Project and Policy Analyst 2

PROJECT POLICY ANL 2 (007397)

UCPath Position ID: TBD_4346

Position Description History/Status

Approved Date:

5/13/2025 3:20:20 PM

Date Last Edited:

5/13/2025 3:20:16 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:

075700 - INST FOR PURE & APPLIED MATHEMATICS

Position Details

UCPath Position Number:

TBD_4346

Position Description ID

239452

UC Payroll Title:

PROJECT POLICY ANL 2 (007397)

Business Title:

Project and Policy Analyst 2

Personnel Program

Professional and Support Staff (PSS)

Salary Grade:

Grade 19

Job Code FLSA:

Non-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:

41015989

Reports to Payroll Title:

ADMIN MGR 1

UCPath Department Head Position Number:

40065503

Department Head Payroll Title:

PROF-AY

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 Institute for Pure and Applied Mathematics (IPAM) sponsors programs that attract over 1,000 scholars to UCLA each year, from around the world. Reporting to the Chief Administrative Officer (CAO), the Program Manager (PM) is primarily responsible for the planning and implementation of upwards of 10 of IPAM programs/events, whether in-person, hybrid, or online including long programs and special events, as well as organize other programmatic events such as summer schools, workshops, large scale conferences, outreach events, public lectures, reunions and board meetings. No knowledge in higher mathematics is required for this position.

With general supervision by the CAO and scientific input from the Program Directors, the PM is primarily responsible for communication with program participants including sending offer letters and reminders, communicating with organizers and participants, overseeing the enrollment and application processes, using the custom IPAM database and tracking systems, advising participants on IPAM and UCLA policies and procedures, and providing regular updates to the Program Directors. The PM will monitor the program's budget, including travel and lodging, and negotiate and communicate the details of funding offers to each participant; design and distribute publicity materials and strategically promote the program; respond to questions; collect project titles and presentations; and provide instructions on the reimbursement processes. The PM will plan and manage catered receptions for up to 150 attendees. The PM will represent IPAM at national conferences and will plan and implement the reunion conferences at Lake Arrowhead Conference Center. On-site coordination of programs will occasionally require evening and weekend hours, as well as occasional overnight stays at the UCLA Lake Arrowhead Conference Center.

The PM will also serve as back up visa coordinator assisting visitors with the J-1 visa process through UCLA DASHEW Center for International Students and Scholars, working with the Undergraduate Research Center to enroll RIPS students as undergraduate visiting scholars, and managing the Visiting Graduate Researcher application process. The PM will become well acquainted with the goals of IPAM's programs, such that they can recommend improvements to IPAM's policies, procedures and management tools to best achieve the stated goals. The PM will foster productive relationships with UCLA organizations and vendors. As the primary point of contact with organizers, participants, and members of the scientific community, the PM will maintain a high standard of customer service and will work independently under minimal supervision. In order to oversee multiple complex programs at different stages in the implementation process, the ability to prioritize tasks, meet deadlines, and utilize organizational skills is crucial.

Additionally, the PM will contribute to IPAM's communications strategy and will collaboratively develop its annual newsletter and quarterly e-newsletter, help manage IPAM's social media platforms, create content for and update IPAM website, and draft memos and other outreach content. Other responsibilities, such as campus sustainability initiative, graphic design projects, and assisting with fundraising or long program housing, may be assigned.

The Institute for Pure and Applied Mathematics (IPAM) is an NSF Mathematical Sciences Institute at UCLA that serves the international

scientific community. IPAM sponsors programs that attract thousands of domestic and international scholars to UCLA each year. IPAM

fulfills its mission by connecting mathematics and other disciplines or multiple areas of mathematics through workshops, long

programs, student research programs, and special events. These activities bring in visitors from academia, government, and industry.

IPAM also engages the local community through its public lecture series.

Program Management

1. Manage all details of IPAM's long and short programs, as well as other assigned workshops, outreach events, board meetings and large-scale conferences, whether in-person, hybrid, or virtual. This entails student recruitment, promotion through outreach with partners, the application process, communication with applicants and letter writers, selecting program applicants, assigning projects, implementing the program, analyzing program activities to recommend changes, ordering catering, preparing registration materials, reserving the venue or virtual environment (example: Zoom), inviting and communicating with speakers and participants, managing the application process, preparing the schedule, administering follow-up surveys, etc.

2. Collaborate with IPAM's IT department to ensure all technological components are functional and in place (Zoom, Slack,) when preparing for online or virtual programs. Receive training and stay up to date on video-conferencing platforms used for virtual/hybrid events.

3. Communicate with students, industry sponsors, mentors, and campus resources throughout the program cycle. This includes sending offer letters, responding to questions, and providing detailed instructions.

4. Discuss and be informed of the details of funding offers (lodging and travel expenses, stipends, etc.) for program participants.

5. Monitor the program budget and raise concerns to the Program Director as needed.

6. Manage the application process for all assigned programs.

7. Strategically promote IPAM programs under the guidance of Program Directors.

8. Advise and assist participants in housing search, if needed.

9. Serve as IPAM's back up visa coordinator. Identify participants who are non-citizens, liaise with DASHEW, and process visa paperwork as needed. Advise Directors and participants on visa matters.

10. Provide support to participants who seek to enroll a child in day care or school: communicate with centers, schools and school districts about their policies and procedures; research neighborhoods and schools; and provide instructions and advice to participants, as needed.

11. Maintain accurate records and produce reports upon request

12. Survey participants to monitor outcomes of the programs.

13. Plan and oversee events and programmatic activities at non-IPAM campus locations and occasionally at off-campus venues.

14. Plan and implement reunion conferences at UCLA's Lake Arrowhead Conference Center, including making arrangements for transportation, sleeping rooms, and meeting rooms, and on-site oversight of activities. Overnight stay required, once or twice a year, for 5 to 6 nights each time.

70%

Events Management and Outreach

1. Manage IPAM events while providing a high level of customer service.

2. Maintain productive relationships with vendors including catering vendors, Lake Arrowhead Conference Center, beverage delivery services, hotels, and other event venues.

3. Implement evaluation of programs and analyze results for the purpose of improving our programs.

4. Carry out special projects as assigned by the CAO.

20%

Communications and Program Promotion

1. Oversee and manage the writing, editing, and proof-reading of articles, and other content for various IPAM publications and memos, such as annual newsletter, quarterly electronic newsletter, email communications, web content, etc.

2. Create the webpage and publicity materials for programs and maintain visitor resources webpages.

3. Represent IPAM at national conferences and NSF math institute activities.

4. Communicate with donors, board members, and representatives of funding agencies.

5. Assist in recruiting and training new hires. Contribute in cross-training existing staff as needed.

6. Follow the established guideline of documenting workflow and maintaining record of activities, communications, and memos.

7. Maintain and update events checklists. Collaborate with the team and Assistant Director in developing new check-lists.

8. Answer telephone and receive guests.

9. Delegate administrative tasks to student workers.

10. Contribute to creating content and managing IPAM's social media channels.

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

1. Ability to work independently, prioritize tasks and projects, meet competing deadlines and follow through with minimal direction.

Required

2. Demonstrated knowledge of best practices in program management.

Required

3. Highly developed organizational skills to manage multiple, complex program at different stages in the planning process.

Required

4. Ability to organize and maintain accurate, up-to-date records and files.

Required

5. Exceptional interpersonal communication and customer service skills to interact effectively with a wide range of visitors, including students, professors, business leaders, and international scholars. Knowledge of best practices in customer services, including resolving conflict and promoting a positive team environment. Ability to work as part of a team and maintain cooperative working relationships with staff, administrators, campus personnel, and program organizers.

Required

6. Excellent written communication skills to convey information professionally with diplomacy and clarity, and to write articles for website. Ability to speak to an audience.

Required

7. Demonstrated skill in using standard office programs (Word, Excel) and the ability to learn new programs. Familiarity with video conferencing and other technology platforms (Zoom, Teams, etc.) for organizing virtual and hybrid programs.

Required

8. Ability to resolve a problem while maintaining a professional, calm demeanor.

Required

9. Experience in event management including organizing small and large workshop and reception catering orders, negotiating skills, and building relationships with vendors.

Required

10. Ability to conceptualize and develop informational materials.

Required

11. Positive mindset to learn and use customized database and tracking systems. Initiative to train on other programs when needed.

Required

12. Experience with graphic design using tools such as Photoshop, Illustrator, InDesign, and web publishing tools such as Word Press.

Preferred

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:

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.