S&P Operations Manager

UCLA

Los Angeles (CA)

On-site

USD 78,500 - 163,600

Full time

14 days+

Application generator

Don’t send a generic resume — generate a resume and cover letter tailored to this exact role.

Get past ATS filters

Benefits offered by this job

Competitive salary

Comprehensive benefits from day one

Job summary

A major higher education institution in Los Angeles seeks an experienced Administrative Officer to oversee fund management, student affairs, and office administration. The role demands 3-5 years of administrative experience, strong financial skills, and the ability to work independently in a dynamic environment. Applicants should be organized and able to engage with diverse populations while ensuring efficient policies and procedures. This full-time position offers competitive compensation and opportunities for professional growth.

Qualifications

3-5 years of administrative office experience required.
Ability to manage complex projects with competing deadlines.
Demonstrated skill in financial analysis and multi-million dollar budget management.

Responsibilities

Facilitate office administration, fund management, and purchasing.
Engage with diverse populations and refine administrative skills.
Create a professional foundation at UCLA.

Skills

Administrative experience

Financial analysis

Interpersonal skills

Microsoft Office proficiency

Spanish communication

Education

Bachelor's Degree in related area

Tools

Concur

BruinBuy

UCPath

Job description

1 day ago Be among the first 25 applicants

This range is provided by UCLA. Your actual pay will be based on your skills and experience — talk with your recruiter to learn more.

Base pay range

$78,500.00/yr - $163,600.00/yr

Special Instructions to Applicants

Applicants should provide a cover letter, resume, and references (at least three professional references familiar with your work with name, title, place of work, relationship to you, email and phone contact information). Applicants may also submit a brief writing sample that highlights your professional communication in a workplace setting.

Department Summary

Under the administrative purview of the Rolfe/Campbell Humanities Group, which also oversees the Linguistics Department, the Spanish & Portuguese (S&P) Department provides cutting‑edge research on languages, literatures, and cultures around the world with excellent teaching that offers language learning (Spanish, Portuguese, and indigenous languages), study abroad opportunities, and strong engagement with Los Angeles communities via internships, public humanities, and the arts. The S&P Department consists of faculty, postdoctoral scholars, visiting researchers, graduate/undergraduate students, and staff, and offers robust programs toward graduate degrees, undergraduate degrees, and language learning with the goal of creating multilingual, multicultural, and intellectual members of the community.

Position Summary

The UCLA Spanish & Portuguese Department is a dynamic place to work with opportunities to develop and utilize a variety of skills to advance your professional development. This position is suitable for an organized administrator with experience in fund management and purchasing, supervision, human resources, student affairs, office administration, and working in an engaging team environment while facilitating efficient policies/procedures. Though some experience in office administration and budgeting/financial management is required, there is opportunity to learn and grow with supportive and knowledgeable staff. The incumbent will engage with diverse populations, refine their administrative skills, and create a professional foundation at UCLA. We welcome creativity and innovation, initiative, adaptability, attention to detail, organization, and exceptional customer service for those who enjoy being challenged and thriving professionally.

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

Administrative 3-5 years of working in an administrative office (Required)
Financial Experience with budgeting, forecasting, and/or purchasing/reimbursement processing (Required)
Supervision Experience with managing, hiring, training, and performance management of staff employees (Preferred)
Demonstrated ability to manage a diverse staff and department with complex projects and competing deadlines. Skill in establishing a cohesive and productive work environment, even across staff who work in different units. (Required)
Demonstrated knowledge of university policies and procedures on varying issues, including, but not limited to, accounting, student affairs, academic personnel, purchasing, payroll, and staff personnel. Working knowledge of various University and Business programs including, but not limited to Concur, CDW, OFSR, BruinBuy, TOF/NPEAR, UCPath, DACSS, Cashnet, PAN, etc. (Preferred)
Ability to compose, edit, and proofread departmental reports, memos, and correspondence; knowledge of Standard English grammar, punctuation, prose style and correspondence, list and manuscript formats. (Required)
Skill in financial analysis, long- and short-range planning, preparation/administration of a multi-million dollar budget with multiple funding sources. Ability to correlate fiscal resources with programmatic needs. Ability to forecast and control income and expenses. (Required)
Ability to perform detailed work with a high degree of accuracy and attention to detail, and to independently organize and prioritize work. Thorough understanding of administrative priorities and the ability to develop plans that will achieve these goals, anticipate problems, and develop innovative solutions to correct or prevent obstacles. (Required)
Ability to work independently, accepting challenging circumstances and taking initiative to solve problems where solutions are not always readily apparent. Strong analytical and critical thinking skills to manage high workload and competing priorities. (Required)
Knowledge of University accounting procedures and purchasing procedures to coordinate Financial System activities for the department including working knowledge of the departmental chart of accounts and computerized accounting system. Working knowledge of University risk management, purchasing, and travel policies. Knowledge of University hiring and payroll procedures for faculty, staff, and student personnel. General knowledge of immigration and visa regulations, tax treaties, and tax withholding regulations. (Preferred)
Knowledge of extramural contract and grant requirements and regulations for sponsored research and University policies and procedures governing the administration of federal contracts and grants. Ability to manage and execute Memoranda of Understanding. (Preferred)
Demonstrated skill in Microsoft Office products, including database and spreadsheet design and maintenance in a PC environment. (Required)
Interpersonal skills to establish and maintain cooperative working relationships with faculty, administrators, students, staff, and affiliates/visitors. Ability to be diplomatic, use discretion, and maintain confidentiality. (Required)
Experience dealing with persons of various social, cultural, and educational backgrounds. Ability to communicate clearly and effectively; skill in analyzing tasks and procedures and making informed recommendations; skill in dealing with confidential matters with tact and sensitivity. Ability to maintain composure when encountering opposition, insensibility, or hostility. (Required)
Ability to communicate clearly and effectively in oral and written Spanish. (Preferred)

Education, Licenses, Certifications & Personal Affiliations

Bachelor's Degree in related area and/or equivalent experience/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.
CANRA: The position is designated as a mandatory reporter under CANRA. The employee must sign the "Statement Acknowledging Requirement to Report Child Abuse".
Occasional event staffing after hours and/or on weekends (Required)
Occasional off-site meetings or events (Required)

Schedule

8:00am-5:00pm

Union/Policy Covered

99-Policy Covered

Complete Position Description https://universityofcalifornia.marketpayjobs.com/ShowJob.aspx?EntityID=38&JDName=Administrative%20Officer%203%20(40995282)

Seniority level