Department Manager

ADMIN SUPV 2 (007375)

UCPath Position ID: 40056457

Position Description History/Status

For Reference ONLY - PeopleAdmin JA Number:

603204

Approved Date:

5/19/2026 7:50:54 PM

Date Last Edited:

5/19/2026 7:50:49 PM

Last Action Effective Date:

1/1/2021

Organization Details

Business Unit (Location):

LACMP

Organization Code:

1300O

Organization:

LETTERS AND SCIENCE

Division Code:

1350D

Division:

L&S SOCIAL SCIENCES

Department:

130400 - ASIAN-AMERICAN DEPARTMENT

Position Details

UCPath Position Number:

40056457

Position Description ID

169879

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:

Department Chair

Reports to Payroll Title:

PROF-AY

UCPath Department Head Position Number:

Department Chair

Department Head Payroll Title:

PROF-AY

GENERAL SUPERVISION - Indicates that the incumbent develops procedures for performance of variety of duties; or performs complex duties within established policy guidelines.

POSITION SUMMARY

The Department Manager serves as the Chief Administrative Officer for the Asian American Studies Department, managing the day-to-day operations and a 6.5 million dollar budget. Supervises staff and serves as the department's liaison to the Deans's Office for the College, as well as other pertinent university departments and units.  Manages department operating budget, fund management and monitors expenditures. Oversees the academic personnel process in conjunction with the shared Academic Personnel Manager and collaborates with the Academic Personnel Coordinator regarding Unit 18 and summer hires. Provides leadership in the planning of all special events, lecturers, and conferences. Plays a key role in strategic planning and undertakes analysis of organizational needs and recommends changes to staffing and resource allocations as necessary. Responsible for all aspects of the department's teaching mission, including overseeing the student services functions and teaching schedule. Perform policy development, long-range strategic planning, and annual budgets.  Manage equipment, space, and facilities of department.

The UCLA Asian American Studies Department is an interdisciplinary academic unit within the Division of Social Sciences dedicated to the study of Asian American histories, cultures, and contemporary issues. The department supports undergraduate and graduate education, research, and community engagement, and manages academic programs, faculty affairs, student services, and public events within a dynamic and diverse campus environment.

DEPARTMENTAL MANAGEMENT

1. Formulate organizational, financial and programmatic plans, in concert with Chair, related faculty and other administrators. Draft and finalize actual plans in full consultation with the leadership. (E) 2. Formulate program, instructional and operational budgets based on plans. Set spending priorities. Monitor budgets and revise based on emerging resources and demands. (E) 3. Manage instructional and teaching resources. Track FTEs and monitor funds. (E) 4. Monitor development funds including endowments and all foundation accounts. Advise Chair on most beneficial use of funds. (E) 5. Write annual reports and periodic self-reviews. (E) 6. Analyze space and equipment for adequacy and project future needs. Implement plans. (E) 7. Oversee department website, social media and outreach. (E)

30%

FINANCIAL MANAGEMENT

1. Oversee and authorize expenditure of controlled funds based on appropriateness of funding sources and relative importance to the department. Review all transactions processed by Administrative Coordinator. (E) 2. Prepare and manage Summer Session budget.  Audit and approve expenses and coordinate payroll activities. Develop marketing strategies to enhance Summer Sessions enrollments and revenues. (E) 3. Review financial controls for salary and operating expenditures to prevent overdrafts in department operating budget, faculty accounts and grants. (E) 4. Create annual temporary teaching budget based on departmental needs.  Maintain and monitor academic temporary teaching budget assuring that appointments are planned and within budget.  Prepare requests for additional funds from the Dean’s office as needed. (E) 5. Provide annual business officer certification materials submission. (E)

30%

PERSONNEL  MANAGEMENT

1. Oversee payroll and hiring process of all employees. Assess staffing needs. Write job descriptions. Implement approved plans for staffing and reorganization. (E) 2. Manage staff and operations of the unit. Assign and review staff workflow. Identify problems. Evaluate and design methods for improvement. (E) 3. Supervise and evaluate career staff. Initiate corrective action as necessary. Direct the supervision of part-time staff, graduate student researchers and work study students. (E) 4. Supervise academic personnel process in conjunction with the shared Academic Personnel Manager and collaborate with the Academic Personnel Coordinator regarding Unit 18 and summer hires. (E) 5. Supervise processing of personnel files. (E) 6. Direct staff to comply with University policies and procedures. (E)

20%

ACADEMIC SUPPORT MANAGEMENT

1. Manage all aspects of planning and administration of the summer session program including assessing need for courses, oversee scheduling, hiring of instructors and budgeting. (E) 2. Coordinate and plan annual teaching schedule in conjunction with Department Chair. (E) 3. Provide guidance on the utilization of Division of Graduate Education graduate student allocation funding and College fellowships. (E) 4. Oversee department commencement activities. (E)

20%

•

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

General knowledge of management principles and practices and their application in complex institutional environment. Skill in creating and maintaining databases for a variety of data.  Demonstrated skill in computer software.

Required

Demonstrated skill and flexibility in the management of a diverse, multi-function staff including skill in defining requirement for positions, recruiting, training, and managing personnel. Skill in establishing a harmonious and productive work environment.

Required

Ability to simultaneously manage and work on a wide range of projects, performing a variety of duties and changing from one task to another without loss of efficiency.

Required

Ability to analyze and plan steps to take for specific projects or functions, to set and meet deadlines and to achieve required results. Ability to analyze problems and situations, recognize components and suggest solutions that are appropriate and useful.

Required

Excellent interpersonal skills to create and maintain effective working relationships with faculty, staff, students, School and University administrators.

Required

Working knowledge of the organizational and operating structures of a University and its academic department's. Skill in interpreting, explaining and implementing complex policies and procedures.

Required

Prior experience as a supervisor; knowledge and skills to assess staffing needs, write job descriptions, evaluation employee performance, provide direction and staff training.

Required

Knowledge and experience managing all phases of academic and academic apprentice personnel in an academic department.  Ability to implement and oversee faculty searches, appointment, academic review and merit and joint appointment actions.

Required

Demonstrated knowledge of standard accounting principles to plan and monitor department budget and project expenses. Experience directing the planning and implementation of a multi-million dollar operating budget consisting of State, contract and grant and gift funds.

Preferred

Demonstrated knowledge of UC staff personnel policies and procedures. Ability to communicate effectively via verbal and written communications with faculty and senior administrators. Demonstrated ability to work independently to exercise judgment and initiative, and to follow through to completion or resolution.

Preferred

Working knowledge of University systems in order to monitor expenditures, place orders, verify payments, verify salary levels, and project expenses.

Preferred

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:

Rolfe 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.