Academic Support Services Manager

BLANK AST 2 (004723)

UCPath Position ID: 40103976

Position Description History/Status

For Reference ONLY - PeopleAdmin JA Number:

1001061

Approved Date:

8/5/2026 11:44:04 AM

Date Last Edited:

8/5/2026 11:44:01 AM

Last Action Effective Date:

8/31/2023

Organization Details

Business Unit (Location):

LACMP

Organization Code:

6000O

Organization:

INTERCOLLEGIATE ATHLETICS              

Division Code:

5501D

Division:

INTERCOLLEGIATE ATHLETICS              

Department:

374500 - INTERCOLLEGIATE ATHLETICS

Position Details

UCPath Position Number:

40103976

Position Description ID

165407

UC Payroll Title:

BLANK AST 2 (004723)

Personnel Program

Professional and Support Staff (PSS)

Salary Grade:

STEPS

Job Code FLSA:

Non-Exempt

Union Code (Collective Bargaining Unit):

CX: Clerical & Allied Services

Employee Relations Code:

E: All Others - Not Confidential

Employee Class (Appt Type):

2 - Staff: Career

Full-Time Equivalent (FTE)

1

SUPERVISION

UCPath Reports to Position Number:

40055454

Reports to Payroll Title:

ATH MGR 1 BYA

UCPath Department Head Position Number:

40713754

Department Head Payroll Title:

ATH MGR 4 BYA

SUPERVISION - Indicates that the incumbent performs a variety of routine duties within established policies and procedures or by referral to the supervisor’s guidelines.

POSITION SUMMARY

Under the supervision of the Senior Associate Athletic Director, Academic and Championship Excellence, the Academic Support Services Manager will provide overall administrative support to the Office of Academic Excellence, specifically in the areas of admissions and academic support.  This position involves data entry, file uploading, and special projects as assigned by the supervisor. This position will also assist in the daily operations of admissions and academic support with major responsibilities including preparing case files for admissions review, retrieving transcripts and academic records for prospective and current student athletes, academic support administrative needs, along with corresponding with prospective and current student athletes, coaches, staff, and various admissions and academics related campus and external partners. This position will comply with department, university, conference, NCAA, and state regulations in all activities. 

Admissions Administrative Responsibilities

 • In conjunction with supervisor, Associate Athletics Director for Academic Excellence, and Compliance staff, coordinate administrative duties around admissions process for all student athletes and teams

 • Oversee transcript/academic records collection and file organization for admissions cases

 • Support staff in collection and preparation of data analysis for admissions

 • Follow up with coaches to communicate information on missing transcripts and test scores for prospective and current student athletes

 • Inform coaches and selected staff of admissions procedures and deadlines

 • Make recommendations for procedural improvements based on knowledge of University, Conference, and NCAA policies and procedures, daily operations, and previous experience.

50%

Academics Administrative Responsibilities

 • Provide support for Office of Academic Excellence staff, including Associate Athletics Director for Academic Excellence, academic advising and eligibility staff, learning specialists and Associate Directors for Student Athlete Success

 • Assist with daily operations of the Office of Academic Excellence by working collaboratively with staff including business processes, as needed

 • Serve as the primary office manager for the Office of Academic Excellence, ensuring the suite is organized, operational, and prepared for daily business activities.

 • Greet and assist guests who visit the office suite.

 • Manage office supply inventory and ordering, including maintaining adequate supplies for staff

35%

Academics Administrative Responsibilities

 • Coordinate maintenance, troubleshooting, and service requests for printers, copiers, and other office equipment; serve as the primary liaison with facilities and IT

 • Manage and monitor the Office of Academic Excellence main email account, responding to inquiries as appropriate and directing communications to the appropriate staff members.

 • Generate and distribute daily and weekly reports to OAE staff related to student-athlete attendance and academic progress

 • Research and compile relevant documents, minutes, agendas and other materials for meetings, speaking engagements and conferences (e.g., weekly OAE staff meeting, N4A regional & national conferences, NCAA regional rules, etc.).

0%

Academics Administrative Responsibilities

 • Attend weekly OAE staff meeting, set meeting dates, secure meeting space, take attendance and minutes, and distribute any pertinent information to all individuals not in attendance.  

 • Assist staff members in the management of special events and meetings as needed.  Assistance will include advertisement, invitations, venue reservation, catering and food coordination, setup and take down for each event/meeting, and purchase orders.

0%

Project Management

 • Collaborate with other administrative and sport areas to create and effectively manage any items, questions, or processes that may arise. 

 • Assist in the creation and dissemination of internal forms and reports for various departmental and University constituents, including staff, coaches and student athletes. 

 • Assist administrative staff with correspondence for student athletes, coaches, and applicable staff as directed.

 • In conjunction with supervisor, coordinate Championship Excellence correspondence and programming for coaches, staff and student athletes.

 • In conjunction with Assistant Athletic Director for Student Athlete Development, coordinate programming for student athletes with student athlete leadership and affinity groups.

10%

Project Management

 • Assist and provide support with signature events such as Bruin Bridge and the Student-Athlete Graduation Celebration

 • Communicate with coaches, department staff, campus staff, student athletes, and parents as needed around awards and events

0%

Rules Compliance

 • Comply with all Federal, State, University and Department requirements established pursuant to Title IX, including the mandatory reporting requirements for a “Responsible Employee.”

 • The DIA is governed by the NCAA, Big Ten Conference, Mountain Pacific Sports Federation (MPSF), and University of California System.  The incumbent is required to comply with the applicable rules, regulations and policies of those organizations. Review and retain all rules compliance disseminated by the DIA Compliance office.

    ◦ Report all NCAA and Conference violations.

    ◦ Sign the annual NCAA Certification of Compliance form.

    ◦ Complete the Athletically Related Income form annually.

    ◦ Comply with California State Child Abuse & Neglect Reporting Act (CANRA) Law and adhere to mandatory reporting guidelines.

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 or equivalent experience in a relevant field within an office setting with a wide range of responsibilities.

Required

Experience with University, Big Ten, and NCAA rules and regulations.

Preferred

Ability to work in a fast paced, multi layered business organization with a variety of constituents and colleagues both in the department, on campus, and outside the organization

Required

Incumbent must be able to effectively communicate and work cooperatively with other University departments in a complex administrative environment.   

Required

Capability to work independently and prioritize assignments in a manner accurately reflecting the relative importance of job responsibilities without constant supervision.

Required

Ability to establish and maintain cooperative working relationships and collaborate with coaches, staff, administrators, and campus community.

Required

Knowledge of state, University, and department policies, practices, and procedures.

Preferred

Strong aptitude in using various software applications including Microsoft Excel, Word, and   Outlook.

Required

Demonstrated ability to perform duties with great degree of accuracy, meeting deadlines, working efficiently under conditions of frequent interruptions and fluctuating workload.

Required

Incumbent must be trained in managing and organizing personnel, equipment, and material resources in order to provide the most efficient working environment. 

Required

Ability to analyze situations and systems, identify problems, and implement solutions impartially, consistently, and fairly.

Required

Understanding of when to make decisions on immediate problems within prescribed scope of  authority, based on knowledge of policies and procedures, including pertinent NCAA rules and  regulations

Required

General knowledge of financial and personnel policies, principles, and procedures in a central administrative University setting, as well as, general management principles. 

Required

Demonstrated writing skills to complete concise, effective and grammatically correct administrative reports, policy statements, procedures and correspondence. 

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.

CANRA: The position is designated as a mandatory reporter under CANRA. The employee must sign the "Statement Acknowledging Requirement to Report Child Abuse".

LOCATION AND PHYSICAL, ENVIRONMENTAL, MENTAL (PEM) REQUIREMENTS

Environment and Work Location Information

Environment Type:

Non-Clinical Setting

Location Setting:

Campus

Location:

JD Morgan Center, Los Angeles, CA 90095

Standing/Walking

X

X

Sitting

X

X

Bending/Stooping

X

X

Squatting/Kneeling

X

X

Climbing

X

X

Lifting/Carrying/Push/Pull 0-25 lbs

X

X

Lifting/Carrying/Push/Pull 26-50 lbs

X

X

Lifting/Carrying/Push/Pull over 50 lbs

X

X

Physical requirements other

X

Chemicals, dust, gases, or fumes

X

Loud noise levels

X

X

Marked changes in humidity or temperature

X

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.