Manager of Institutional Data and Analysis

INSTITUTIONAL RSCH ANL 4 (005876)

UCPath Position ID: 40036583

Position Description History/Status

For Reference ONLY - PeopleAdmin JA Number:

500070

Approved Date:

10/21/2026 6:08:07 PM

Date Last Edited:

10/21/2026 6:08:05 PM

Last Action Effective Date:

7/12/2011

Organization Details

Business Unit (Location):

LACMP

Organization Code:

1300O

Organization:

LETTERS AND SCIENCE                    

Division Code:

1310D

Division:

L&S GENERAL                            

Department:

050000 - COLLEGE OFFICE OF THE DEANS

Position Details

UCPath Position Number:

40036583

Position Description ID

169628

UC Payroll Title:

INSTITUTIONAL RSCH ANL 4 (005876)

Personnel Program

Management and Senior Professional (MSP)

Salary Grade:

Grade 24

Job Code FLSA:

Exempt

Union Code (Collective Bargaining Unit):

99: Non-Represented (PPSM)

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:

40053510

Reports to Payroll Title:

ADMIN MGR 2

UCPath Department Head Position Number:

40046167

Department Head Payroll Title:

DEAN

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 incumbent serves as the main institutional reporting and analysis resource for the Office of the Deans of the UCLA College. The data, analysis and reporting involved spans three key areas of information management: Reporting on key academic indicators, faculty compensation and renewal, and budgetary and financial reporting. The intersection of data in these broad areas forms the crux of the decision support system for the annual strategic planning process. Duties will include gaining and maintaining a solid understanding of derived census data sets already available from the Chancellor's Office and Office of the President, advising the Associate Deans, Deans and Chairs of the UCLA College on data definitions on reports that they are presented with, and ensuring that College data is being presented accurately and fully by other campus offices. Duties also include administering the College's faculty FTE allocations, including management of the permanent academic staffing roster and extensive local data compilation in support ongoing reporting needs and the annual strategic planning process. This will include the construction of data tables to be housed on the College's finance server and the implementation of routinized and distributed reporting via a web-based portal. The incumbent will represent the Office of the Deans as assigned on committees and will foster an environment of information sharing and consultation with the Chancellor's Office and Office of the Registrar. The UCLA College houses over 850 ladder faculty FTE, 29,000 undergraduate and graduate student majors, $900 million in annual expenditures across a broad range of fund sources, 37 academic departments and 36 interdepartmental programs, centers and institutes.

Institutional Data Compilation

C1. Gain and maintain a solid understanding of raw data available in multiple campus data repositories. Assess the process by which this data was compiled and consider the degree of validation and timeliness of the relevant data elements. (E)  These data sources include the financial query database (QDB), personnel and payroll system (UCPath), the OPUS system, the student records system (SRDB), and local data tables maintained in the Office of the Deans at the UCLA College. C2. In close consultation with the Associate Deans, develop institutional data repositories in the following areas: (E)  1) Work in collaboration with the analysts of the College Budget Office to jointly develop and maintain derived data sets of budgetary information, as gleaned from a combination of sources as outlined above. These will include temporary faculty and TA usage, budgeted and active faculty FTE, sabbatical and leave FTE, and faculty appointments and releases.

20%

Academic Personnel

A1)Closely monitor the academic roster funding and faculty administrative compensation to ensure proper training from the Chancellor's Office. (E)  A2)Responsible for managing reports requested by Campus and College Academic Personnel, Diversity, and Academic Planning and Budget office pertaining to: lecturer series; faculty compensation histories and cohort analysis; academic review process data and reporting; faculty renewal planning and reporting; administrative compensation; sabbatical and leave FTE and; faculty appointments and releases. (E)  A3)Develop and maintain local data sets to track ladder faculty compensation, dossier cases, institutional FTE, MOP loans, faculty sabbatical usage and faculty subfields. Review faculty administrative compensation data maintained in OPUS. (E)  A4)Develop academic workload measures on courses and faculty workload and continuously improve data repository. (E)

35%

Report Design and Dissemination

B1. Develop an inventory of available reports as well as a production schedule for the compilation of data sets and the dissemination and publishing of reports. (E)  B2. Collaborate with the divisional budget analysts to jointly develop web-based divisional reports and multi-year models that are pulled from the Book database currently under construction. (E)  B3. In collaboration with the Deans, plan for the publication of routinized institutional reports to a secure web-server both as static reports and as ad hoc query tools against data repositories. Identify data sources and specifications for each of these reports, and coordinate on the implementation of these reports with College Information Services. This includes workload, budgetary and personnel reporting as well as the intersection thereof. (E)  B4. Provide central reports on an ad-hoc basis in response to requests by the Deans, Associate Deans, Departments, Academic Personnel Office or Academic Planning and Budget. (E)

25%

Institutional Data Interpretation, Verification and Policy Analysis

D1. Gain and maintain a solid understanding of derived data sets already available from central institutional research offices, to include the Office of the President and the Chancellor's Office of Analytics and Institutional Research. (E)  1) Interpret and analyze campus MP tables that include majors, enrollments, student credit hours, degrees awarded and workload information. 2) Interpret and analyze campus class reports, faculty workload data, teaching ratios and other census teaching and courseload data issued by the Chancellor's Office of Analytics and Institutional Research.  D2. For the following areas below, understand and interpret the underlying policy restrictions and objectives, process, timing and validity involved in data population, strategic directions, financial restrictions and categorizations that set data collection parameters for data sets to be collected locally or for data sets already collected by other offices: (E)  1) Academic Indicator Reporting: Including course offerings, course scheduling and classification, course uniting, time to degree, enrollment growth and planning, teaching targets, and national rankings.  2) Budgetary reporting: Including overall College reporting on endowed funds, summer session revenue sharing, financial balances, sponsored research activities and other areas. D3. Verify that data provided by central offices matches locally generated data sets to ensure that the UCLA College is being accurately and fully represented in external reporting. Follow up as necessary to amend information. (E)  D4. Associate Deans on the method of derivation of data provided by other offices and explain variances between locally provided data and census data. Clarify data questions with the staff in the Chancellor’s office such as the Office of Analytics and Institutional Research, the Budget Administrative office, Office of the Registrar and other central offices as needed. (E)

15%

Campus Liaison and Budgetary Backup

E1. Serve on institutional research and database development teams and committees including the Campus Budget Information Gateway (CBIG). Advise on data needs in the UCLA College and share knowledge on information resources, data interpretation and reporting methodologies. (E)  E2. Work closely with other offices, to include the Office of Analytics and Institutional Research and the Office of the Registrar, to account for variances in data sets between College data and census data, to bring about improvements in census reporting and to foster an environment of sharing and consultation. (E)  E3. Advise department staff as needed on how central and College reports are compiled to answer questions posed by Chairs and Vice Chairs. Similarly, support the Associate Deans, Deans and Directors as needed on reporting needs and data interpretation to include clarification of the underlying policy and process issues where applicable. (E)  E4. Train staff in the Office of the Deans on how to use data repositories and reporting tools to ensure proper use and interpretation of information being accessed. (E)  E5. Act as a backup to divisional budget analysts in emergency instances. Maintain full understanding of how to perform divisional budget analyst duties to ensure that data repositories are being managed in complimentary fashion. (E)  E6. Act as a backup Departmental Security Administrator (DSA) for the College. (E)

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

In related area and / or equivalent experience / training

Required

Demonstrated knowledge of general and cost accounting Principles and budgeting concepts.

Required

Thorough knowledge of UCLA's fiscal and accounting policies. Understanding of the state, UCOP and campus budgeting process. Thorough knowledge of various UCLA fund sources and their restrictions.

Thorough knowledge of UCLA policies and procedures governing academic resources and salaries, faculty renewal  and faculty relocation.

Thorough knowledge of the academic personnel review process and underlying policies.

Strong understanding of the UCLA Registrar system and the underlying  policies and procedures that relate to students and courses.

Preferred

Demonstrated advanced skill in using spreadsheet and  database software and constructing queries and reports via SQL statements. Demonstrated skill in the design of relational database structures.

Required

Expert user of UCLA's QDB with a thorough understanding of the EDB appointment and distribution line mechanism.

Preferred

Ability to identify and analyze complex issues and think strategically  to formulate alternative solutions and articulate  the considerations involved.

Required

Skill in organizing material, information, and time in a systematic way to optimize efficiency and meet various internal and campus deadlines.

Required

Ability to effectively communicate information orally and in writing to broad constituencies with persuasion, good judgment and tact.

Required

Skill in writing concise, logical and grammatically correct analytical reports, recommendations, and correspondence.

Required

Strong interpersonal skills to work effectively as part of a team and with a diverse population of managers and offices.

Required

Ability to manage a project through from design to completion while balancing against competing tasks. Ability to approach issues with deftness as needed even if some information is unavailable.

Required

Ability to represent the office in a positive and professional manner with outside constituencies and to engage in discussions in a balanced manner as both diplomatic and convincing. Ability to create win-win situations.

Required

Ability to maintain a high level of confidentiality and properly handle sensitive information and situations.

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:

Campus

Location:

2300 Murphy 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

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.