Deputy Director

ADMISSIONS RECRMT MGR 1 (000302)

UCPath Position ID: 40041617

Position Description History/Status

For Reference ONLY - PeopleAdmin JA Number:

1100557

Approved Date:

3/14/2025 9:01:15 PM

Date Last Edited:

3/14/2025 9:01:11 PM

Last Action Effective Date:

6/19/2020

Organization Details

Business Unit (Location):

LACMP

Organization Code:

7050O

Organization:

ENROLLMENT MANAGEMENT

Division Code:

7600D

Division:

ENROLLMENT MANAGEMENT

Department:

512000 - UNDERGRADUATE ADMISSION

Position Details

UCPath Position Number:

40041617

Position Description ID

170553

UC Payroll Title:

ADMISSIONS RECRMT MGR 1 (000302)

Business Title:

Deputy Director

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:

A: Manager - Not Confidential

Employee Class (Appt Type):

2 - Staff: Career

Full-Time Equivalent (FTE)

1

SUPERVISION

UCPath Reports to Position Number:

40044275

Reports to Payroll Title:

ADMISSIONS RECRMT MGR 3

UCPath Department Head Position Number:

ADMISSIONS RECRMT MGR 3

Department Head Payroll Title:

0304

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.

004512

ADMISSIONS RECRMT SUPV 2

2

004623

FINANCIAL ANL SUPV 1

1

006943

HR GENERALIST 2

1

006948

INSTITUTIONAL RSCH ANL 3

1

POSITION SUMMARY

Serves as the Deputy Director of the UCLA Office of Undergraduate Admission and acts on behalf of the Executive Director of Undergraduate Admission in the Executive Director's absence. This position serves as the chief operating office for Undergraduate Admission, is responsible for the management and leadership across the entire office,  will manage the day-to-day operations of the office, making decisions and commitments on behalf of the office, and oversees the office in the absence of the Executive Director. The individual oversees five critical functional areas, including communications, customer service, data reporting, human resources and budget, in additional to collaborating on recruitment strategy. The position is responsible for budget analysis and projections and personnel management of professional level staff for the unit, coordination and integration of the operational needs of the unit, and serves as liaison with various UCLA and UC level committees. The position has a high degree of visibility and accountability making public presentations to both the public and private sectors which require accounting for specific admission decisions and interpretations of University and campus policy. This role provides critical leadership in setting new direction for strategic communications and programmatic efforts, customer service functions, budget planning and analysis, recruitment, admission, and yield data analysis. Establishes policy and procedural changes that enhance or improve the undergraduate admissions process, recruitment and yield programs and activities, including training for staff, to ensure a uniform standard of quality in all efforts. Participates in university and systemwide committees.

The incumbent is expected to perform duties independently, prioritize assignments, and complete responsibilities with a high degree of autonomy. The incumbent reports to the Director regarding the status of functions and emerging issues in on-going periodic meetings and as needs arise, and is evaluated annually.

The Office of Undergraduate Admission supports UCLA undergraduate student enrollment goals through recruitment, admission, and yield practices consistent with the mission and values of the university. We seek to recruit and enroll high-achieving, talented students from diverse backgrounds from throughout California, the US, and abroad to both benefit from and contribute to one of the leading research universities in the world.

Leadership and Management Responsibilities

A1. As the COO, serves as leader within Undergraduate Admission (UA) management team responsible for setting unit priorities, operational policies and procedures, and facilitating coordination, cooperation, and communication among all segments of the unit. Analyze potential goals in terms of emerging needs and methodologies: service impact; staffing and fiscal resources; critical resources; programming. adjustments or policy modifications.(E)

A2. Leads and establishes direction for a number of strategic planning initiatives including the following:

a. Oversee comprehensive planning, development and implementation of programs, services and activities designed to increase UCLA visibility among a variety of key constituency groups: diverse students, families, schools, colleges and general public.(E)

b. Develop strategies and activities to increase visibility of UCLA among non-resident applicants, both domestic and international students.(E)

c. Directs development, design and implementation of key marketing and branding messages via print and in-person strategies. (E)

d. Leads development and coordination of a "Prospect Database" in collaboration with systems staff and recruitment units. Leads efforts related to various search purchases and vendor platforms (ACT, College Board, etc.).(E)

e. Leads development and use of social media and technological tools for recruitment and yield. Compiles an annual report on activities and outcomes.(E)

A3. Implement data-driven practices for recruitment and yield strategies, as well as counselor engagement.

A4. Directs and Supervises staff who manage customer service functions. Leads efforts related to serving prospective students, families, and counselors that visit, email, or contact UA, ensuring staff and students are providing a high level of customer service.(E)

A5. Data Reporting and Analysis: Responsible for creation and use of  data to effectively  assess  opportunities and effectiveness of current recruitment, admission and enrollment efforts. Evaluate all UA services and programs.; analyze usage and performance measures. Manage staff responsible for data reporting and analysis.(E)

A6. Responsible for  all areas of unit human resources (HR) including the following:

a. Ensures compliance by all supervisors and managers. with University, campus and departmental policies governing HR actions, including performance appraisal process.(E)

b. Supervises HR Admin FTE and have signature authority for all HR actions.(E)

c. Oversees and participates in staff selection, training and development, supervision, evaluation and recognition.(E)

d. Provides leadership and support for staff development and training, including identifying professional development activities that will enhance the skills of staff.(E)

e. Keeps abreast with changes in policies, practices and trends that affect operation and mission of office.(E)

A7. Provides leadership and direction in budget management. Shares management responsibility with the Executive Director. for an $8M budget. This includes:

a. Oversees allocated expenditures and makes necessary adjustments to effect efficient use of funds.

b. Serve as a mandatory reviewer for the expenditure transactions in the department.

c. Work with Assistant Directors and unit coordinators and staff to assess needs and predict, monitor, explain and control expenditures, particularly those related to recruitment-specific program planning and travel. (E)  

d. Participate with Director and Senior Associate Directors in short and long range budget and program planning for UARS.

e. Develop, analyze and monitor reports from the Admissions Management System for use in planning and managing. Document information. Analyze results of program activities to determine impact on office goals. Use analyses to determine future strategies (E)  

f. Participate in the development and analysis of data required for recruitment and yield activities. (E)  

g. Prepare analytical summaries and reports of activities.(E)

55%

Enrollment Management

As a leader within the  Enrollment Management team:

B1. Works with the Executive Director and other UCLA administrators to achieve the enrollment targets of new first-year and transfer students.(E)

B2. Advises the Executive Director and management team on activities and services that maintain strong and beneficial relationships with high schools, community colleges, community-based organizations, UCLA schools and colleges, academic and student services departments and programs.(E)

B3. Establish, convene, and oversee committees to provide Undergraduate Admission with necessary information, advice, and/or consultation. Solicit advice regarding office policies and procedures, departmental goals, programs, resource issues, and services.(E)

B4. In conjunction with the Executive Director and Associate Directors of other UC admissions, recruitment or outreach offices, establish and oversee standards, processes and protocols regarding system-wide policies and initiatives.(E)

B5. Provide assistance to various campus offices concerning University policies and procedures as they may affect admission, enrollment, and related functions. Recommend policy changes.(E)

15%

First-year and Transfer Evaluation and Admission

Evaluation and Admission  As a member of the senior UA management team and in collaboration with senior staff:

C1. Leader in the  design and implementation of staff training, development of reader materials and evaluation processes.(E)

C2. Provides leadership to the UA Resource Team that updates materials, selects sample and norming applications, and trains and monitors Holistic Review readers of first-year applicants. (E)

C3. Participates in primary and secondary review process of first-year applicants.(E)

C4. Leader in the annual review, update, and amendment of administrative procedures and processes for freshman applicants, including the admission contracts and the appeals and waitlist processes. Review and recommend action of individual applicant appeals and application and admission cancellations. (E)

C5. Review and recommend actions regarding exceptions to the undergraduate admissions deadlines, eligibility, or conditions of admission.(E)

C6. Responsible for all late application, deferral requests and late SIR requests. (E)

C7. Represent UA with UCLA deans and department chairs and advisors.(E)

C8. Participate  in University system-wide meetings as needed.(E)

C9. Represent the Executive Director as needed at meetings such as the campus Committee on Undergraduate Admissions and Relations with Schools (CUARS) and the system-wide Board of Admissions and Relations with Schools (BOARS).(E)

C10. Represent UA and UCLA in meetings with other UC and OP staff regarding admission and selection issues. (E)

C11. In collaboration with the Executive Director, and in conjunction with the Associate Director of Transfer Evaluation provide leadership and support for the transfer admission function.(E)

15%

Liaison Responsibilities and Other Duties as Assigned

D1. Liaison duties include the following:

(a) Serves as liaison between UA and UCLA Communications and Marketing team to ensure timely communication and consolidation of feedback on new and ongoing marketing efforts (publications, CRM communication, email campaigns, etc.). (E)

(b) Represent the University of California, UCLA, and/or UA at public and campus events. Participates in recruitment and yield activities, as needed. Represent UCLA at professional associations and conferences. (E)

(c) Establish and maintain positive working relationships with UCLA Associated Students, campus centers, and student organizations.

(d) On behalf of the Executive Director, handle non-routine situations. (E)

15%

•

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

Advanced degree in a related field; or equivalent combination of education and experience.

Required

5 years

Demonstrated management experience in college or university admissions and recruitment. Typically, minimum five years of experience required.

Required

Demonstrated experience in managing a complex office with multiple and simultaneous tasks and responsibilities.

Required

Demonstrated ability to provide leadership to a large number of professional level staff including unit managers and support staff.

Required

Demonstrated experience in budget projections, resource management, report preparation and presentation.

Required

Demonstrated experience in oral presentations to large and small audiences: potential applicants and enrollees, families, colleagues, professional organizations.

Required

Demonstrated ability to make presentations to large and small groups to explain UC admission requirements, interpret campus and university policies.

Required

Demonstrated experience establishing and accomplishing short and long term goals and objectives.

Required

Demonstrated organizational skills to independently prioritize workflow to meet office goals and commitments for self and unit in a dynamically changing office structure.

Required

Demonstrated experience with staff training and development.

Required

Demonstrated writing skills to communicate in English, effectively and with sensitivity to a broad constituency including students, parents, faculty, other UCLA/UC and external school administrators.

Required

Demonstrated skills in working well with peers in a collaborative manner and as a team player.

Required

Demonstrated experience showing initiative and creativity in development of programs, policies, and/or marketing tools.

Required

Demonstrated ability to make decisions, take action and make recommendations regarding operation of the units.

Required

Demonstrated experience in managing in a dynamic and challenging environment.

Required

Demonstrated ability to move from priority to priority as demands of the office require and within extreme time constraints.

Required

Demonstrated experience in enrollment planning and management, statistics, quantitative analysis and research methodology.

Required

Demonstrated ability to work independently and make independent decisions.

Required

Demonstrated experience in conceptualizing, planning, and  implementing admissions, recruitment, evaluation, technical and yield activities.

Preferred

Knowledge of the University of California, Student Affairs  policies and regulations.

Preferred

Demonstrated management and supervisory skills working with professional and support staff to implement and manage programs related to the functions of the office.

Required

Demonstrated  human resource leadership skills including the ability to effectively motivate staff members in the accomplishment of the goals and objectives of the unit.

Required

Demonstrated knowledge of customer service, as it relates to prospective students, families, counselors and alumni who visit or seek information or services from the Office of Undergraduate Admission.

Required

Demonstrated ability to relate and work well with diverse faculty, administrators, staff, students, families and the general public.

Required

Demonstrated effective interpersonal skills, and excellent public speaking and writing skills.

Required

Demonstrated analytical skills to evaluate programs, and prepare written analytical reports.

Required

Proven skills in statistics, quantitative analysis, research methodology, assessment  and evaluation.

Required

Advanced knowledge of education  theory, policy, access and opportunities as it pertains to national, state, and California admissions, recruitment and enrollment.

Required

Significant knowledge of admission processes, data analysis procedures, and systems necessary for working with technical staff to develop effective data management and evaluation systems.

Required

Demonstrated sensitivity to those educational issues affecting underrepresented students and families.

Required

Advanced knowledge of fiscal management policies and practices and personnel management policies and practices.

Required

Knowledge of organizational development strategies and practice.

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.

Age Requirement: Candidate(s) must be 18 years or older to be eligible to be hired.

20%

 Travel is required for this position.

LOCATION AND PHYSICAL, ENVIRONMENTAL, MENTAL (PEM) REQUIREMENTS

Environment and Work Location Information

Environment Type:

Non-Clinical Setting

Location Setting:

Campus

Location:

1147 Murphy Hall

Standing/Walking

X

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.