Chief Administrative Officer

ADMIN MGR 2 (000548)

UCPath Position ID: 40831819

Position Description History/Status

For Reference ONLY - PeopleAdmin JA Number:

601559

Approved Date:

8/20/2024 7:24:17 PM

Date Last Edited:

8/20/2024 7:24:14 PM

Last Action Effective Date:

2/24/2021

Organization Details

Business Unit (Location):

LACMP

Organization Code:

1300O

Organization:

LETTERS AND SCIENCE                    

Division Code:

1340D

Division:

L&S PHYSICAL SCIENCES                  

Department:

098000 - CHEMISTRY AND BIOCHEMISTRY

Position Details

UCPath Position Number:

40831819

Position Description ID

169741

UC Payroll Title:

ADMIN MGR 2 (000548)

Personnel Program

Management and Senior Professional (MSP)

Salary Grade:

Grade 27

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:

40062513

Reports to Payroll Title:

DEPARTMENT CHAIR

UCPath Department Head Position Number:

40062513

Department Head Payroll Title:

DEPARTMENT CHAIR

DIRECTION - Indicates that the incumbent establishes procedures for attaining specific goals and objectives in a broad area of work. Only the final results of work done are typically reviewed. Incumbent typically develops procedures within the limits of established policy guidelines.

007375

Admin Supervisor 2

2

006957

Fac Supervisor 2

1

007700

HR Supervisor 2

1

000444

Research and Engineer Development Manager 1

1

004579

Student Services Supervisor 2

1

000530

Info Sys Supervisor 2

1

000442

Research and Development Engineer 4

1

007477

Comm Spec 1

1

004422

Research and Dev. Engineer 4

5

007709

Financial Analyst 3

1

009401

Bioinformatics Analyst 3

1

007715

Academic HR Analyst 3

1

004263

Admin Officer 2 CX

3

007965

Student Services Advisor 3

2

005041

Storekeeping Supervisor 1

1

005064

Storekeeper

3

004574

Student Services Advisor 2

2

007714

Academic HR Analyst

1

007596

HR Generalist 2

1

007300

Applications Programmer 3

1

007359

Bus Tech Supl Ana 2

1

007374

Admin Supervisor 1

1

004722

Blank Assistant 3

3

006217

Contract and Grant Supervisor 1

1

006206

Research Admin 3

4

004486

Research Admin 2

1

007740

Procurement Analyst 2

3

POSITION SUMMARY

The Department Manager serves as the Chief Administrative Officer of the Department of Chemistry and Biochemistry. Reporting to the Department Chair, the CAO develops strategic business and financial planning and implements the department's goals and missions for administrative, academic, instructional, and research support programs. Independently exercises authority to solve managerial and programmatic problems and is responsible for long-term strategic planning, coordination, organization, and staffing. The CAO has oversight responsibility for the following areas: Undergraduate and Graduate Student Affairs, Budget and Financial Services, Academic and Staff Personnel/ Payroll and Benefits, Environmental Health and Safety, Information Technology and Research Computing Systems, Molecular Instrumentation Center (MIC), Biochemistry Instrumentation Lab, Instructional units and course Labs, Research Stores, Electronics and Student Machine shops, Faculty Administrative Support, Shipping, Receiving, Renovation Projects, and Building and Facility Services providing support to the Department's teaching and research mission and activities. The department's population is composed of approximately 835 and includes 62 faculty and 770 career, casual, non-Senate academic staff, graduate students, postdoctoral fellows, visiting scholars and researchers. The Department accommodates approximately 20,500 enrollments in undergraduate chemistry and biochemistry courses and has   1500 undergraduate majors. Responsible for combined academic support, research support and gifts and endowments budgets of approximately $50 million in over 300 cost centers and 200,000 assigned square feet of instruction and research space in 4 buildings on the UCLA campus.

The UCLA Department of Chemistry and Biochemistry is a large department within the Division of Physical Sciences with roughly 50 ladder faculty, 60 staff members, 300 graduate majors, and 1500 undergraduate majors. The research program is significant and covers multiple fields:  metabolism, aging, and development; structural and computational biology; analytical chemistry; biophysics; inorganic chemistry; organic chemistry;  materials and nanoscience; and physical chemistry.   There are multiple Nobel Prize and other award winners among chemistry and biochemistry faculty and alumni.

Management and Financial Advisor to the Department Chair and Senior Management

Advise Chair, Vice Chairs, and senior management on administrative and financial goals of the department (E)  Propose plans for department mission-critical business decisions and work closely with the chair to develop and implement plans and set goals for on-going support of the department teaching and research programs. (E)  Develop business and financial strategic plans that optimize the use of existing resources and support development of new initiatives and programs. (E)  Independently evaluate strengths and weaknesses of departmental administrative structure and take actions to improve departmental operations. (E)  Recommend and implement solutions to difficult or unusual management or policy problems. Implement cost reduction strategies and identify targets for various units. (E). Serve as ex-officio member of Chemistry and Biochemistry Executive Council. (E)  Serve as ex-officio member of Chemistry and Biochemistry Development Committee. (E)   Plan, prepare and implement departmental staffing strategy; devise strategy for meeting changing budgetary requirements. (E)  Plan and justify departmental needs for minor and major capital funds, and consult with and advise Chair on financial needs of the Department. (E)  Chief staff officer for approximately 770 state and contract funded instructional and research support employees; responsible for non-senate academic and all staff assignments including administration of personnel policies in 8 distinct personnel programs   (MSP, PPSM, UPTE Technical, UPTE Research, CUE, AFSCME, UAW, the Non-Senate Instructional Unit Memorandum of Understanding). (E)  Serve as departmental representative to various campus and system-wide offices. (E)  Interact with a broad spectrum of people, both on and off campus, including faculty, staff, postdoctoral scholars, graduate and undergraduate students, visitors, police, paramedics, safety inspectors, fire marshals, vendors, Vice Chancellors, Deans and managers. (E)

35%

Manage Personnel Resources of Department

Overall management responsibility for all departmental staff. Direct and indirect supervisor of a 60 person professional, non-senate academic, and administrative support staff responsible for the following technical and administrative areas: budget and accounting; personnel, payroll, and benefits; instructional labs and courses; graduate student affairs; undergraduate student affairs; instructional and research computing services; network and information technology;  l Molecular Instrumentation Center (MIC); Biochemistry Instrumentation Lab; Electronics and student machine shops; research and chemical stores; building and facilities; renovations; equipment management; administrative support to faculty. (E)  Ensure appropriate training, development and incentive programs are in place to support the needs of the department. (E)  Structure administrative support organization for the department, and identify staffing requirements, develop job descriptions for managers, initiate and direct reorganizations, oversee staff personnel recruitment, hiring, payroll, affirmative action program, performance management, discipline, labor relations. (E)

20%

Manage the Space and Physical Resources of the Department

Manage and maintain 200,000 assigned square feet of instructional, research, and office space in 4 buildings on the UCLA campus. (E)  Evaluate space requirements, identify space for new programs, make recommendations to Chair regarding allocation of space for research, teaching or administrative purposes. (E)  Initiate, direct and monitor renovation projects, consult with appropriate faculty and other users for input, authorize expenditures for renovation projects and assure that renovated space meets user requirements. Interface with facilities manager, campus contractors, health and safety officers, architects, and others to achieve goals. (E)  Plan, propose and implement solutions to space needs including reassignment of space within departmental laboratories and offices to maximize utilization. (E)  Responsible for purchasing and inventory control program of the department. (E)  Oversee an inventory of departmental research, office, and teaching equipment  totaling over $20 million, with over 2000 inventorial items. (E)  Serve as ex-officio member of department Space Committee. (E)  Plan, develop, and implement solutions to IT infrastructure and network and computing needs. (E)

15%

Manage Business and Financial Resources of the Department

Plan, develop, and manage department's operating budget of $13 million, make recommendations to the Chair on major expenditures. (E)   Oversee Contract and grant programs in Chemistry and Biochemistry and insure that appropriate federal and university policies are being followed in over 230 separate accounts with a total budget of $35 million. (E)  Manage budgets of over $2 million in Sales and Services activities. Review and overhaul of recharge mechanisms as a new source of income for specific program solutions. (E)  Direct financial activities associated with the Chemistry and Biochemistry teaching, laboratories, IT infrastructure and computing, shops, stores, and instrumentation facilities (staffing, supplies and expenses, equipment purchases, renovations, etc). (E)     Ensure that operations are fiscally sound and fully comport with applicable business policies and plans. (E)  Develop and establish standardized strategic business planning across the units, communicate roles, responsibilities, timing and expectations of the process. (E)  Working in close partnership with the Chair and Vice Chairs, support the development of long-range goals and directions for the department. (E)   Identify and pursue University and extramural funding sources for departmental activities. (E)

20%

Represent the Department and build Intra-Campus and External Relations

Act as departmental advocate in a variety of on and off campus settings. Serve as departmental representative to various campus and system-wide offices. (E)  Conduct analysis and prepare reports describing the department and its functions for a number of constituencies. (E)  Interact with a broad spectrum of people, both on and off campus, including faculty, staff, postdoctoral scholars, graduate and undergraduate students, visitors, police, paramedics, safety inspectors, , fire marshals, vendors,  Vice Chancellors, Deans, and other managers. (E)  Through constant and extensive contacts throughout the campus and within department, provide timely and accurate information to the Chair for use in the management of the department. (E)

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 or equivalent experience/training

Required

Five years

Managing Academic Departments or Programs

Preferred

Demonstrated management skills with ability to relate to a diverse operation and supervision of exempt and non-exempt employees including organizing workflow, delegation of responsibilities, training, disciplinary actions, and evaluating effectiveness. -

Required

Interpersonal skills to create an environment of cooperation, teamwork, and motivation for staff. -

Required

Ability to communicate effectively verbally and in writing. -

Required

Significant financial management experience including budget development, planning, and analysis  to  oversee complex budgets with multiple funding sources, complex physical facilities, including teaching and research laboratories, shops, and complex administration.

Required

Demonstrated experience with correlating fiscal resources with departmental programmatic needs. -

Required

Demonstrated skill in counseling techniques with sensitivity sufficient to assist in confidential circumstances, the resolution of problems and conflicts, and the implementation of policies and procedures. -

Required

Extensive working knowledge of databases and software programs for business solutions. -

Required

Ability to work independently, prioritize assignments and follow through with minimal direction. -

Required

Ability to use independent judgment, having awareness and insight into problems as they occur, being able to respond in an expeditious manner. -

Required

Extensive experience and Skills in establishing effective, collaborative relationships and enlisting the support of all levels of faculty and staff. -

Required

Ability to interact with persons of various social, cultural, economic and educational backgrounds in a friendly and effective manner. -

Required

Ability to maintain strict confidentiality of sensitive information.. -

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:

Young Hall 3806

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.