Assistant Dean, Fellowships & Financial Services

STDT SVC MGR 1 (000322)

UCPath Position ID: 40039538

Position Description History/Status

For Reference ONLY - PeopleAdmin JA Number:

1100556

Approved Date:

11/18/2025 5:46:33 PM

Date Last Edited:

11/18/2025 5:46:07 PM

Last Action Effective Date:

2/1/2024

Organization Details

Business Unit (Location):

LACMP

Organization Code:

8100O

Organization:

GRADUATE EDUCATION ORG

Division Code:

8110D

Division:

DIVISION OF GRADUATE EDUCATION DIV

Department:

530000 - GRADUATE EDUCATION

Position Details

UCPath Position Number:

40039538

Position Description ID

165497

UC Payroll Title:

STDT SVC MGR 1 (000322)

Personnel Program

Management and Senior Professional (MSP)

Salary Grade:

Grade 23

Job Code FLSA:

Exempt

Union Code (Collective Bargaining Unit):

99: Non-Represented (PPSM)

Employee Relations Code:

B: Manager - Confidential

Employee Class (Appt Type):

2 - Staff: Career

Full-Time Equivalent (FTE)

1

SUPERVISION

UCPath Reports to Position Number:

40066033

Reports to Payroll Title:

Dean

UCPath Department Head Position Number:

40066033

Department Head Payroll Title:

Dean

GENERAL DIRECTION - Indicates that the incumbent receives guidance in terms of broad goals and overall objectives and is responsible for establishing the methods to attain them. Generally the incumbent is in charge of an area of work, and typically formulates policy for this area but does not necessarily have final authority for approving policy.

007375

Admin Supv 2

1

007398

Project Policy Analyst 3

1

007377

Admin Officer 3

2

007377

Admin Officer 3

5

004574

Student Serv Advisor 2

1

POSITION SUMMARY

Reporting directly to the Dean and Vice Provost of Graduate Education and working in close partnership with the Associate Dean/CAO and other DGE leaders, the Assistant Dean for Fellowships & Financial Services (FFS) serves as a senior member of the DGE leadership team and provides strategic direction for the unit. The role shapes campus-wide graduate student support funding strategy, policy implementation, and service operations with a focus on innovation, service excellence, and continuous improvement. The Assistant Dean for FFS serves as a key advisor to the Dean of Graduate Education and DGE leadership on policies and procedures related to graduate student support administration and external and systemwide funding possibilities. Major duties include: managing the auditing and reconciliation of all DGE graduate student support (GSS) processes, and undertaking fund management strategies that enable the DGE to maximize its graduate student support funding; overseeing the development of review processes and the engagement of faculty reviewers; supervising the preparation of training materials for campus stakeholders on GSS award procedures and the operation of related systems; and ensuring timely communication of information regarding changes in policies, procedures, and deadlines.

The Assistant Dean for Fellowships & Financial Services (FFS AD) is responsible for the administration, development and implementation of policies and procedures with regards to graduate student support award nominations, review, approval, and awarding. The FFS AD works closely with departmental staff, academic administrators, and faculty regarding award and funding policies and procedures. The FFS AD also works with departments, AAPO, and Labor Relations to ensure AAP appointments comply with academic policy.

In collaboration with DGE and campus partners the FFS AD supervises the development, maintenance, and enhancement of technological systems to track student awards, and provide necessary reporting, as well as ensuring FFS staff are trained on the use of these systems. The FFS AD represents the DGE on workgroups regarding student and financial aid systems development.

The FFS AD serves as a member of the DGE leadership team and participates in the planning and execution of DGE strategic planning and special projects. The role requires a forward-thinking leader who can redesign workflows, leverage technology, and collaborate across campus to improve service delivery without expanding staffing levels.

The Division of Graduate Education is redefining how UCLA supports graduate students by building smarter systems, reducing administrative burden, and creating more equitable and efficient pathways for funding, academic progress, and success. As a campus-serving division, DGE partners with faculty, school leadership, and central administrative units to modernize policies, streamline processes, and use data and technology to improve both service delivery and student outcomes. The division supports more than 12,000 master’s, doctoral, and professional students across UCLA’s schools and divisions and plays a key role in advancing the university’s academic mission, research enterprise, and commitment to equity.

Strategic Oversight of Graduate Student Support and Funding, Auditing and Accounting

Engage in forecasting, auditing, and reconciliation of GSS funding allocations to ensure appropriate expenditure patterns and balances. Manage the operations of individual student award programs to ensure the DGE maximizes the use of funds and ends the fiscal year with appropriate expenditure patterns and balances. Supervise the auditing and timely reconciliation of all awards made to students to ensure compliance with internal and extramural funding agency policies. Work with Dean and AD/CAO to make decisions on special funding requests from faculty, departments and divisions/schools.

15%

Graduate Student Support Award Processes

Provide strategic oversight and lead the design of application, review, awarding, and auditing processes for GSS awards. Work closely with DGE-IT on the design and development of awarding workflows that meet the needs of the DGE and campus stakeholders. Review reports to ensure that awards are made accurately and timely, and issue corrections as needed. Work collaboratively with campus partners to resolve any system problems that are impeding timely and appropriate document generation. Work closely with departments so allocation and award processes run efficiently and accurately within established policies, procedures, and deadlines.

25%

Academic Apprentice Policy & Procedure

Maintain up-to-date knowledge of all applicable policies and procedures, as well as collective bargaining agreements (CBAs), as they impact Academic Apprentice Personnel roles. Implement administrative procedures for the submission and processing of fee remissions, and ensure these are communicated to the campus. Supervise the auditing and timely reconciliation of all academic apprentice personnel fee remissions and health insurance benefits. Ensure procedures comply with the current contractual terms. Work closely with Campus Labor Relations, AAPO, and Office of the President, on information requests related to grievances and contract renewals.

5%

Technological & Systems Development

In collaboration with DGE-IT, supervise the development, maintenance, and enhancement of technological systems to track student awards, generate budget reports, and audit account balances, ensuring ongoing access to both current and historical data. Ensure DGE staff are appropriately trained to use the systems. Run ad hoc reports from financial and financial aid systems to provide key insights on the use of GSS funds for DGE leadership. Represent the DGE on workgroups regarding student and financial aid systems development. Leads efforts to identify and implement modern, data-informed, and AI-assisted systems and workflows that increase efficiency, transparency, and responsiveness for students, faculty, and staff.

10%

Academic Department Training & Consultation

Lead and oversee the development of training materials (including workshop sessions, written training guides, and related materials) for campus departments on GSS award procedures and the operation of related systems. Ensure timely communication of information regarding changes in policies, procedures, and deadlines. Collaborate with campus stakeholders and departmental staff to gather information on campus needs and design training and workflows to support those needs.

10%

Leadership and Staff Development

Supervise, hire, train, provide work assignments, and manage work schedules. Write and update position descriptions. Conduct performance evaluations, offering feedback and guidance to ensure employees are successful in fulfilling their job responsibilities. Identify appropriate staff development opportunities and training needs. Ensure that direct reports perform efficiently, monitoring both daily activities and overall workflow, recommending changes in staffing and assignments as circumstances require. Assess staffing needs on an ongoing basis. Consult with HR to resolve employee issues and disputes and initiate disciplinary actions as needed. Foster a positive, collaborative workplace culture that supports continuous learning and high performance.

10%

Graduate Student Support Funding Oversight

In consultation with the Dean and AD/CAO, establish the procedures to allocate graduate student support funds to the campus. Oversee the development, implementation, review, and update for procedures regarding the processing of individual student awards within the policy parameters of Graduate Council, the University of California, external funding agencies, and applicable government regulations. Work with campus partners, including Academic Planning and Budget (APB) and Extramural Fund Management to ensure smooth administration of a variety of GSS awards. Ensure that staff and faculty are kept current and compliant with funding regulations. Supervise the processing, recommendations, and tracking of all exceptions to policy granted by the Dean, Associate Deans and Associate Dean/CAO.

20%

Graduate Student Support Faculty Review Processes

Supervise the faculty review and recommendation process for GSS awards, including institution-sponsored extramural fellowships (e.g., Fulbright Student Programs and Fulbright-Hayes). Ensure timely and comprehensive processes for the recruitment, training, and coordination of faculty reviewers for all awards administered by the DGE. Oversee the processes of communication, scoring, awarding, and final announcements to departments and award recipients.

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 education and experience required

Required

Master's Degree

Master's degree preferred

Preferred

1. Skill in analyzing information, problems, situations, practices, or procedures to define the problem or objective. Identify relevant concerns or factors, identify patterns, tendencies, and relationships, formulate logical and objective conclusions, and recommend solutions.

Required

2. Working knowledge of fund management, audit, and account reconciliation procedures; academic apprentice personnel administration; and policies and procedures governing the processing of graduate and postdoctoral awards.

Required

3. Skill in prioritizing assignments to complete work in a timely manner when there are changes in workload, changes in assignments, pressures of deadlines, competing requirements, and a heavy workload.

Required

4. Demonstrated experience in supervision, motivation, training, and creating a positive work environment in a customer service oriented organization.

Required

5. Skill in strategic planning to identify short- and long-range goals and objectives.  

Required

6. Excellent written, verbal, and interpersonal communication skills, including active listening, technical writing, and editing; experience writing purposeful, accurate, concise, logical, and effective prose.

Required

7. Highly skilled in using business software (e.g., Word, Excel, PowerPoint, and Outlook) for correspondence, spreadsheets, presentations, schedules, queries, and forms.

Required

8. Ability to establish and maintain cooperative working relationships with administrators, faculty, staff members, and the public. Ability to engage effectively with persons of varied social, cultural, demographic and economic backgrounds, and to handle sensitive situations through effective listening, negotiation, diplomacy and persuasion.

Required

9. Skill in designing and delivering training, including, lesson planning and ability to tailor concise, interesting lessons to staff and student audiences, drawing on familiarity with theories of adult pedagogy; clear and concise verbal delivery of content and ideas; and writing training material and standard operating procedures (SOP) publications.

Required

10. Working knowledge of financial aid and financial systems, billing and accounts receivable, student information systems, and UC PATH. 

Preferred

11.   Demonstrated ability to lead organizational improvements through technology, data-driven decision-making, and redesigned workflows that strengthen service delivery without increasing staffing levels.

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.

Ability to work occasional weekends and evenings as required for special events.

Required

Continued employment is contingent upon the completion of a satisfactory background investigation.

Required

Required to work at least 6 hours each year at DGE events

Required

LOCATION AND PHYSICAL, ENVIRONMENTAL, MENTAL (PEM) REQUIREMENTS

Environment and Work Location Information

Environment Type:

Non-Clinical Setting

Location Setting:

Campus

Location:

Murphy Hall

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.