Department Manager

ADMIN SUPV 2 (007375)

UCPath Position ID: 40065988

Position Description History/Status

For Reference ONLY - PeopleAdmin JA Number:

1101303

Approved Date:

6/4/2026 5:59:38 PM

Date Last Edited:

6/4/2026 5:59:34 PM

Last Action Effective Date:

9/27/2021

Organization Details

Business Unit (Location):

LACMP

Organization Code:

1300O

Organization:

LETTERS AND SCIENCE                    

Division Code:

1350D

Division:

L&S SOCIAL SCIENCES                    

Department:

130500 - DEPARTMENT OF CHICANA/O STUDIES

Position Details

UCPath Position Number:

40065988

Position Description ID

165521

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:

40053526

Reports to Payroll Title:

#N/A

UCPath Department Head Position Number:

#N/A

Department Head Payroll Title:

#N/A

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

4574

STDT SVC ADVISOR 2

2.0

4722

BLANK AST 3

1.0

7714

ACAD HR ANL 2

1.0

0

POSITION SUMMARY

The Department Manager manages and coordinates the academic and administrative functions of the Department of Chicana/o and Central American Studies. The Department Manager manages departmental staff and serves as the department's liaison to the Dean's Office for the College, as well as other pertinent university departments and units. The Department Manager manages an annual departmental operating budget consisting of state funds, faculty grants, awards, and private gifts. The Department Manager monitors expenditures, utilizing University systems (QDB, Bruinbuy, UCPath, etc.) to verify information. The Department Manager oversees the academic personnel process in conjunction with the Academic Personnel Coordinator, including but not limited to, recruitment, preparation of dossiers, and committee reports. The Department Manager manages departmental space and equipment inventory and oversees the department's course scheduling process. The Department Manager provides leadership in the planning of all special events, lectures, and conferences. The Department Manager plays a key role in strategic planning, prepares and presents annual operating budgets, undertakes analysis of organizational needs, and recommends changes to staffing and resource allocations as necessary. The Department Manager is responsible for all aspects of the department's teaching mission. This includes the admissions process for the PhD program, design and preparation of relevant materials, managing departmental funding student database, supervising processing of applications according to departmentally determined process, aiding and supporting the faculty admissions and funding committee. The Department Manager is also responsible for overseeing the student services functions of the department.

The mission of the UCLA Department of Chicana/o and Central American Studies is to train a new generation of scholars to research and analyze the life, history, and culture of Mexican-origin people within the U.S., as well as of other Latina/Latino and indigenous populations in the Americas. Addressing local, national, and transnational contexts, the Chicana/Chicano and Central American Studies curriculum at UCLA explores race, class, gender, and sexuality paradigms as they have shaped the history of the field, as well as new directions in the study of Chicanas/Chicanos and Latinas/Latinos, including (1) border and transnational studies, (2) expressive arts, (3) history, literature, and language of Americas, and (4) labor, law, and policy studies. Departmental faculty members, situated in one of the most diverse cities in the world, utilize Los Angeles as a laboratory for studying the social transformations taking place in California, the Southwest, and the U.S.  The department provides students with the interdisciplinary research tools necessary to advance knowledge in the field, provide academic leadership, and serve community needs with academic resources.

Departmental Administration

1. Review, plan, and implement departmental procedures regarding course planning and scheduling, course evaluations, textbook requests and orders, production of course materials, and submission of library reserve readings. (E)

2. Respond to a variety of requests and inquiries from faculty, students, Dean's office, and University administrators, and the public. (E)

3. In consultation with the Chair, manage the department's academic calendar. Schedule faculty meetings, committee meetings, both standing and ad hoc, and attend as requested. Assist with preparation of pertinent materials and provide minutes of meetings as appropriate. (E)

4. Maintain departmental program files, creating databases as needed to manage information, sequence of required actions, and resolutions of programmatic issues. (E)

5. Compile and maintain statistics on a variety of topics including course enrollments, course scheduling, faculty research funding, awards, academic publications, etc. Prepare and provide reports to the Dean's office on an ad hoc basis. (E)

6. Participate in the development of proposals for long and short-term solutions to space problems. Analyze department's space to determine required improvements and/or reassignments. Determine furniture needs and coordinate the selection and ordering process. Develop and implement departmental policy for allocation of space to students. (E)

7. Coordinate departmental publications activities as needed, including annual newsletter. (E)

8. Coordinate the preparation of a variety of reports and other documents relating to department self-reviews, strategic planning, Undergraduate Council and Graduate Council reviews. (E)

9. Assist in the preparation of proposals for new programs and ensure that approved changes are incorporated into publications such as the department program statement, the general catalog, and the program requirements for UCLA undergraduate and graduate degrees. (E)

10. Coordinate department events such as lectures, conferences, receptions, symposia, faculty retreats, seminars, etc. Oversee the handling all related details such as travel arrangements, room reservations, appropriate visas, parking arrangements, catering, special equipment, and publicity. (E)

11. Serve as staff advisor at faculty meetings and other committee meetings on non-academic issues and on academic issues involving financial or administrative support. Provide input on administrative feasibility and cost of proposed courses of action and develop and recommend alternatives. (E)

12. In conjunction with Chair and Vice Chair, determine policies, develop long range plans, and address the most difficult issues facing the department. Identify and raise issues to be acted upon. Assume primary responsibility for providing data, analysis, and perspective on the personnel, financial, space and other administrative factors involved. Participate in the ultimate decision on a course of action; implement the administrative changes necessary to carry out the decision. (E)

13. Manage all aspects of planning and administration of the Summer Session program including assessing need for such courses, oversee scheduling, oversee hiring of instructors and TAs, and budgeting. (E)

14. Confer with divisional and department administrators across campus and share use of resources with other departments. (E)

15. Identify and address organizational changes required by the evolving nature and continued growth of the department. (E)

16. Work closely with Chair in planning development activities, including the establishment and cultivation of Alumni and Friends of the Department. (E)

30%

Personnel Administration

1. Oversee the Academic Personnel Coordinator's management of the department's academic personnel process for ladder rank faculty, Lecturers, Visiting Faculty, and jointly appointed faculty outside of department. Oversee the promotional eligibility of faculty, the departmental and Dean's deadlines, and requirements for dossiers. Coordinate the faculty voting process and submit completed dossier to the Dean's office. (E)

2. Manage the department's faculty recruitment process. Oversee the submission of recruitment ads to appropriate publication, screen letters of interest and applications, and assist committees or Chair as needed. Organize recruitment visits and make arrangements for hotels, parking, meeting and lecture schedules, rooms, and publicity. Provide candidate pools and prepare affirmative action reports. Solicit external letters necessary for appointment and prepare appointment dossier. (E)

3. Assist Chair and Academic Personnel Coordinator in appointments for temporary and/or part time faculty by recommending salary, composing letters of appointment, and monitoring department's temporary FTE allocation. Oversee the hiring of lecturers to ensure compliance with the Unit 18 MOU to meet the teaching needs of the Department. (E)

4. Manage departmental staff: recruit, hire, train, assign work, write performance evaluations, request merit increases and reclassifications, resolve complaints and discipline and discharge casual and career staff positions, involving the Assistant Dean of the Social Sciences Division, the Director of Human Resources for the College and Campus Human Resources as appropriate. (E)

5. Oversee the submission requests for hires above base, reclassification, and equity increases for department staff positions. Oversee the job descriptions, analyses of comparable positions, rationale for request and any other relevant information. Make recommendations for incentive awards to the Chair. Assess staff needs for professional training; enroll staff in appropriate training classes. (E)

6. Manage staff who provide student affairs support, including counseling, undergraduate and graduate program administration, course scheduling and classroom assignment, student recruitment and outreach, and support student sponsored activities such as speaker series, departmental Open House, periodic student meetings, publications, social events and departmental celebrations. (E)

7. Manage staff who provide purchasing and logistical support, including routing functions such as preparation of travel vouchers, purchase orders, reimbursements, facilities service requests, recharges, work orders, and special support functions. (E)

8. Manage staff who provide administrative support including clerical assignments, equipment checkout, key dissemination, interface with campus services, vehicle reservation, parking, textbook ordering, mail & messenger services, inventory management, and design and implementation of administrative databases. (E)

9. Assist in the allocation of teaching assistants and reader positions. Ensure department's compliance with UCLA Policies and Procedures for Academic Apprentice Personnel. Provide necessary information and documentation to Graduate Division. Prepare hiring paperwork and offer letters. Verify that TAs and Reader appointments have been processed and monitor payments. Verify that fee remissions have been processed and initiate fee deferrals if necessary. (E)

10. Assist visiting scholars with visa requirement information, travel, housing arrangements, office/research space, and orientation to the department, the academic program and the School.

25%

Financial Administration

1. Investigate potential new funding opportunities, evaluate the viability of different options, and direct departmental efforts to use them. (E)

2. Analyze the Summer Session course curriculum in consultation with the Student Affairs Officer. Plan, prepare and manage budget; audit and approve expenses; coordinate payroll activities/payments. (E)

3. Institute, manage and review financial controls for salary and operating expenditures to prevent overdrafts in department operating budget as well as sponsored projects. Review problems with fund managers as appropriate and recommend timely resolution. (E)

4. Utilize the QDB and Bruinbuy systems as required to monitor expenditures, place orders, verify payments, and project expenses. (E)

5. Manage the department's funding allocation for graduate students and administer the allocation of Graduate Division merit-based funds by maintaining relevant data on fellowship applicants. (E)

6. Create an annual temporary teaching budget in consultation with the Student Services Advisor and the Chair based on departmental needs. Maintain and monitor academic temporary FTEs budget assuring that appointments are planned and within budget. Prepare requests for additional funds from the Dean's office as needed. (E)

7. Coordinate the use of different sources to support the highest and most urgent requirements of the department while assuring compliance with the restrictions placed on the use of the funds. (E)

8. Make spending decisions and authorize expenditures of departmentally controlled funds based on appropriateness of funding sources and relative importance to the department. Utilize QBD and BruinBuy systems a required to monitor expenses, place orders, verify payments, and project expenses. (E)

9. Develop and maintain accurate database of past, current, and potential donors. (E)

10. Administer the use of donor funds based on gift criteria and University gift policy regulations. (E)

11. Provide monthly reporting to Chair and faculty on relevant fund balances. (E)

30%

Student Affairs

1. Oversee the admissions process for the PhD program. Supervise the Student Services Advisor in the processing of applications for admissions. Hire, train, and supervise Work-Study students in the clerical tasks associated with the admissions process. (E)

2. Oversee and coordinate the departmental database system for processing initial inquiries, issuing information packets, and tracking applicants throughout the admissions process. (E)

3. Oversee the admissions process in conjunction with the Student Services Advisor. Issue summaries of applicant pool, compile, and format data (i.e., GPAs, test scores, etc.), and reports for faculty review of admission files. (E)

4. Assist the department's admissions committee, department's Student Services Advisor, and Graduate Division on all application/admissions matters, interpret and implement University policy and procedures in addition to departmental process. (E)

5. Oversee initial applicant evaluations to identify top candidates, determine their competitiveness, and prioritize them for review by faculty admissions and fellowship committees. (E)

6. Serve on the department's fellowship and award's committee and under the committees' purview, administer the allocation of Graduate Division's merit-based funds and other departmental awards. (E)

7. Oversee the management of fellowship and award application files, provide reports and statistical analyses as requested, and review departmental records for accuracy. (E)

8. Oversee the transition of incoming students: issue fellowship and award offer letters, provide guidance in registration and enrollment matters and generally serve as the primary problem-solver for new students in the PhD program. (E)

9. Oversee the planning of departmental orientations and receptions for incoming students in conjunction with the Student Services Advisor. (E)

10. Monitor the department's student recruitment budget and prepare annual financial reports on the use of recruitment funds. (E)

11. Oversee the advising of undergraduate and graduate students in departmental degree programs. (E)

15%

•

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

Strong verbal and written communication skills.

Required

Ability to work collaboratively as part of a team

Required

Strong interpersonal and organizational skills.

Required

Ability to work with a high level of confidentiality

Required

Good oral, written, and interpersonal skills.

Required

Ability to work with sensitive information and maintain confidentiality.

Required

Demonstrated experience in supervising nonacademic personnel, including training, delegating responsibility, monitoring, and evaluating performance.

Required

Ability to prioritize workload and solve problems quickly and react to difficult situations appropriately.

Required

Skill in accounting to understand budgets and make necessary adjustments and projections.

Required

Ability to create and manage timelines and collaborate with other team members to complete project deliverables.

Required

Demonstrated working knowledge of University policies and procedures relating to academic personnel, accounting and finance, contracts and grants, student affairs, residency programs and visa processing.

Preferred

Demonstrated ability to take initiative and work with limited supervision.

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:

Bunche Hall

Standing/Walking

X

Sitting

X

X

Bending/Stooping

X

Squatting/Kneeling

X

Climbing

X

Lifting/Carrying/Push/Pull 0-25 lbs

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

Ability to organize & prioritize

X

Communication skills

X

Numerical Skills

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.