Office Manager

BLANK AST 3 (004722)

UCPath Position ID: TBD_941197

Position Description History/Status

Approved Date:

4/22/2026 7:51:39 PM

Date Last Edited:

4/22/2026 7:51:29 PM

Last Action Effective Date:

Organization Details

Business Unit (Location):

LACMP

Organization Code:

3100O

Organization:

VC RESEARCH

Division Code:

3118D

Division:

UCLA TECHNOLOGY DEVELOPMENT GROUP

Department:

309400 - TECHNOLOGY DEVELOPMENT GROUP

Position Details

UCPath Position Number:

TBD_941197

Position Description ID

253458

UC Payroll Title:

BLANK AST 3 (004722)

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:

40049531

Reports to Payroll Title:

HR SUPV 2

UCPath Department Head Position Number:

40048320

Department Head Payroll Title:

IP MGR 4

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 Office Manager is an experienced and knowledgeable professional who ensures the smooth daily operation of the UCLA Technology Development Group by performing administrative and analytical functions, and providing support for day-to-day operations.

1. Position organizes and implements meetings, appointments, and travel and entertainment arrangements, for in-house and off-site events.  Serves as the central point of contact for office activities.  Acts as a central liaison for information related to the department for both ancillary departments and external organizations, as needed.  Prepares correspondence, PowerPoint presentations, and other written materials for department management.  Edits and proofreads written materials for accuracy and marketing consistency.

2.  Researches and proposes systems to improve operational efficiency.  Analyzes office trends and prepares reports and analyses to include summaries of financial transactions, evaluation of current and proposed services, etc. for management review and decision-making.

3.  Responsible for handling low-value procurement, office space inventory and maintenance, vendor management, and ensuring department compliance with applicable university policies and practices.  Prepares reports and analyses to include summaries of financial transactions, evaluation of current and proposed services, etc. for management review and decision-making.

4.  Works with the Assistant Director of Marketing & Communications and Department Management to maintain and update TDG website to better communicate the organization's mission.  Produces and distributes marketing collateral materials.  Provides onsite support for TDG events as needed.

5.  Exercises the utmost discretion in managing sensitive information learned in the course of performing their duties.

The University of California, Los Angeles (UCLA) is known worldwide for the breadth and quality of its academic, research, health care, cultural, continuing education and athletics programs.  The faculty at UCLA comprise one of the most intellectually productive academic communities in the nation, and the institution receives over $1 billion in extramural research funding annually.  The UCLA Technology Development Group (TDG) is a group of ~50 professional staff dedicated to commercializing technology, collaborating with industry, and fostering entrepreneurship.

Calendar, Event, and Travel Support

1. Organizes meetings, appointments, logistics, and travel arrangements for in-house and off-site events.  Serves as primary point of contact for the Associate Vice Chancellor’s calendar. 

2. Coordinates large and complex events and meetings for the Department.

30%

Office Administration

1. Prepares correspondence, PowerPoint presentations, and other written materials for department management.  Edits and proofreads written materials for accuracy and marketing consistency.

2. Works with department management to update / review / revise website to better communicate organization's mission, requiring substantive knowledge of organization's goals and objectives.

3. Assist COO with day-to-day operations and general office reception. 

20%

Low-value Procurement

1. Using existing University systems (Bruin Buy), generate requisitions, purchase goods and services to support TDG Operations and assures effectiveness of acquisition program.

2. Monitor expenditures, invoices, check requests, travel reimbursements and work orders generated by others and ensure compliance to policy.

3. Initiate payment for invoices. Research problem billing and resolve issues.

4. Functions as a resource to support staff on issues such as researching complex financial discrepancies, escalated customer service problems and vendor concerns.

5. Uses UCLA systems for financial activities and reporting.

20%

Administrative Analysis

1. Applies somewhat complex Excel formulas, pivot tables, and similar functions. Compiles and assembles disparate spreadsheets using subject-matter knowledge of the material to ensure data results are consistent with the nature of the data.

2. May analyze various office trends, including, but not limited to, travel and expense management.

3. Prepares reports and analyses to include summaries of financial transactions, evaluation of current and proposed services, etc. for management review and decision-making.

4. Researches and proposes systems for operational efficiency.

15%

Facilities and Equipment

1. Coordinate issues related to office space maintenance. Generate Facilities and Telecommunications work orders. Schedule and supervise work performed by Facilities Management personnel, outside contractors, telecommunications staff, and other service providers.

2. Oversee core facilities such as telephone systems and computer hardware. Manage maintenance and upgrades in consultation with the Chief Operations Officer.

3. Manage inventory and maintenance of office equipment, ensuring in-office IT (conference rooms, printers, etc.) is working well. Manage equipment inventory database.

4. Coordinate all aspects of office moves.

5. Responsible for maintaining Department Emergency Action Plan

6. Determines need for general office equipment and supplies and executes appropriately.

10%

Other Duties

1. Other duties and projects as may be assigned.

2. Exercises the utmost discretion in managing sensitive information learned in the course of performing their duties.

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

High school diploma and / or equivalent certification / experience / training.

Required

Experience developing and maintaining structured digital filing systems and archives. Expert ability to organize, secure, and retrieve digital and physical records.

Required

Thorough knowledge of administrative procedures, including word processing, spreadsheets, PowerPoint presentations, and database applications. Proficiency in Microsoft Office Suite (Word, Excel, Outlook, PowerPoint, OneDrive), and solid experience with scheduling tools, databases, and CRM software.

Required

Solid Excel capability, including functions like VLOOKUP, Pivot Tables, and Conditional Formatting for data analysis, budgeting, and reporting.

Required

Expert ability to handle complex international travel arrangements and intricate calendar scheduling.

Required

Strong skills in short-term planning, analysis, problem-solving, and customer service.  Experience leveraging software automation for appointment scheduling, inbox prioritization, and data cleanup to increase overall efficiency.

Required

Experience developing systems to improve operational efficiency. Advanced technical proficiency to boost office productivity and manage complex workflows. Strong experience with project management platforms such as Asana, Trello, etc.

Required

Solid communication and interpersonal skills to communicate effectively with all levels of staff verbally and in writing. Ability to use sound judgment in responding to issues and concerns.

Required

Experience using administrative processes, protocols, and IT systems for low value purchasing.

Required

Experience with professional events planning and logistics.

Required

Skill and experience in managing sensitive and confidential information.

Required

Solid organizational skills and ability to multi-task with demanding timeframes. Must be able to prioritize in a fast-paced environment, independently analyze issues, work with minimal supervision, and be exceedingly well-organized and flexible.

Required

Substantive knowledge of organization's goals and objectives (Can be trained).

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.

LOCATION AND PHYSICAL, ENVIRONMENTAL, MENTAL (PEM) REQUIREMENTS

Environment and Work Location Information

Environment Type:

Non-Clinical Setting

Location Setting:

Other University Setting(s)

Location:

Wilshire Glendon Building, Suite 920

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.