Communication and Operations Manager

ADMIN OFCR 3 (007377)

UCPath Position ID: TBD_1044

Position Description History/Status

Approved Date:

7/26/2024 4:50:00 PM

Date Last Edited:

7/26/2024 4:49:58 PM

Last Action Effective Date:

Organization Details

Business Unit (Location):

LACMP

Organization Code:

1300O

Organization:

LETTERS AND SCIENCE                    

Division Code:

1350D

Division:

L&S SOCIAL SCIENCES                    

Department:

113000 - HISTORY

Position Details

UCPath Position Number:

TBD_1044

Position Description ID

203380

UC Payroll Title:

ADMIN OFCR 3 (007377)

Personnel Program

Professional and Support Staff (PSS)

Salary Grade:

Grade 22

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:

10052050

Reports to Payroll Title:

PROF-AY

UCPath Department Head Position Number:

10052050

Department Head Payroll Title:

PROF-AY

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.

POSITION SUMMARY

Under the direction of the Chair and Chief Administrative Officer (CAO), the Operations and Communications Manager exercises a high level of independent problem-solving and discretion in managing the work of the Chair's office and History Department's operations. The History department houses 2 Centers/ Initiative, graduate and undergraduate programs, and a robust academic roster including faculty, lecturers, post-doc, visitors, etc. The incumbent oversees communications, marketing, events, academic recruitments and support, space and operational structures for the department. Serve as department communications lead overseeing the website and social media to elevate the mission and work of the History department faculty, staff and students. Act as facilitator to the Chair and CAO to provide research and analysis, resolve problems, and respond to internal and external inquiries. Serve as lead administrative support to the Chair's Office, executing and managing various functions related to Chair's involvement across committees, department programs, campus community and events. Execute and manage all CAO and Chair directives related to department operations and structures.

In consultation with the Chair and CAO, manage donor relations and development functions for the department. Incumbent will work closely and collaboratively with a wide variety of internal and external constituents across the department, university, and externally to increase engagement and overall philanthropic support for the UCLA's History department. These development efforts directly help the department to expand its current financial profile which is ~$90 million.

In coordination with Academic Personnel Manager, manage faculty and lecturer recruitment process, exchange scholar programs, post-doctoral fellows, and other special visiting scholar/faculty programs. Oversee department facilities issues, space management, and refurbishments.

Analytic and Administrative Support

A1. Collect and analyze information and policies needed to support the vision and goals of the Chair's office. Provide interpretation and assistance to the Chair and CAO in determining and applying relevant policies and procedures. (E) A2. Represent the Chair and serve as liaison to all constituencies of the Department of History. Independently manage all incoming communications, analyze inquiries and requests, and recommend or provide resolution as needed. (E) A3. Increase awareness, understanding and support of the Chair’s vision, mission and accomplishments among the department’s many constituencies both internal and external to the university. (E) A4. Facilitate execution of projects originating in Chair’s office, including activities related to American Historical Association (AHA), Organization of American Historians, and Board of Advisors initiatives. (E) A5. Strategize with Chair and CAO and provide administrative and analytic support related to committee appointments and agenda-planning. Create and maintain roster of ad hoc and standing committee chairs and members and communicate with all relevant constituencies. (E) A6. Coordinate travel for Chair, managing reservations and reimbursements. (E) A7.  Strategize, schedule and manage plan for department meetings. Create and disseminate agenda, compile information required by Chair, develop PowerPoint and other presentations, and take minutes for dissemination. A8. Independently collect and analyze data and design resulting analytical reports on diverse academic and administrative issues for Chair and CAO. (E) A9. Assist coordination of high-level strategy meetings for Chair and CAO. (E) A10. Strategize with the Chair and CAO to design, develop, analyze and implement policies and procedures for department. (E) A11. Serve as team lead for projects that require broad departmental involvement across staff units. (E) A12. Counsel students, staff and faculty who visit the Chair's office for assistance with administrative issues, professional development, or resource management. (E) A13. Onboarding staff, lecturers, and visitors; introduce them to university and department resources. (E)

25%

Faculty Recruitment, Academic Personnel Support, and Special Programs

B1. Strategize on a national and international scale for worldwide recruitments for ladder faculty. (E) B2. Create and develop advertising plans for ladder and temporary faculty recruitments, placing ads in appropriate publications, journals, and websites. (E) B3. Independently manage UC Recruit process, including determining language for open ladder faculty, temporary lecturer positions, and post-doctoral fellows. Updating applicant information, generating reports, and closing out recruitments to comply with university Equity, Diversity, and Inclusion policies. (E) B4. Recruit, manage, and on-board post-doctoral scholars for the U.C. Presidential Post-doctoral program, Weber Post-doctoral Fellow, Luskin Center for History and Policy Post-doctoral Fellow, and others (world-wide). (E) B5. Independently manage arrangements for all aspects of recruited faculty campus visits, including travel, accommodations, and schedule. Communicate directly with candidates and provide thorough and appropriate information. (E) B6. Organize and oversee candidates' campus visit, including meetings with Chair, Dean and individual faculty, breakfast with graduate students, teaching lunch with faculty, job talk, reception, and dinners. Ensure appropriate dissemination of candidate materials. Design and implement publicity for all recruitment events. (E) B7. Develop budget for all recruitments and track expenditures; ensure appropriate submission of purchase orders, guest lists and reimbursements for faculty recruitment related expenses. (E) B8. Communicate strategically with Academic Personnel Manager and serve as back up to manage Unit 18 issues. (E) B9. Independently manage all high-level visa and permanent resident applications for a faculty of 55 ladder and 35 visiting faculty, postdocs and lecturers. (E) B10. Independently manage all visiting professors and researchers, postdoctoral appointments, exchange scholar programs (including Utrecht, Pisa Normale, Van Dyck, and Ecole) and serve as back-up for Visiting Graduate Researcher appointments. (E) B11. Liaison with incoming scholars and support the SAO team for Visiting Graduate Researchers, to determine dates of visit and other issues related to their appointment. (E) B12. Oversee the J-1 visa application process in coordination with Payroll Coordinator and Dashew International Center. Identify and assist with resolution of potential visa issues including liaising with immigration attorneys. (E)

30%

Communications and Donor Relations

C1. Formulate and implement strategic communications including managing content of the website and social media to highlight and amplify the work of the faculty and students in the department of History. Ensure each area of the department keeps information up to date and facilitate any issues with the Computer Resource Center Manager.  C2. Work with Chair and CAO to develop and execute a broad communication strategy to showcase the work and events of the History Department across campus and to the general public C3. Strategically plan, develop, and implement all departmental donor-related high-profile events, including Executive Board meetings, Graduate Student Fellowship Lunches, Why History Matters quarterly series, annual Alden Berg Lecture, Opening Reception, colloquiums, retirement symposiums, memorials, Commencement speaker lunch, and public lectures. (E) C4 Determine budget, track expenditures, and ensure that events have appropriate venue reservations, advertising (print and website), catering, furniture, linens, flowers, music, recording or livestreaming, parking, signage, and on-site management including guiding staff participation. (E) C5. Oversee arrangements for guests, including travel, lodging, and honoraria. (E) C6. Develop and plan international marketing campaign for submissions for the $15,000 Bi-Annual Weber Book Award for the best book in French history. Work with committee to track submissions; organize and advertise reception at annual AHA conference to announce winner; plan and execute marketing campaign to announce winner in various media; and plan, coordinate and advertise winner’s visit to UCLA to give a public talk. (E) C7.Serve as primary staff representative and coordinator for donor relations in the department. Work directly with department Chair and CAO to ensure that development objectives  are met. C8. Serve as liaison between Chair and existing and potential donors. Communicate directly with donors to establish and maintain excellent long- term relationships and to expand and enhance donors’ experience with the Department. (E) C9. Work directly with Chair and College Development Office to build new avenues of engagement and to develop and cultivate new and existing development opportunities. (E) C10. Act as liaison with Chair, Development office, Student Affairs team and Commencement speaker. (E) C11. Ensure proper follow-up on gifts, including establishment of fund numbers in conjunction with CAO or Senior Fund Manager, formal recognition of gift as appropriate, and continuing communication with donors. C12. Act as liaison and work closely with Development office on confidential matters. (E) C13. Exercise excellent written and oral communication with all constituencies, including donors and prospects. (E)

25%

Facilities, Resource and Operations Management

D1. Under the supervision of the CAO, manage long range strategic space plan for department, including overseeing shared office space, and identifying office space for new recruited faculty. Incumbent is in charge of space management across 5 floors of Bunche Hall. (E) D2. Coordinate home and office moves for newly hired faculty or staff. Work with CAO and finance unit to identify and follow appropriate procedures for direct payment and reimbursements. (E) D3. Identify and manage budget, refurbishment and set up of offices for new faculty and staff. (E) D4. Manage all office refurbishment, including painting, furniture moves, etc. (E) D5. Act as liaison with Dean’s office regarding space needs. (E) D6. Allocate temporary faculty offices every quarter and ensure offices are appropriately furnished and maintained. Communicate information directly to constituents and relevant staff. (E) D7. Serve as Department Emergency Coordinator. In conjunction with the CAO, develop and update emergency plans; attend campus emergency planning meetings, arrange for department presentations by campus emergency planning professionals, and communicate strategies to all departmental members as necessary. (E) D8. Plan and deliver emergency training to all staff, faculty, and researchers in consultation with CAO on topics like workplace violence and active shooter preparation. (E) D9. Function as Ergonomics representative for the Department. Ensure appropriate dissemination of information to department staff; facilitate communication with and visits from Campus Ergonomics Office, develop cost-sharing strategies, and make recommendations for ergonomic improvements. (E) D10. Execute and manage all CAO and Chair directives related to department operations and structures. (E)

20%

•

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

Excellent verbal and written communication skills to interact effectively and diplomatically with donors, administrators, faculty, staff, and the general public.

Required

Ability to work with speed and accuracy and to manage changing priorities in a fast-paced environment.

Required

Demonstrated skill in office organization and management.

Required

Ability to establish and maintain cooperative working relationships with colleagues, faculty, university officials, and the public.

Required

Demonstrated writing skills to compose and edit concise, effective, and grammatically correct correspondence, reports, memoranda and other material.

Required

Demonstrated event management skills and experience, particularly in the area of development and donor relations

Preferred

Demonstrated skill in managing financials and budgeting

Preferred

Proficient in PC office software, including word processing, spreadsheets, and databases. Ability to manipulate, track, and analyze data using these computer tools. Ability to learn new programs quickly and thoroughly.

Required

Knowledge of UCLA Travel policies and demonstrated ability to make complex logistical travel and lodging arrangements.

Preferred

Ability to manage consensus, group, and committee decision making processes, involving both faculty and staff, to reach feasible decisions on a range of administrative issues

Required

Excellent interpersonal skills, political acumen and tact needed to work with a wide variety of customers, including faculty members, staff, students, senior university officials, and with external parties on campus as well as the public. Consistently serve in a professional, knowledgeable and service-oriented manner and negotiate mutually-beneficial solutions to issues.

Required

Skill in identifying and solving operational problems with care and dispatch, and in consultation with appropriate authorities

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:

Bunche 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.