Manager, Undergraduate Program

ADMIN SUPV 2 (007375)

UCPath Position ID: 40043480

Position Description History/Status

For Reference ONLY - PeopleAdmin JA Number:

1121052

Approved Date:

5/30/2025 12:35:41 AM

Date Last Edited:

5/30/2025 12:35:38 AM

Last Action Effective Date:

7/1/2022

Organization Details

Business Unit (Location):

LACMP

Organization Code:

1180O

Organization:

LUSKIN SCHOOL OF PUBLIC AFFAIRS

Division Code:

1181D

Division:

SCHOOL OF PUBLIC AFFAIRS

Department:

118300 - SCHOOL-WIDE PROGRAMS

Position Details

UCPath Position Number:

40043480

Position Description ID

170240

UC Payroll Title:

ADMIN SUPV 2 (007375)

Business Title:

Manager, Undergraduate Program

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:

C: Supervisor - Not Confidential

Employee Class (Appt Type):

2 - Staff: Career

Full-Time Equivalent (FTE)

1

SUPERVISION

UCPath Reports to Position Number:

40067469

Reports to Payroll Title:

DEPARTMENT CHAIR

UCPath Department Head Position Number:

40052074

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.

4574

STDT SVC ADVISOR 2

1

4576

STDT SVC ADVISOR 4

1

7359

BUS TCHL SUPP ANL 2 TX

0.5

1065

ACADEMIC ADMINISTRATOR V

1

POSITION SUMMARY

The Luskin School of Public Affairs offers a B.A. in Public Affairs and houses three minors (in Public Affairs, Urban and Regional Studies, and Gerontology).  Under the direction of the Chair, the Manager of the Undergraduate Program in Public Affairs, is critical to its continued growth of the program. The Manager serves as a key advisor to the Chair and works with constituents to ensure strategic program and financial objectives are met, in order to support the university's commitment to undergraduate education. The Manager independently manages and coordinates a wide range of academic and administrative functions which include, but are not limited to: supporting the faculty advisory committee and chair that oversee the major; managing student programs, events and services; coordinating the hiring of lecturers and TA's; and fostering campus partnerships. The Manager also oversees the department's course scheduling to ensure undergraduate students can meet graduation requirements in a timely manner.

The incumbent manages an annual departmental budget of approximately $3.6 million, consisting of state funds, contract and grant awards, and private gifts.  The Director is also responsible for managing a professional advising staff who support over 600 undergraduate students. The Manager ensures department compliance with UCLA policies and procedures regarding curriculum, student services, financial systems and personnel management. 

At the convergence of the fields of social work, urban planning and policymaking, the UCLA Luskin School of Public Affairs identifies and develops emerging areas of research and teaching, cultivating leaders and change agents who advance solutions to society’s most pressing problems.

Founded in 1994, UCLA Luskin incorporates the best practices in scholarship, research and teaching in the fields of social work, urban and regional planning, and policymaking. The unique intersection of these disciplines within one school allows for academic cross-collaboration and a rich education that values diverse perspectives at the macro- and micro- organizational levels. Graduates of the bachelor’s, master’s and doctoral programs are well prepared to take leadership roles and effect change as practitioners, researchers and policymakers in the public, private and non-governmental sectors.

The B.A. in Public Affairs offers an in-depth and engaged educational experience with a clear public service ethos. Drawing from UCLA Luskin’s expansive resources in Public Policy, Social Welfare, and Urban Planning, the major combines critical thinking, social science methodology, and experiential learning, connecting the dots between theory and action.

Departmental Administration

Manage all department operations. Advise the Chair on administrative and financial status and goals of the Department. Evaluate department strengths and weaknesses and take actions to improve operations. Maintain program files and data infrastructure as needed to manage information, sequence required actions, and resolve programmatic issues. Serve on Luskin School's management team.

30%

Academic Personnel and Instructional Planning 

Work with Chair to schedule ladder faculty courses. Assist Chair in appointments for temporary and/or part-time faculty in compliance with the Unit 18 MOU. Oversee the hiring of teaching assistants in accordance with all UCLA policies and contracts for represented academic employees. 

10%

Personnel Administration and Supervision

Supervise professional staff to ensure they work in concert to meet university goals while providing exceptional service to students and faculty. Manage all staff personnel actions: recruitment, hiring and on-boarding, training, assigning work, performance evaluations, etc. Request equity increases and reclassifications, assess training needs, resolve complaints as needed.

10%

Financial Management

Develop and monitor annual department budget; examine resource allocations and requests for funding; assist Chair in identifying appropriate fund sources for various initiatives and special needs. Review budget with Chair and Luskin CFO and recommend actions that align with educational mission. Oversee scholarship application, reviews and award processes.

10%

Student Affairs

Oversee all programming to ensure that student services are in compliance with University and School policy, including admissions, enrollment, orientation, student tracking and graduation. Help student advisors conceptualize workshops to prepare students for capstone internship and careers in public affairs. Oversee the advising of up to 600 undergraduate majors.  Provide advisors and Chair with guidance on difficult student cases.

15%

Faculty Advisory Committee Support

Manage the department's academic calendar. Attend and staff faculty advisory committee meetings. Manage faculty advisory committee workflow. Advise faculty on non-academic issues and on issues involving financial or administrative support.

5%

Course and Policy Development

Oversee course scheduling, enrollment, course evaluations. Analyze course offerings with respect to students' time to degree. Manage curricular and undergraduate policy changes and navigate the approval process from proposal to completion. Act as staff representative to Luskin School FEC, UCLA Undergraduate Council and campus-wide committees.

10%

Strategic Planning and Program Review

Support Chair in developing comprehensive strategic planning process. Manage Program Review process.  Determine policies and develop plans to address the most difficult issues facing the department. Assume primary responsibility for providing data analysis and perspective on the personnel, financial, space and other factors involved in growing the Undergraduate Program.

10%

•

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

And

Master's Degree

in related area and / or equivalent experience / training

Preferred

General knowledge of management principles and practices and their application in complex institutional environment.

Required

Demonstrated skill in the management of a diverse, multi-functioning staff including skill in defining requirements for positions, recruiting, training, and managing personnel.  Skill in establishing a harmonious and productive work environment.

Required

Ability to simultaneously manage and work on a wide range or projects, performing a variety of duties and changing from one task to another without loss of efficiency.

Required

Ability to analyze needs and develop plan for projects or functions, to set and meet deadlines, and to achieve required results.

Required

Ability to identify problems and analyze situations in order to propose and execute appropriate plans for solutions.

Required

Demonstrated ability to work independently, to exercise sound judgement and initiative, and to follow-through to completion or resolution.

Required

Excellent interpersonal skills to create and maintain effective working relationships with faculty, staff, students and School and University administrators. Ability to communicate effectively via verbal and written communications.

Required

Working knowledge of the operating structures of a University and its academic departments.  Skill in interpreting, explaining, and implementing complex policies and procedures.

Required

Demonstrated knowledge of UCLA undergraduate curriculum, programs, policies, and requirements, including reading and interpreting transcripts. Demonstrated knowledge of UC staff personnel policies and procedures.

Preferred

Working knowledge of University systems and processes such as OASIS, UC Path, Concur, Courseloop, SAWEB etc. to ensure successful monitoring of operations.

Preferred

Demonstrated knowledge of standard accounting principles to plan and monitor department budget and project expenses.

Required

Skill in creating and maintaining databases and analyzing data.  Demonstrated skill in operating a personal computer and in using relevant software (Windows, Microsoft Word, Excel, Access). Knowledge of advising and counseling techniques.

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.

COVID and Flu Vaccinations: The position is subject to providing evidence of inoculation.

LOCATION AND PHYSICAL, ENVIRONMENTAL, MENTAL (PEM) REQUIREMENTS

Environment and Work Location Information

Environment Type:

Non-Clinical Setting

Location Setting:

Campus

Location:

Luskin School of Public Affairs

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.