Administrative Manager

ADMIN SUPV 2 (007375)

UCPath Position ID: 40819204

Position Description History/Status

For Reference ONLY - PeopleAdmin JA Number:

704655

Approved Date:

1/23/2026 8:29:58 PM

Date Last Edited:

1/23/2026 8:29:54 PM

Last Action Effective Date:

8/1/2021

Organization Details

Business Unit (Location):

LACMP

Organization Code:

1220O

Organization:

SCHOOL OF THEATER, FILM & TELEVISION

Division Code:

1221D

Division:

THEATER, FILM & TV DIV

Department:

046600 - THEATER

Position Details

UCPath Position Number:

40819204

Position Description ID

170008

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:

40051196

Reports to Payroll Title:

Theater Chair and Professor

UCPath Department Head Position Number:

40297894

Department Head Payroll Title:

Dean, School of TFT

DIRECTION - Indicates that the incumbent establishes procedures for attaining specific goals and objectives in a broad area of work. Only the final results of work done are typically reviewed. Incumbent typically develops procedures within the limits of established policy guidelines.

15.5

POSITION SUMMARY

The Administrative Manager in the Department of Theater, serves as the chief administrative and financial officer. Theater is comprised of 19 senate faculty and 67 non-senate faculty, 239 undergraduates 55 graduate students, and 82 ASE students annually.  The department has approximately 21 staff members, 2 academic administrators, and over 50 limited employees. The combined academic, fellowship, grants, endowments and support budget is over $11 million. The Manager functions both independently and in conjunction with the Chair and faculty on a broad range of duties. Primary responsibilities include strategic and long range planning; policy and direction setting; problem solving, decision making; budgetary, staffing and resource management; as well as general administrative management of the department and its PhD, professional fee MFA and Undergrad program PhD, MFA, and undergraduate programs, and its facilities, including production facilities, in Macgowan, and East Macgowan, Melnitz, and East Melnitz. Serves as administrative liaison with the Dean's Office in clarifying executing Departmental goals and objectives. This position reports to the Chair of the Department of Theater and works in close collaboration with the Associate Dean/Chief Administrative Officer for the School of Theater, Film and Television. The Manager of the Theater Department serves as the general administrator for the Department. Incumbent regularly works independently and autonomously.

The UCLA Department of Theater is a vibrant community where diverse voices and disciplines converge to shape the theater and live experiences of tomorrow. Here, academic rigor fuels creativity, and performers, designers, directors, playwrights and scholars are supported by world-class faculty who champion collaboration, critical thinking, and innovation. The department’s training engages with our complex, changing world and integrates the unique opportunities available at the nation’s top public university. We cultivate artists and thinkers who go on to excel across theater, film and television, themed entertainment, and many other fields.

FISCAL ADMINISTRATION

1. Strategically develop and manage the department's $11 million dollar budget. Review transactions generated on departmental FAUs for accuracy, ensure that each Cost Center and Fund is balanced at year end, review budgetary and operational reports for financial status updates and for strategic planning. 2. Provide strategic thinking related to expenditures to maximize their benefit to the department while adhering to UCLA policies.

35%

3. With general parameters from the Department Chair and School CAO, work independently to evaluate current and future financial positions for the department and create long term solutions to ensure funding and financial management trends meet the future needs of the department, including the evolution of academic programs, deferred maintenance, and infrastructure to maintain the department’s status as a premier research and training environment. 4. Act as primary department fund manager including problem solving, reporting, and development of budgets and projections.

0%

5. Meet regularly with School CFO and CAO to review financial reports, long-term needs and strategies, and advise on appropriate or needed allocation adjustments across multiple budget years. Participate in budget discussions with the Dean, Chairs, and Business Office staff. 6. Oversee administration of awards and preparation of related financial status reports. Ensure compliance with criteria of funding agencies.

0%

DEPARTMENT ADMINISTRATION

1. Recommend to the Chair and implement long-term strategic administrative and academic (Scheduling/recruiting) strategies for the department as a whole. Identify creative administrative solutions to address managerial issues. 2 Ensure the department continues functioning efficiently during Chair transitions. Educate and advise incoming Chairs on all aspects of current and planned projects, programs, strategies and available funding and how changes in one area affects others. 3. Serve on Dean's Leadership Committee as liaison to school-wide planning, initiatives and general operations.

25%

4. Work with Director of Production on annual and multiyear strategies for production budget, over-hires, staffing, and current professional practices; periodically attend production staff meetings, and act as liaison between the Chair's Office/faculty and the production unit. 5. Supervise the Chair’s Office in coordinating annual class assignments and execution; provide curricular guidance to faculty; manage course actions; oversee quarterly scheduling in collaboration with the registrar; and work with Academic Personnel to hire adjuncts and lecturers, ensuring appointments comply with pay scales, union agreements, and accurate UCPath entry.

0%

6. Direct administrative activities related to department's Academic Senate review and external reviews, such as by the National Association for Schools of Theater. 7. Supervise staff and student employee direct reports. Manage department's workflow and make assignment adjustments as necessary. Determine staff performance awards and merit increases. Conduct performance evaluations and ensure that corrective actions are taken. Review and update job descriptions.

0%

8. Oversee hiring of students in academic student employee roles.  Work with Department Chair and Faculty to determine annual ASE needs and assignments. Work with Academic Personnel staff on ASE hiring, monitor their appointments for accuracy. 9. Oversee the long-term planning for and supervise management of the department’s revenue-generating and entrepreneurial activities, including summer institutes and courses, production facility rentals, and other opportunities, working to establish and sustain revenue streams. 10. Supervise the Department staff in working with the Chair, Dean, and Development on donor and alumni stewardship to address the department’s strategic priorities and ensure its long-term financial health.

0%

STUDENT SERVICES

1. Oversee the Department's international student recruitment efforts, including: supervise management of in-person and remote audition/interview tour. Supervise subordinates in executing the tour, including selection and reservation of venues, securing facilities use agreements, coordinating faculty and staff travel, ensuring expense report accuracy, developing and monitoring website, and managing audition/interview appointment system. 2. Indirectly supervise Student Services Recruitment Officer's recruitment efforts and oversee the financial offers made to recruited students. 3. Oversee allocation of student support funding. Analyze faculty support requests, identify sources, and work with chair and faculty to allocate graduate division and other funds.

20%

4. Work with Graduate Division and Student Services regarding exceptional student financial issues, exception requests and visa issues. 5. Oversee annual professional transition activities for graduating students; including Actors' Showcases and Design Showcase West. 6. When requested by the Chair, join meetings with Director of Student Services about student issues when they arise to strategize their solutions.  7. Oversee work with Chair and Faculty on curricular changes and their implementations.

0%

MARKETING/PROMOTION

1. Oversee staff creating of a wide variety of departmental promotional and multimedia materials, ranging from annual production publicity to handbooks, web presence, and social media. Supervise subordinates in liaising with faculty area heads, directors, and designers to develop printed publicity images and text for repertory plays and annual musical productions, as well as other public activities. 2. Oversee marketing staff's audience development efforts in support of department's annual theater season and one-time productions and events. 3. Supervise the management of archival, academic, and promotional recording of Department activities, including production. 

10%

FACILITIES/SPACE ISSUES

1. In collaboration with the Director of Production, TFT IT, and other groups, analyze IT, AV, and other equipment inventory in context of departmental goals, academic programs, and technological advances; implement replacements, augmentations and/or upgrades as necessary. Supervise the management of regular reviews with the Chair and Senate Faculty to identify and plan for ongoing technology modernization. 2. Analyze space utilization, determining existing and future requirements and forecasting upcoming needs, including deferred maintenance, minor and major capital improvements.

10%

3. In collaboration with School CAO, support the planning and execution of major maintenance projects, including refurbishments of Macgowan Hall, a 19,000-square foot classroom and office building, and the 50,000-sq. ft. theater costume and scene shop complex, ranging from routine replacement of equipment to major capital improvements. 4. Supervise all department facilities service requests. Ensure proper and timely work completion.

0%

•

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 and / or equivalent experience

Required

Ability to manage consensus, group, and committee decision making

processes, involving both faculty and staff, to reach feasible decision on a

range of administrative issues.

Required

Proven experience in event planning and production, skill in organizing,

directing, motivating, and mobilizing the work of vendors and staff involved in special events, including high profile events.

Required

Analytical ability to collect and examine information, identify problems,

patterns, and relationships and to formulate logical and objective conclusions.

Required

Detailed knowledge of University of California accounting, purchasing,

payroll, and personnel/benefits, other relevant policies and procedures.

Preferred

Prior experience as an administrator a R1 research university.

Preferred

General knowledge of management principles and best practices and their application in a large, complex institution environment.

Required

Demonstrated ability to manage a complex organization with multiple objectives and points of view and sources of funding.

Required

Skill in analyzing situations, policies, procedures, and financial data to define problems and formulate creative logical objective conclusions and solutions that balance risks / benefits as well as short-, medium-, and long-term goals.

Required

High level financial skills to provide financial analysis, projections, reports and strategies, over a range of timeframes including multi-year strategies.

Required

Demonstrated knowledge of basic accounting and administrative procedures for non-profit institutions.

Required

Working knowledge of major Federal, State, philanthropic, and intra/extramural funding policies and procedures.

Preferred

Demonstrated high level writing skills to complete concise and effective business correspondence, reports, proposals and press releases.

Required

Demonstrated skills in management of multi-function staff covered by a variety of personnel policies and union agreements. Define staffing needs and position requirements, hiring, training, delegating work assignments,

fostering teamwork/morale, evaluating performance, and tracking corrective action

Required

Interpersonal skills to interact diplomatically and sensitively under pressure and to maintain cooperative and professional working relationships with faculty, students, and other campus administrators and offices.

Required

Demonstrated knowledge of relational database software, spreadsheets, and other business software and awareness of emerging best practices in relevant new areas such as artificial intelligence.

Required

Ability to organize and prioritize work in a setting with conflicting demands, changing priorities, wide variety of simultaneous tasks, and heavy workload.

Required

Demonstrated communication skills to explain complex policies and procedures to people of different levels within the organization and diverse backgrounds.

Required

SPECIAL REQUIREMENTS AND/OR CONDITIONS OF EMPLOYMENT

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:

302 E Melnitz

•

Office equipment including a laptop, copier, printer, etc.

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

Other Mental Requirements

If "Mental demands other" was selected above, please explain:

Ability to manage an emergency situation.

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.