Operations Manager

UCLA; Los Angeles (CA); On-site; USD 80,000 - 120,000; Full time

Job summary

The UCLA Agile Visual Analytics Lab (AVAL) seeks an Operations Manager to lead administrative, financial, personnel, and events functions, supporting a portfolio over $20 million in funding. The role partners with leadership to ensure efficient operations and compliant processes.

The ideal candidate has strong analytical and communication skills, experience with university information systems, and a customer-service mindset for collaboration across multidisciplinary teams in a fast-paced

Qualifications

• Experience managing financial processes in a university setting.
• Knowledge of procurement, reimbursement, travel, vendor management.
• Experience with payroll and personnel systems in complex organizations.
• Familiarity with grants, contracts, and sales and service processes.
• Ability to analyze data and support leadership decisions.
• Strong communication and collaboration across multidisciplinary teams.

Responsibilities

• Oversee administrative, financial, personnel, and event functions.
• Manage contracts, grants, and vendor relationships across portfolios.
• Coordinate budget planning, reconciliation, and reporting for $20M+ funding.
• Serve as liaison between leadership and university offices on awards.
• Ensure compliance with university policies and processes.

Skills

Financial management

Vendor management

Payroll systems

Interpersonal skills

Communication

Education

Bachelor's degree in Business Administration or Public Administration

Tools

Microsoft Office

Google Workspace

Asana

Slack

Box

Zoom

Notion

Calendly

Eventbrite

Canva

Job description

Special Instructions to Applicants

Resume and Cover Letter are required for the application to be considered.

Department Summary

The UCLA Agile Visual Analytics Lab (AVAL) empowers national, state, and local stakeholders to use data to make more timely and sound decisions impacting children, families, communities, and the workforces that serve them. We do this through 1) putting vital information into the hands of stakeholders in the form of data visualizations that efficiently and effectively meet their diverse and dynamic information needs, 2) implementing utilization-focused and developmental evaluation of programs and policies of mission-driven organizations and systems, and 3) building the capacity of systems and organizations to grow, use, and sustain data ecosystems. In these ways we work with our partners in different capacities, depending on their specific needs, ranging from leading full-scale evaluations to data collection, data management and processing, and data visualization.

Position Summary

The Operations Manager position with the UCLA Agile Visual Analytics Lab (AVAL) is an exciting opportunity for an experienced operations leader to play a central role in a mission-driven, applied research lab within the Luskin School of Public Affairs. The lab’s mission is to empower national, state, and local stakeholders to use data to make more timely and sound decisions impacting children, families, communities, and the workforces that serve them. The Operations Manager will serve as a key partner to department leadership, ensuring the lab’s administrative, financial, personnel, and event functions run efficiently and effectively in support of this important mission. The position is designed for someone who thrives in a fast-paced, collaborative setting and enjoys balancing various operation functions including financial, personnel, events, and vendors and consultants. The Operations Manager will oversee financial processes for a large and complex portfolio of over $20 million in funding, including contracts, grants, and sales and services. The ideal candidate is a highly organized and proactive professional with strong analytical and problem-solving abilities, excellent interpersonal skills, and the ability to work both independently and collaboratively across multidisciplinary teams. The role requires demonstrated experience with university information systems, along with the ability to interpret policies, manage competing priorities, and provide thoughtful recommendations to leadership. Successful candidates will also bring a customer-service mindset, attention to detail, sound judgment, and strong communication skills. Experience leveraging modern workplace technologies and related collaboration tools will be highly valued. This is an ideal opportunity for a motivated operations professional who wants to contribute to meaningful work while helping shape and strengthen the infrastructure of a growing and innovative research lab at UCLA.

Salary & Compensation

• UCLA provides a full pay range. Actual salary offers consider factors, including budget, prior experience, skills, knowledge, abilities, education, licensure and certifications, and other business considerations. Salary offers at the top of the range are not common. Visit UC Benefit package to discover benefits that start on day one, and UC Total Compensation Estimator to calculate the total compensation value with benefits.

Qualifications

• Ability to perform effectively under conditions of fluctuating workload and pressure, as well as work both independently and collaboratively as member of a multidisciplinary team across cultures and internally within a diverse and dynamic institution. (Required)
• Demonstrated working knowledge of the financial, business, and personnel organizational structure at the university and the functions of its related offices. (Required)
• Demonstrated working knowledge of university procurement, reimbursement, travel, vendor management systems, policies, and procedures to support management of the department's finances, vendors, and consultants in conjunction with relevant university and school offices. (Required)
• Demonstrated working knowledge of university payroll and personnel systems, policies, and procedures to support management of the department's research faculty and staff in conjunction with relevant university and school offices throughout employee life cycle. (Required)
• Demonstrated working knowledge of university systems, policies, and procedures for grants, contracts, and sales and service to act as a liaison between department leadership and relevant university and school offices during the award process. (Required)
• Demonstrated working knowledge of federal and state, and Los Angeles County contract and grant policies and procedures to support and advise department leadership during the award process. (Required)
• Demonstrated experience in applying accounting skills and financial management principles to plan, prepare, analyze, monitor, and project revenue and costs across multiple awards and proposals within a university setting and with a high degree of accuracy. (Required)
• Demonstrated skill to obtain, organize, analyze, and synthesize fiscal/financial and personnel/payroll data from university systems, identify and assess problems, develop alternative solutions, make recommendations, and implement departmental changes. (Required)
• Strong interpersonal skills to establish and maintain professional, effective working relationships to achieve the department’s operational goals and advance its mission. (Required)
• Demonstrated ability to maintain confidentiality of information and ability to use discretion in responding to inquires and sensitive information. (Required)
• Ability to plan, coordinate, implement, and troubleshoot complex logistics for events and meetings using a customer-service approach, keen attention to detail, and high-degree of sound judgment and initiative with minimal direction. (Required)
• Demonstrated strong interest and ability to learn, if not advanced skilled in, software and web apps (e.g., Microsoft Office, Google Workspace, Asana, Slack, Box, Zoom, Notion, Calendly, Eventbrite, Canva, and e-marketing platform) as needed with minimal hands-on training. (Required)

Special Conditions for 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.

Schedule

8:00 a.m. to 5:00 p.m.

Union/Policy Covered

CX-Clerical & Allied Services

Complete Position Description

https://universityofcalifornia.marketpayjobs.com/ShowJob.aspx?EntityID=38&JDName=Administrative%20Officer%203%20CX%20(TBD_941475)