiring and onboarding of new MPH-HP staff. 5. Oversee the process for faculty compensation 6. Ensure that all university polices are followed regarding additional teaching efforts by fulltime faculty. 7. Collaborate closely with the Program Director and Assistant Director in overall management of the program, including fiscal, administrative, and organization of program activities.

5%

Academic Personnel

1. Review, track, and oversee all academic personnel actions resulting from faculty searches, appointments, separation, leave of absence, sabbaticals, promotion, and merit increases, etc. 2. Confer with appropriate faculty, departmental administrators and academic personnel offices and the school's Human Resources Office regarding data, funding, preparation of dossiers, forms and supporting documentation.3. Oversee the entry of all academic actions in Opus. 4. Ensure that actions taken follow University and/or school academic personnel policy and procedures, and academic affirmative action guidelines. 5. Supervise the preparation of academic personnel dossiers in Interfolio for departmental review. 6. Advise Chair and faculty on appropriateness of requests for appointment, advancement, and separation of community scholars, visiting scholars, postdoctoral scholars, Professional Research series personnel, and other academic positions.  7. Run CDW system payroll reports to review status of CHS positions and payroll data.

10%

Contracts and Grants

1. Manage contract and grant administration including proposal preparation, IRB approval/exemption, award monitoring, and adherence to University and federal and agency policies and guidelines. 2. Consult Office of Contract and Grant Administration as needed. Communicate directly with funding agencies as appropriate to provide or obtain information to administer contracts and grants and to resolve problems. 3. Oversee or review the preparation of all budgets, projections, and justifications for proposals according to funding agency and University guidelines. 4. When applicable, consult with faculty, principal investigators, department fund manager, and Sponsored Research regarding appropriateness and feasibility of expenditures on various contract and grant funding sources. 5. Provide information regarding University policies and procedures to faculty members and principal investigators so they can communicate effectively with public and private agencies regarding administration of their grant. 6. Provide important contracts and grants policies and procedures information to new faculty including an overview of campus and school organization. 7. Coordinate with department fund manager on EFM and OCGA requests to agencies for review and approval of exception to policy, negotiating contracts with funding agencies, and reporting to the agency. 8. Train staff in the use of new electronic grant proposal preparation systems such as Cayuse and disseminate information regarding upgrades as they occur. 9. Research and provide information to be used by faculty in their development of new projects. 10. Review and approve general ledger transactions in UCPath. 

10%

Student Affairs

1. Guide Student Affairs Officer (SAO) in the processing of financial aid related to training grants and special awards 2. Provide direction to SAO regarding departmental processes including admissions, orientation, commencement and various student-related events throughout the year. 3. Supervise SAO who coordinates department's day-to-day student-related activities for department including student counseling and assistance, financial aid processing, graduation preparation, and other student-related issues and processes. 4. Provide guidance to SAO in composing letters needed for special actions related to student hiring, admissions and financial aid. 5. Assist SAO with preparation of special statistical reports and maintenance of databases.6. Provide guidance to SAO in situations that require special handling.

10%

Other

1. Work with Department Chair to determine allocation of space, insuring it is distributed equitably and appropriately for specific needs. Provide detailed analysis of usage, funding and any other applicable information. 2. Oversee the development and maintenance of a database system that tracks department faculty activities. Staff faculty committees as requested. 3. Assess need to upgrade departmental equipment (computers, audiovisual, copiers, etc) and replace as needed. 4. Recommend more efficient procedures to assist with department's growing needs. 5. Other duties and special projects as requested.

5%

•

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 combination of education and experience/training

Required

Bachelor's Degree in Accounting, Finance, Business Administration or Management or a minimum of seven years demonstrated experience in academic administration.

Required

Working knowledge of University or higher education policies and procedures relating to accounting, budgeting, contract & grant administration, purchasing, travel, academic & staff personnel, financial management and resource management

Required

Working knowledge of online financial systems (FPM, QDB, CDW, BruinBuy Plus, Travel Express, UCPath, etc.). Expertise in computer software applications including MS Word, Excel, Outlook, Adobe Acrobat, etc.

Required

Expertise in computer software applications including MS Word, Excel, Outlook, Adobe Acrobat, etc.

Required

Excellent organizational and administrative skills to manage a large academic department.

Required

Extensive supervisory experience to recruit, train, guide, evaluate, and discipline departmental administrative support staff

Required

Experience in auditing finances, reconciling accounts, implementing accounting

controls and tracking expenses. Ability to view financials from a detailed and

global perspective, and impart financial information to others who have limited

backgrounds in accounting

Required

General knowledge of Federal and State contract and grant fiscal policies and

procedures, to be applied to proposal preparations and submission.

Required

Ability to anticipate and analyze potential problems in personnel, financial and

material management, and to prepare for preventive measures, contingency

plans and/or corrective actions as appropriate.

Required

Skill in writing concise, logical, and grammatically and technically correct

memos, letters, and reports.

Required

Working knowledge of the organizational and operating structures of a university

and its academic departments.

Required

Management-level understanding of the concept and generally accepted

practices of internal control, and an ability to apply these concepts and practices

against loss of control and/or assets.

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:

CHS

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 2: Position in which required tasks normally do not involve exposure to blood, body fluids or tissues, but may require performing unplanned Classification 1 tasks. In these jobs the normal work performance involves no exposure to blood, body fluids, or tissues. However, exposure or potential exposure may be required as a condition of employment.