Department Manager

ADMIN SUPV 2 (007375)

UCPath Position ID: 40040821

Position Description History/Status

For Reference ONLY - PeopleAdmin JA Number:

1108597

Approved Date:

3/17/2026 8:06:08 PM

Date Last Edited:

3/17/2026 8:06:03 PM

Last Action Effective Date:

3/6/2024

Organization Details

Business Unit (Location):

LACMP

Organization Code:

2400O

Organization:

UCLA FIELDING SCHOOL OF PUBLIC HEALTH

Division Code:

2410D

Division:

PUBLIC HEALTH DIV

Department:

193000 - ENVIRONMENTAL HEALTH SCIENCES

Position Details

UCPath Position Number:

40040821

Position Description ID

165815

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:

40047523

Reports to Payroll Title:

Department Chair

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.

005264

RSCH ADM 3 RP

4

004263

ADMIN OFCR 2 CX

005155

STDT SVC ADVISOR 2 SV

POSITION SUMMARY

Under minimal direction of the Department Chair, the incumbent serves as the Management Services Officer for the Department of Environmental Health Sciences in the UCLA Fielding School of Public Health, including the Center for Occupational and Environmental Health (COEH) and the Environmental and Molecular Toxicology (EMT) interdepartmental degree program.

Responsibilities include, but are not limited to, overall administration and management of the Department and Center, including fiscal management and oversight, Contracts and Grants pre-award, academic and staff human resources, Visiting Scholars and students, Student Affairs, space and facilities planning. MSO works with the Chair and upper administration of the School to meet academic and programmatic objectives and provide guidance on department, School, Campus and UC policies and procedures; participation in programmatic development and strategic planning.

Work collaboratively and communicate effectively with department faculty, staff, and students. Work with Associate and Assistant Deans, Chief Financial Officer, Human Resources Manager, Office of Contracts and Grants, and all other campus entities as needed to ensure effective and efficient operation of the department. Represent the department and center on campus as needed.

Within the UCLA Fielding School of Public Health’s Department of Environmental Health Sciences (EHS), world-renowned scholars continue to develop knowledge on the links between the environment and health, as well as educating scientists, public health leaders, and policymakers to inform strategies for preventing harmful exposures while promoting healthier ambient, built, and occupational environments.

Administration

1. Administration of the department, including financial, human resources, payroll, academic programs, student affairs, facilities, and space. Utilize independent decision-making, problem-solving, and judgment in achieving the department's long- and short-range goals.

2. Interpret, review, redefine and/or propose new Department operating polices and procedures in consultation with the Chair. Implement University, School and Department policies as communicated by UCOP, Campus, and School administrative offices. Assist Chair in drafting, vetting, and implementing changes in Department bylaws.

3. Represent the Department at all appropriate meetings held by the School and Campus. Follow up on actions; disseminate information to Chair, faculty, staff and students as needed and appropriate.

4. Interact with Chairs, faculty administrators and assistants in other academic departments and in other Schools and Colleges to coordinate matters of mutual concern and to solve problems.

5. Oversee the Department's website, including website content, editing of language, posting of materials for general public use, and updating the homepage.

6. Develop an administrative work plan that identifies objectives and strategies to help Department's mission. Disseminate information to faculty and staff. Establish policy and operating procedures to facilitate the performance of tasks and achievement of objectives.

7. Seek faculty and staff input to determine service and performance standards for all Department staff positions and support services. Work collaboratively with faculty and staff to design, update and implement procedures to increase efficiency in support services. Promote professionalism and streamline operating procedures. Develop plans for staff development and cross-training.

8. Evaluate requested exceptions to established policy proposed by faculty and staff and students. Discuss with Chair as appropriate after consulting with others. Provide information and recommendations on acceptable alternatives.

9. Coordinate strategic planning process for department with the Chair and other faculty; develop and facilitate planning process and implement and monitor progress of strategic plan.

10. Work with Chair to develop agenda for faculty meetings and report on administrative and fiscal issues that may affect the faculty and Department.

20%

Staff Human Resources

1. Manage and supervise administrative office staff in areas of finance, student affairs, Academic Personnel Coordinator/Assistant to the Chair, and work study positions. Prepare job descriptions and employment requisitions for administrative staff and submit to the School's Human Resources Office for approval; direct recruitment process; participate in interviews; make staff selections/hiring decisions along with the Chair. Meet with staff on a regular basis.

2. Supervise and train administrative staff and assign job responsibilities. Conduct annual performance evaluations of administrative office staff.

3. Provide and/or facilitate cross-training of employees to ensure that important tasks or functions are able to be completed when the primary person is away.

4. Advise faculty on appropriate hiring practices for both staff, undergraduate students and graduate student researchers, to include writing job descriptions. Review all department job descriptions prior to submission and track hiring process.

5. Advise and guide department, center and program supervisors in consultation with the School's Human Resources Office, on all staff actions including progressive discipline, layoffs and planned staff reductions.

6. Review, approve and process staff payroll requests as appropriate. Review all actions before submission to the School's Human Resources Office.

7. Authorize and submit timesheets. Serve as back up supervisor when appropriate. Train new faculty on timesheet process and programs. Coordinate and review the submission of effort reporting.

8. Oversee reconciliation of all administrative staff and payroll actions and approve all adjustments as necessary.

9. Serve as resource for faculty, post-docs, staff and students on University policies and procedures regarding academic and staff issues. Confer with employee supervisors or assess the situation independently to determine recommendation for staff merits, promotions, awards and/or corrective action.

10. Maintain accurate and current personnel files and department records as appropriate.

11. Approve training classes for staff as necessary and appropriate.

20%

Financial Management

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. Review monthly University financial documents (general ledgers, fund summaries, payroll processing). Provide information to the Department Fund Manager for fiscal closing, transfer, rebudgeting, and carry-forward of funds, and other necessary transactions to balance and reconcile budgets. Ensure that necessary actions are taken to correct errors and prevent overdrafts.

3. Prepare annual CBIG budget; work with the Central Finance Office to provide all relevant materials and work closely with the Fund Manager to collect data to assist with projections for the budget.

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. 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 policies and procedures.

6. Supervise the production of monthly expenditure summaries, quarterly reports, and other reports as appropriate, to the Director, department faculty and FSPH Associate Dean for Administration.

7. Guide Department Fund Manager on resolving fiscal problems, such as fund transfers, payroll/nonpayroll expenditure transfers, and encumbrances.

8. Review proposals to establish sales and service accounts for consulting and training activities; monitor accounts, making adjustments to rates as needed, based on revenue and anticipated expenses; enforce policies and procedures in compliance with University guidelines and requirements. Provide information needed for fiscal closing of sales and service accounts, annually writing appropriate reports to request carry-forward of funds, exceptions, and to explain anomalies, if any.

20%

Contracts and Grants

1. Work directly with the Central Office of Contract and Grant Administration (OCGA) and Office of Contract Business and Finance Solutions to track and verify that contracts and grants for department faculty are being prepared, submitted and managed appropriately.

2. Inform faculty via notices and email of extramural funding opportunities. Obtain Request for Proposal/Application (RFP/RFA) for faculty; consult with central OCGA and funding agencies regarding eligibility, submission schedule/deadlines and application details.

3. Work with Department Fund Manager to audit and review all department contracts and grants being prepared in the central OCGA . Ensure that all contracts and grants funds are spent prior to the close of the granting period. Assist in the coordination of requests for extensions of funding period or carry-forward of funds as necessary.

4. Consult with Office of Sponsored Research as needed. Communicate directly with funding agencies as appropriate to provide or obtain information to administer contracts and grants and to resolve problems.

5. Provide important contract and grant policies and procedures information to new faculty, including an overview of Campus and School organizations.

6. Consult with faculty, Principal Investigators, General Accounting Office and Office of Sponsored Research regarding appropriateness and feasibility of expenditures.

7. Coordinate with Department Fund Manager and OCGA regarding requests to agencies, for review and approval of exception to policy, negotiating contracts with funding agencies, and reporting to the agency.

8. Review, approve and monitor expenditures for the department and COEH state and research funds for all department contracts and grants.

9. Communicate with analysts and fund management staff in other schools and departments regarding fiscal activities involving their faculty and staff.

10. Develop and participate in long-range planning of fiscal resource utilization over multiple fiscal years.

11. Analyze and prepare accurate and timely financial reports for department funds for the Chair and School Administration.

15%

Academic Personnel

1. Serve as a resource for faculty and academic staff on University's academic policies and procedures, conferring with School's Human Resources Office as necessary.

2. Review and oversee all academic personnel actions resulting from faculty searches, appointments, leaves of absence, sabbaticals, promotions, merit actions, separations, etc.

3. Inform faculty of eligibility for actions (merits, promotions, etc) to ensure timely submission of dossiers.

4. Function as a backup for the preparation of academic personnel dossiers, or supervise the preparation for faculty review and discussion at department meetings.

5. Oversee the entry of all academic actions in Opus and Interfolio.

6. Function as a backup to the entry of electronic ballot actions, ensuring the dissemination of active ballots submitted to the voting faculty on a timely basis. Advise the Chair of the outcome of the vote.

7. Confer with appropriate faculty, department administrators and school and department academic personnel managers and coordinators regarding data, funding, preparation of dossiers, forms and supporting documents.

8. Coordinate requests for appointment, advancement and separation of Visiting Scholars, Postdoctoral Scholars and other academic positions.

9. Review all requests for joint appointments and ensure if waiver options are applicable.

10. Actively communicate with School's Human Resources Office to ensure department personnel actions are recorded and processed completely and timely.

10%

Other

1. Develop and maintain collegial and productive working relationships throughout the Fielding School of Public Health, campus administrative offices and academic departments.

2. Professional and collegial interaction with faculty, department administrators, all staff in offices in and off campus to effectively resolve issues and coordinate matters of mutual concern.

3. Represent the department at all appropriate meetings held by the school and campus entities.

4. Liaise between the department and government public health agencies, universities, professional organizations and extramural funding agencies.

5. In collaboration with Chair, participate in the design, update and implementation of methods for controlling, protecting and maintaining the department's physical assets, which include space, equipment, furniture and facilities.

6. Work with Chair to resolve space utilization problems, including reorganization of existing space, acquisition of new space and furnishings for space insuring appropriate distribution. Provide detailed analysis of usage, funding and any other applicable information.

7. Plan, prepare and justify needs for major and minor capital improvements, working with Chair, School Administration and faculty.

8. Ensure maintenance contracts and proper insurance are acquired and in place for department equipment and facilities.

9. Maintain department records, including minutes of faculty meetings, department and center retreats, and planning meetings and department bylaws.

10. Implement and maintain a department key control system that supports department and school security systems.

11. Analyze computer and equipment needs of department faculty, staff, students; review available funding and recommend purchases.

12. Attend training and provide in house training to department staff and faculty on use of services provided by central information units.

13. Triage inquires and/or problems concerning environmental health.

10%

Student Affairs

1. Share management of the Student Affairs Officer with the Chair, Assistant Dean of Student Affairs and Chair of the Admissions and Financial Aid Committee.

2. Provide support to Student Affairs Officer and student representative in organizing student activities, in consultation with Chair.

3. Oversee the coordination of all student affairs activities between the department, MolTox, School Student Affairs Office and the Division of Graduate Education.

4. Coordinate all student appointments with Student Affairs Officer.

5. Approve and/or process all post-doctoral appointments.

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

Demonstrated experience in setting short- and long-range goals utilizing a participatory process with team members, seeking input from faculty, staff, students and administrative groups. Demonstrated skill in defining goals in an objective and measurable fashion.

Required

Demonstrated fund and fiscal management to timely and appropriately review ledgers, using income to forecast and control expenses; demonstrated fiscal management skill to prepare accurate budgets and financial reports.

Required

Demonstrated skill in supervising employees in various positions, including: organizing and prioritizing workflow; delegating responsibility while maintaining oversight; training; evaluating staff effectiveness; administration of progressive discipline and corrective action as necessary.

Required

Proficient knowledge of Federal and State contract and grant fiscal policies and procedures, including correct proposal preparation and submission requirements.

Required

Proficient and demonstrated working knowledge of the following University policies and procedures: Academic Personnel; Staff Human Resources; Payroll; Student Affairs including Visiting Scholars and Postdoctoral employees; Fund management, accounting and purchasing; Contract and grant administration

Required

Demonstrated ability to analyze information, situations, problems, policies and procedures to: define problems accurately and timely; identify potential solutions; formulate logical and objective conclusions from collected data; recommend appropriate solutions for applications.

Required

Demonstrated experience in working collaboratively with individuals and groups of employees, supervisors, students and faculty to incorporate their ideas, respond to their needs and to support them in actions/or making appropriate decisions.

Required

Working knowledge of the organizational and operational structure of a University, including Schools, Departments and Administrative Units.

Required

Demonstrated proficiency in operating a PC for data entry, word processing and creating spreadsheets. Proficient computer skills to effectively perform in an online, web-based environment, with skill to use downloaded data and reports for inquiry, report-building and operational use.

Required

Possess an understanding or the principles and styles of leadership, and an ability to employ a wide variety of leadership styles as required by different situations.

Required

Demonstrated experience in setting short- and long-range goals utilizing a participatory process with team members, seeking input from faculty, staff, students and administrative groups. Demonstrated skill in defining goals in an objective and measurable fashion.

Required

Demonstrated English verbal communication skills to speak on a wide variety of workplace-related topics to a wide variety of coworkers, including administrators, employees and faculty.

Required

SPECIAL REQUIREMENTS AND/OR CONDITIONS OF EMPLOYMENT

Background Check: Continued employment is contingent upon the completion of a satisfactory background investigation.

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

COVID and Flu Vaccinations: The position is subject to providing evidence of inoculation.

LOCATION AND PHYSICAL, ENVIRONMENTAL, MENTAL (PEM) REQUIREMENTS

Environment and Work Location Information

Environment Type:

Non-Clinical Setting

Location Setting:

Campus

Location:

71-295 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 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.