Department Manager

ADMIN SUPV 2 (007375)

UCPath Position ID: 40049578

Position Description History/Status

For Reference ONLY - PeopleAdmin JA Number:

806567

Approved Date:

10/9/2026 6:32:50 PM

Date Last Edited:

10/9/2026 6:32:48 PM

Last Action Effective Date:

8/1/2021

Organization Details

Business Unit (Location):

LACMP

Organization Code:

1130O

Organization:

HENRY SAMUELI SCHOOL ENGR & APPL SCIENCE

Division Code:

1131D

Division:

ENGINEERING & APPLIED SCIEN DIV        

Department:

013500 - CIVIL AND ENVIRONMENTAL ENGINEERING

Position Details

UCPath Position Number:

40049578

Position Description ID

165128

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:

40054456

Reports to Payroll Title:

Department Chair

UCPath Department Head Position Number:

40054456

Department Head Payroll Title:

Department Chair

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.

005156

STDT SVC ADVISOR 3 SV

1

005395

HR GENERALIST 2 CX

1

004486

RSCH ADM 2 CX

1

004722

BLANK AST 3

2

005264

RSCH ADM 3 RP

1

POSITION SUMMARY

The position provides comprehensive operational and administrative leadership for the Department of Civil and Environmental Engineering with a high degree of independence within broadly defined departmental goals and objectives. Reporting to the Department Chair, the incumbent provides strategic leadership and administrative oversight in support of the department's academic, research, and public service mission. The incumbent directs the department's core administrative and operational functions—including finance, research administration, human resources, academic administration, student affairs, information technology, and facilities—through a team of five direct reports and 1 indirect report.  The position is responsible for establishing and implementing operational policies and protocols; leading short- and long-term strategic planning for academic programs, budgets, staffing, and resources; and overseeing fiscal, personnel, facilities, and administrative operations. The position is responsible for the strategic stewardship and oversight of an annual portfolio of approximately $23 million in operating, state, and sponsored research funds, ensuring sound financial management, regulatory compliance, operational excellence, and exceptional service in support of the department's faculty, staff, students, and research enterprise.

The UCLA Department of Civil and Environmental Engineering (CEE), one of the academic departments within the UCLA Samueli School of Engineering, is a dynamic community of faculty, researchers, and students dedicated to advancing engineering solutions for society’s most pressing infrastructure and environmental challenges. The department’s research and academic programs span environmental engineering, geotechnical engineering, water resources and coastal engineering, structural engineering and mechanics, civil engineering materials, and transportation engineering. UCLA CEE’s interdisciplinary research addresses critical issues including sustainable and resilient infrastructure, climate and environmental challenges, water resources, natural hazards, transportation, environmental health, and next-generation construction materials. With approximately 28 faculty members, 20 research laboratories and centers, and more than 500 undergraduate and graduate students, the department offers a collaborative environment that integrates innovative research, exceptional education, and real-world impact. Located in Los Angeles and part of UCLA—the nation’s No. 1 public university—CEE is uniquely positioned to engage with complex urban, environmental, and infrastructure challenges while preparing the next generation of engineers and leaders. The department is committed to excellence in teaching, research, innovation, and service and to building a collaborative community that advances the future of civil and environmental engineering.

Financial Administration and Operational Oversight

Direct the financial, research administration, procurement, and related fiscal operations of the department. 1. Direct the overall financial administration of the department, including sponsored research, state, instructional, discretionary, gift, endowment, business, and other department funds.  2. Develop and administer the department’s operating budget; monitor financial performance, projections, and resource allocation to support departmental priorities and long-range planning. 3. Establish and maintain internal financial controls and administrative procedures to ensure effective stewardship of departmental resources and compliance with university policies and federal regulations. 4. Advise the Chair and faculty leadership on complex financial and administrative matters, including resource planning, faculty start-up commitments, equipment and renovation funding, space investments, audit responses, and multi-investigator research initiatives. 5. Provide administrative oversight of departmental fund management and research administration functions ensuring sound financial stewardship, regulatory compliance, and effective support for the department's research mission. Coordinate and resolve complex or escalated research administration matters with faculty, departmental staff, and appropriate School and University offices. 6. Provide oversight of departmental purchasing, financial reporting, payroll reconciliation, and audit activities, ensuring compliance with university policies, sponsor requirements, and internal controls. 7. Oversee departmental financial systems, system access authorization, and administrative controls supporting fiscal operations. 8. Direct departmental procurement, travel, reimbursement, vendor payment, and related financial administrative operations. Ensure appropriate internal controls, documentation, reconciliation, and compliance with University requirements. 9. Review departmental financial activity and reporting, identify risks or discrepancies requiring management attention, and ensure timely resolution through subordinate staff or appropriate University offices.

25%

Department Administration and Strategic Operations

Manage the administrative operations of the department and serve as the principal administrative advisor to the Department Chair. 1. Advise the Chair regarding departmental administrative priorities, organizational needs, resource requirements, operational risks, and implementation of University and School policies. 2. Develop, implement, evaluate, and revise departmental administrative policies, procedures, and operational practices to support effective, efficient, and compliant departmental operations. 3. Analyze and resolve complex administrative and operational issues that cross functional areas or require interpretation and coordination of University and School policies and procedures. 4. Coordinate administrative activities across financial management, research administration, personnel, student affairs, procurement, facilities, and other departmental functions to ensure continuity and effectiveness of operations. 5. Represent the department and serve as liaison with School and University administrative offices. Participate in School-wide administrative initiatives and provide administrative consultation and operational support to other units as requested. 6. Oversee departmental special projects, events, outreach activities, and other administrative initiatives as assigned by the Chair.

20%

Human Resources, and Personnel Management

Direct departmental staff human resources, personnel administration, workforce planning, and staff development. 1. Advise the Chair regarding staffing, organizational structure, workforce needs, personnel matters, and administrative staffing priorities. 2. Assess departmental staffing and workload need and establish organizational assignments, work priorities, and coverage plans to ensure effective and continuous administrative operations. 3. Recruit, select, onboard, train, supervise, counsel, and evaluate departmental staff. Establish performance expectations and provide ongoing feedback, professional development, and performance management. 4. Develop and revise staff job descriptions and recommend classifications, reclassifications, merit actions, staffing changes, and organizational adjustments in response to changing departmental needs. 5. Oversee staff payroll and personnel processes and coordinate resolution of complex personnel matters with appropriate School and University offices. 6. Develop administrative staff capabilities and continuity of operations through training, cross-training, delegation, process documentation, and succession/coverage planning.

20%

Academic & Instructional Administration

Provide management oversight of departmental student affairs, instructional administration, and assigned academic personnel functions. 1. Provide administrative oversight of undergraduate and graduate student affairs and instructional support operations and supervise staff responsible for these functions. 2. Oversee annual course scheduling, faculty teaching assignments, instructional staffing, and related academic administrative processes in consultation with the Chair and appropriate faculty leadership. 3. Oversee administration and allocation of Teaching Assistant, Reader, and other instructional staffing resources and coordinate graduate student employment requirements with appropriate departmental and University offices. 4. Coordinate implementation of departmental academic policies and administrative processes and ensure compliance with School and University requirements. 5. Provide administrative oversight and coordination of assigned academic personnel actions in consultation with the Chair and appropriate School offices. 6. Oversee Summer Sessions course scheduling, teaching assignments, and the allocation of teaching resources and program revenue.

15%

Administrative Systems, Process Improvement and Internal Controls

Lead the development and continuous improvement of administrative systems, processes, workflows, and controls supporting departmental operations. 1. Analyze departmental administrative processes and systems to identify inefficiencies, compliance risks, service gaps, duplication of effort, and opportunities for standardization, automation, and improved internal controls. 2. Develop, implement, and maintain administrative systems, workflows, databases, tracking mechanisms, and technology-enabled solutions to improve efficiency, accuracy, transparency, documentation, communication, and service delivery. 3. Establish reporting, monitoring, and documentation mechanisms to support departmental management, operational accountability, continuity, and decision-making. 4. Lead implementation of new or revised administrative processes and systems, including development of procedures, testing, staff training, evaluation, and ongoing improvement. 5. Promote consistent administrative practices and appropriate internal controls across departmental functional areas and evaluate processes as operational needs, policies, and systems change. 6. Serve as the DSA for the department to grant access to staff to systems.

15%

Space, Facilities & Departmental Resources

Manage departmental space, facilities, equipment, and related physical resources. 1. Analyze utilization and future space needs and develop recommendations regarding faculty, research, instructional, staff, and administrative space assignments. 2. Coordinate departmental space planning, facilities requests, renovations, moves, maintenance, access, and related operational requirements with appropriate faculty, School, and University offices. 3. Oversee departmental equipment accountability and inventory processes and establish procedures for appropriate management and safeguarding of departmental resources. 4. Identify and coordinate resolution of facilities and resource issues affecting departmental teaching, research, administrative operations, safety, and continuity.

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 business administration, finance or a related field or equivalent combination of education and experience.

Required

Or

3 to 5 years

Progressively responsible experience in academic or research administration.

Required

Experience with financial management and supervision of professional staff.

Preferred

Demonstrated working knowledge of management principles and practices.

Required

Working knowledge of UC policies and procedures in the areas of a) academic, staff, and apprentice personnel; b) student affairs; c) budget and accounting; d) contract and grant administration; e) travel, purchasing, and equipment management

Preferred

Demonstrated skill in budget management and analysis of financial operating data to determine costs, control operations, cost effectiveness, and budget maintenance.

Required

Demonstrated knowledge of policies, procedures, specific to UCLA Corporate Financial Services, Purchasing & Accounts Payable, UCLA Human Resource Administration, Visa Regulations and Travel Policies.

Preferred

Skill in budget preparation, long-range planning and forecasting

Preferred

Ability to define staffing needs, recruit, train, supervise, evaluate performance, and take disciplinary actions

Required

Demonstrated excellent customer service and strong interpersonal skills to work effectively and build cooperative, effective relationships with faculty, staff, students, senior management and advisory board members

Required

Ability to maintain strict confidentiality and handle sensitive information

Required

Demonstrative knowledge or experience in managing contracts and grants and proposal submission to back up fund manager

Preferred

Ability to work independently, to establish priorities, and to accomplish departmental goals and objectives.

Required

Ability to identify and resolve complex administrative problems departmentally and across organizational boundaries.

Required

Demonstrated written communication skills to prepare concise, logical, grammatically correct analytical reports, correspondence, policies and procedures.

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:

Boelter 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.