Administrative Officer 2 CX

ADMIN OFCR 2 CX (004263)

UCPath Position ID: TBD_2824

Position Description History/Status

Approved Date:

2/11/2025 10:00:14 PM

Date Last Edited:

2/11/2025 10:00:10 PM

Last Action Effective Date:

Organization Details

Business Unit (Location):

LACMP

Organization Code:

1300O

Organization:

LETTERS AND SCIENCE

Division Code:

1340D

Division:

L&S PHYSICAL SCIENCES

Department:

099500 - EARTH, PLANETARY, AND SPACE SCIENCES

Position Details

UCPath Position Number:

TBD_2824

Position Description ID

233497

UC Payroll Title:

ADMIN OFCR 2 CX (004263)

Business Title:

Administrative Officer 2 CX

Personnel Program

Professional and Support Staff (PSS)

Salary Grade:

STEPS

Job Code FLSA:

Non-Exempt

Union Code (Collective Bargaining Unit):

CX: Clerical & Allied Services

Employee Relations Code:

E: All Others - Not Confidential

Employee Class (Appt Type):

4 - Staff: Limited

Full-Time Equivalent (FTE)

1

SUPERVISION

UCPath Reports to Position Number:

10058791

Reports to Payroll Title:

Professor

UCPath Department Head Position Number:

40059547

Department Head Payroll Title:

Chair

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

POSITION SUMMARY

The incumbent will serve as Administrative and Business Manager for the Tripati and Eagle Research Groups at UCLA. This incumbent will be responsible for multiple aspects of financial support including but not limited to: financial tracking, property tracking/reporting, procurement of materials and tracking of expenses. Additionally responsible for multiple aspects of administrative support including but not limited to: shipping logistics, travel arrangements, meeting arrangements.

The Department of Earth, Planetary, and Space Sciences (EPSS) at UCLA studies real-world problems on Earth and other planets through the application of physics, chemistry, and biology. The department's mission is to protect and understand the universe through education, discovery, and outreach. The Center for Diversity in Leadership in Science creates opportunities for underrepresented people to gain education and experience relating to earth and environmental science.

Business Finance & Project Management

Organize and analyze finances, property accounting, and other business data for the project including subcontract data, including tracking and forecasting expenses. Requires proficiency in using UCLA’s financial system. 2. Prepare, review, and monitor contract purchasing and payments in accordance with university policy, sponsor or partner guidelines, and established budgets, including those made via subcontracts, Express, Bruin Buy Plus, Travel and Entertainment cards and Purchasing cards. 3. Work with project manager to prepare required reports, both internal and for customer, including monthly and quarterly financial reports for the prime contract. 4. Reconcile ledgers and documents, maintain accounting document files. 5. Work with UCLA Equipment Management in preparing required property accounting reports for the prime contract. 6. Monitor and track changes and complete necessary UCLA reports as needed.

50%

Travel

1. Support Tripati and Eagle Group members, staff, fellows, and partners with travel, preparing travel expense reports and interfacing with UCLA Travel Department.              

30%

Event Planning 

Organize and plan all group events both at UCLA and at national meetings. Also, advise project manager on budget and appropriate vendors.             

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 or equivalent experience.

Required

Familiarity with UCLA systems including PAMS, OFSR, BruinBuy Plus, and Concur.

Preferred

Knowledge of generally accepted accounting principles and concepts.

Required

Proven knowledge of University policies and guidelines relating to purchasing procedures, accounting principles and financial management.

Preferred

Highly developed analytical and conceptual skills necessary to review, interpret and prepare financial reports/data and projections, form logical and objective conclusions and make recommendations for effective solutions to appropriate individuals or groups

Required

Prepare recommendations and other instructions for issuance to stakeholders. 

Required

Knowledge of auditing theory and concepts to serve as liaison for internal and external audit functions.

Required

Work independently and follow through on tasks with minimum supervision and communicating any problems or delays to supervisor in time for alternative solutions to be enacted

Required

Demonstrated skill in setting priorities which reflect varying levels of importance of multiple work assignments and the ability to handle competing deadlines and multiple responsibilities

Required

Interpersonal skills to establish and maintain cooperative working relationships with supervisor, co- workers, staff, faculty, students, other campus departments and vendors

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:

2659 Geology

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.