Description
Department Summary The Division of Graduate Education is redefining how UCLA supports graduate students by building smarter systems, reducing administrative burden, and creating more equitable and efficient pathways for funding, academic progress, and success. As a campus-serving division, DGE partners with faculty, school leadership, and central administrative units to modernize policies, streamline processes, and use data and technology to improve both service delivery and student outcomes. The division supports more than 12,000 master?s, doctoral, and professional students across UCLA?s schools and divisions and plays a key role in advancing the university?s academic mission, research enterprise, and commitment to equity. Position Summary Reporting directly to the Dean and Vice Provost of Graduate Education and working in close partnership with the Associate Dean/CAO and other DGE leaders, the Assistant Dean for Fellowships wide graduate student support funding strategy, policy implementation, and service operations with a focus on innovation, service excellence, and continuous improvement. The Assistant Dean for FFS serves as a key advisor to the Dean of Graduate Education and DGE leadership on policies and procedures related to graduate student support administration and external and systemwide funding possibilities. Major duties include: managing the auditing and reconciliation of all DGE graduate student support (GSS) processes, and undertaking fund management strategies that enable the DGE to maximize its graduate student support funding; overseeing the development of review processes and the engagement of faculty reviewers; supervising the preparation of training materials for campus stakeholders on GSS award procedures and the operation of related systems; and ensuring timely communication of information regarding changes in policies, procedures, and deadlines. The Assistant Dean for Fellowships & Financial Services (FFS AD) is responsible for the administration, development and implementation of policies and procedures with regards to graduate student support award nominations, review, approval, and awarding. The FFS AD works closely with departmental staff, academic administrators, and faculty regarding award and funding policies and procedures. The FFS AD also works with departments, AAPO, and Labor Relations to ensure AAP appointments comply with academic policy. In collaboration with DGE and campus partners the FFS AD supervises the development, maintenance, and enhancement of technological systems to track student awards, and provide necessary reporting, as well as ensuring FFS staff are trained on the use of these systems. The FFS AD represents the DGE on workgroups regarding student and financial aid systems development. The FFS AD serves as a member of the DGE leadership team and participates in the planning and execution of DGE strategic planning and special projects. The role requires a forward-thinking leader who can redesign workflows, leverage technology, and collaborate across campus to improve service delivery without expanding staffing levels. 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 1.Skill in analyzing information, problems, situations, practices, or procedures to define the problem or objective. Identify relevant concerns or factors, identify patterns, tendencies, and relationships, formulate logical and objective conclusions, and recommend solutions. (Required) 2.Working knowledge of fund management, audit, and account reconciliation procedures; academic apprentice personnel administration; and policies and procedures governing the processing of graduate and postdoctoral awards. (Required) 3.Skill in prioritizing assignments to complete work in a timely manner when there are changes in workload, changes in assignments, pressures of deadlines, competing requirements, and a heavy workload. (Required) 4.Demonstrated experience in supervision, motivation, training, and creating a positive work environment in a customer service oriented organization. (Required) 5.Skill in strategic planning to identify short- and long-range goals and objectives. (Required) 6.Excellent written, verbal, and interpersonal communication skills, including active listening, technical writing, and editing; experience writing purposeful, accurate, concise, logical, and effective prose. (Required) 7.Highly skilled in using business software (e.g., Word, Excel, PowerPoint, and Outlook) for correspondence, spreadsheets, presentations, schedules, queries, and forms. (Required) 8.Ability to establish and maintain cooperative working relationships with administrators, faculty, staff members, and the public. Ability to engage effectively with persons of varied social, cultural, demographic and economic backgrounds, and to handle sensitive situations through effective listening, negotiation, diplomacy and persuasion. (Required) 9.Skill in designing and delivering training, including, lesson planning and ability to tailor concise, interesting lessons to staff and student audiences, drawing on familiarity with theories of adult pedagogy; clear and concise verbal delivery of content and ideas; and writing training material and standard operating procedures (SOP) publications. (Required) 10.Working knowledge of financial aid and financial systems, billing and accounts receivable, student information systems, and UC PATH. (Preferred) 11. Demonstrated ability to lead organizational improvements through technology, data-driven decision-making, and redesigned workflows that strengthen service delivery without increasing staffing levels. (Required) Education, Licenses, Certifications & Personal Affiliations Bachelor’s Degree or equivalent education and experience required (Required) Master’s Degree Master’s degree preferred (Preferred) 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. Ability to work occasional weekends and evenings as required for special events. (Required) Continued employment is contingent upon the completion of a satisfactory background investigation. (Required) Required to work at least 6 hours each year at DGE events (Required) Schedule 8:00 a.m. to 5:00 p.m. Union/Policy Covered 99-Policy Covered Complete Position Description https://universityofcalifornia.marketpayjobs.com/ShowJob.aspx?EntityID=38&JDName=Student%20Services%20Manager%201%20(40039538)