Deputy Director

ADMIN OFCR 4 (007378)

UCPath Position ID: 41098168

Position Description History/Status

Approved Date:

6/14/2024 1:39:54 PM

Date Last Edited:

6/14/2024 1:39:50 PM

Last Action Effective Date:

Organization Details

Business Unit (Location):

LACMP

Organization Code:

7100O

Organization:

INSTITUTE OF AMERICAN CULTURES         

Division Code:

8120D

Division:

ETHNIC STUDIES RESEARCH CENTERS        

Department:

204500 - AMERICAN INDIAN STUDIES CENTER

Position Details

UCPath Position Number:

41098168

Position Description ID

172782

UC Payroll Title:

ADMIN OFCR 4 (007378)

Business Title:

Deputy Director

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:

E: All Others - Not Confidential

Employee Class (Appt Type):

2 - Staff: Career

Full-Time Equivalent (FTE)

1

SUPERVISION

UCPath Reports to Position Number:

40047744

Reports to Payroll Title:

Director

UCPath Department Head Position Number:

40047744

Department Head Payroll Title:

Director

GENERAL SUPERVISION - Indicates that the incumbent develops procedures for performance of variety of duties; or performs complex duties within established policy guidelines.

007377

Admin Officer 3

1

003612

Librarian

1

006291

Events Specialist

1

007457

Publications Prod Spec 2

1

004486

Rsch Adm 2 CX

1

006762

Library Ast 1

.12

004724

Blank Ast 1

.5

006761

Library Ast 2

.5

004922

Stdt 1

.2

004921

Stdt 2

.2

POSITION SUMMARY

Under the guidance of the Center director, the deputy director oversees the overall activities of the Center, providing general supervision over unit coordinators within the Center's structure (Center Administration Management, TLCEE, Press/Publications, Library, External Affairs), and providing collaborative support in resolving issues and problems as they arise. Responsibilities include oversight of all Center communications, events and special projects; fund development and grant writing; and assistance with developing policy and legislative agendas. The deputy director also serves as the managing editor of the American Indian Culture and Research Journal.

The UCLA American Indian Studies Center (AISC) was founded in 1969 as a research institute dedicated to addressing American Indian issues and supporting Native communities. The AISC serves as a hub of activities for Indigenous students, staff, faculty, alumni, and community, as well as serving as a bridge between the academy and indigenous peoples locally, nationally, and internationally. We foster innovative academic research by students and faculty, publish leading scholarship in the field of American Indian Studies, and support events and programming focused on indigenous issues. The Center also works in collaboration with some of the country’s most influential and respected scholars writing and teaching in American Indian Studies today, who have made UCLA one of the highest ranked and most respected universities in the field.

Management Duties

Under the general guidance of the Center director, the deputy director oversees the overall program activities of the Center and providing support in resolving issues and problems as they arise. The deputy director serves as the managing editor of the American Indian Culture and Research Journal, the leading academic journal for peer reviewed essays in the field of Indigenous Studies. Duties include: (1) Manage and participate in the planning of Center-wide activities, facilitate involvement of Center units and direct overall Center support for activities of specific units or projects. Represent the director at administrative and research project meetings when required.  (2) Oversee events calendar. Every quarter, create events schedule in consultation with director and event planning staff. Organize the staffing of the AISC booth at the annual powwow, including the display of Center publications, swag, giveaway books, sign-up sheets. (3) Oversee the development, final assembly, and completion of the Center’s annual report.

20%

Managing Editor

Serve as managing editor of the American Indian Culture and Research Journal. Duties include: (1) Meet with the editor in chief and senior editor regularly to ensure that production goals are being met. (2)  Attend conferences and solicit articles. (3)  Proofread the first layout proofs of the journal. (4) Ensure production goals are met. (5) Assign tasks to student workers as requested by the editor in chief and as needed to complete production, such as thank-you letters to donors. (6) Serve as liaison with remote workers and the editor in chief to ensure that technical problems associated with the Publications Unit are handled by appropriate IT or other staff. (7)  Oversee publications assistant, who handles books sales, book reviews, print-on-demand, and social media messaging for the journal. (8) Troubleshoot production problems. (9) Assist with fundraising for the journal. (10) In conjunction with the MSO, oversee the Publications Unit’s duties for fiscal close, including submitting appropriate forms for and conducting the inventory count and annual clean-up of the storeroom.

20%

Communications and Special Projects Oversight

Review and approve all center-related communications, announcements and news (e.g., event flyers, newsletters, e-newsletters, social media messaging, etc.). Write major announcements, press releases, and other public-facing materials.

Oversee special projects such as the Hate Crime Mapping Project, the AISC History project, BRAID (Books and Donations for American Indians in Detention), and other research and special projects as they develop.

Coordinate with the MSO to assign and train a front desk student worker to handle BRAID requests and updating the Hate Crime Mapping Project. Hire and/or assign student workers as appropriate for all special projects.

15%

Contracts, Grants and Fellowships Management

Function as the Center’s contracts officer, serving as the Center’s liaison to external funding sources and UCLA Office of Contract and Grant Administration. Negotiate overhead rates and clarify project expectations and/or requirements, as needed.

Provide guidance to the Center’s MSO on the fiscal administration of all extramural funding. In conjunction with the MSO, oversee and monitor the development of all subcontracts; and respond to audit, evaluation and reporting requirements.

Administer the Institute of American Cultures (IAC) Predoc Fellowship and Research Grants programs; review submitted applications and proposals, determine appropriate faculty representation in selection committees, and provide consultative services to faculty selection committees on IAC policies and procedures and Center program activities. Participate in the selection of fellows, and in the selection of IAC research grant awardees as Center representative. Present IAC research grant opportunities at workshops, orientations, and information sessions.

15%

Supervision

The deputy director provides general supervision over unit coordinators within the Center’s programming structure (Center Administration Management, TLCEE, Press/Publications, Library, External Affairs). Duties include: (1) Evaluate the performance of the Center’s functional units and program areas or, where appropriate, supervise the employee performance evaluation process. (2) Oversee hiring of key unit lead staff: librarian, MSO, senior editor, publications student workers, TLCEE director. Draft job descriptions, chair hiring committees, write performance reviews.  (3) In conjunction with the MSO, review and analyze policies and administrative directives from central administration to determine impact of implementation on Center’s programs and activities, coordinate resolution of personnel issues including hiring of key staff, compensation, classification and related issues with Campus Human Resources Office.

10%

Extramural Fund Development and Grant Writing

Consult with the Center director and appropriate unit coordinator(s) in strategic resource and program development. Produce an annual strategic plan for external funding sources that addresses various areas of the Center, including research, publications, the American Indian Culture and Research Journal, library and archives, and external affairs projects. Annual plan should incorporate specific grants, meet funding deadlines and involve follow-up with various Center faculty and staff.

In conjunction with the designated Center development staff and the director, develop Center’s fundraising and charitable gift strategies and plans, and coordinate involvement of various units and programs.

10%

Policy Analysis

Assist director with developing a legislative action plan and initiatives as needed. Research legislator priorities, survey and consult with faculty conducting research that corresponds to legislative priorities, and prepare information packets for director. Organize and attend meetings between legislators and Center director.

5%

Other Duties

Interface with visiting scholars and fellows to integrate their research activities into Center’s programs and curriculum activities.

Represent the Center in committees, task forces, and organization within the University, acting as principal Center representative or as the Center director’s representative.

Represent the Center in various projects, events, or functions within the larger American Indian/ Pacific Islander community as appropriate or as designated.

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

American Indian/Indigenous Studies, Ethnic Studies, Social Sciences, or related field, or equivalent work experience.

Required

And

Master's Degree

American Indian/Indigenous Studies, Ethnic Studies, Social Sciences, or related field, or equivalent work experience.

Preferred

Or

PhD

American Indian/Indigenous Studies, Ethnic Studies, Social Sciences, or related field, or equivalent work experience.

Preferred

3-5 Years

Supervisory/Management experience

Preferred

Experience in Peer-review publishing including line editing and developmental editing, with a preference for previous work/education/life experience in Native Studies and/or Native communities.

Preferred

Previous experience working with research in a school or professional setting.

Preferred

Ability to manage multiple projects and tasks in a high-volume environment with attention to detail and healthy working relationships

Required

Excellent writing skills sufficient to draft correspondence, meeting and research summaries, presentations, as well as assist in preparing informational and technical materials.

Required

Advanced knowledge of Microsoft Office suite of applications, such as Word, PowerPoint, Excel, Outlook, to create complex charts, graphs and PowerPoint for research presentations, materials and manuscripts for publishing.

Required

Excellent verbal skills sufficient to interact with executive leadership, faculty, research staff, administrative staff and the external audiences of the Center.

Required

Interpersonal skills to communicate and interact effectively with individuals from all levels within the organization including, faculty, staff, students, community partners, legislators, and the public. Ability to work as part of a team collaborating with co- workers to complete tasks.

Required

Skill in analyzing information, problem solving, and procedures to define a problem or objective; identify concerns; formulate logical and objective conclusions and recommend solutions. Ability to be proactive in tackling projects and completing tasks.

Required

Demonstrated skill in working independently, organizing workflow, establishing productive work environment, and following through on assignments with minimal supervision.

Required

Demonstrated ability to organize and implement the logistical requirements of events, which include workshops, webinars and policy report briefings. Detail oriented, with excellent organizational and documentation skills sufficient to manage

multiple projects and meet often-competing deadlines.

Required

Demonstrated skill in operating office equipment such as a copier, printer, scanner and computer. Ability to change ink cartridge and/or toner, follow through on maintenance of office machinery and servicing as required.

Required

Demonstrated strong understanding of and experience with social media platforms and digital marketing strategies that have delivered proven results.

Preferred

Working knowledge of UCLA and UC policies and procedures governing administration of contract, subaward, and grant-funded programs.

Preferred

Knowledge of purchasing procedures, and ability to master complex University accounting rules and procedures and ability to determine the supply and equipment needs of the Center’s

stakeholders.

Preferred

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:

3220 Campbell 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.