Chief Administrative Officer

Chief Administrative Officer Job Summary

Requisition number: 39171

The Chief Administrative Officer (CAO) is a highly strategic and experienced leader within UCLA's Information Technology (IT) Services organization. They are responsible for providing overall direction and management of the administrative operations of the organization, leading a team of highly talented managers, supervisors, staff, temporary workers, and student workers to provide outstanding services and support across several critical business areas.

In this strategic IT leadership role, the CAO collaborates closely with senior university executives such as the Chief Information Officer and the Chief Finance Officer to ensure technology advances and activities are aligned with the university’s mission, strategic plan, community needs, and goals. They oversee finance, accounting, procurement, vendor management, software licensing, billing, human resources, and administrative functions, ensuring that all operations are efficient, effective, and compliant with applicable laws and regulations. They also provide effective leadership and management of IT resources (financial and human), promoting a culture of continuous improvement and driving successful outcomes across the IT organization.

The CAO will positively impact UCLA's operations and culture by overseeing and managing short and long-range operational strategies in alignment with organizational transformation activities related to the delivery of cost-effective, high-quality IT products and services to the UCLA campus. This leader will advance the University's mission by overseeing exceptional administrative services comprehensively and consistently across the IT Services organization. This role will execute UCLA's vision while modeling the organization's culture and values.

Situated on 419 acres, five miles from the Pacific Ocean, the University of California, Los Angeles (UCLA) is enriched by the cultural diversity of the dynamic greater Los Angeles area, as well as the geographic advantages of Southern California. One of the world's preeminent public research universities, UCLA is an international leader in breadth and quality of academic, research, health care, wellness, cultural, continuing education and athletic programs, with more than 5,200 faculty members who teach approximately 47,500 students in the UCLA College and 12 professional schools. UCLA is consistently ranked among the top institutions nationally for research funding, having generated $1.7 billion in research grants and contracts in the last fiscal year alone.

The Information Technology Services (ITS) department at UCLA is a vital part of the university community, providing essential technology services and support to ensure the campus can effectively pursue its mission. It is UCLA's spirited tradition of thought leadership and commitment to excellence that enables an ambitious and resourceful approach to transforming our networked, ever-changing campus environment. To meet the needs of today's campus and tomorrow's leaders, ITS has identified a set of strategic priorities entitled the Digital Campus Roadmap.

Working Title	Chief Administrative Officer (CAO)
Anticipated Salary Range	$164,00 - $195,250
Supervisor Title	Assistant Chief Information Officer (ACIO)
Career Tracks Job Summary	Involves managing or performing the administrative services or managing the full general operations of an academic or non-academic organization(s). Administrative services include activities in finance and human resources and may also include IT, facilities, or student services. General management activities include long and short range strategic planning in determining the mission and directing all activities of multi-disciplinary departments through subordinate management staff.
Department Summary	The Strategy, Planning, and Operations (SP&O team) is in charge of developing and implementing the IT strategy, as well as ensuring that the IT services are operating efficiently and effectively. They manage a large portfolio of IT projects and programs and work with various stakeholders to ensure that they are aligned with the university’s goals. - The Strategy component focuses on identifying IT trends and business needs, developing a comprehensive IT strategy that includes long-term goals, objectives, and initiatives to support the business strategy. This component also analyzes the risks and opportunities associated with each initiative and determines the resources required to implement them. - The Planning component is responsible for developing a detailed plan for implementing the IT strategy through the Enterprise Program Management Office. This team works with executives and university decision-makers to align, plan, prioritize, and manage enterprise-wide IT projects and programs. They also manage organizational change by assessing the impact of technological changes and developing strategies to minimize disruption. - The Operations component ensures the smooth and efficient operation of the IT department, including general administrative functions, financial management, vendor management, billing, internal communications, human resources, talent management, and culture development. They also ensure that the IT department meets the service level agreements (SLAs) and performance standards. This Administrative team within ITS oversees financial management, human resources, and office administration for the department. They collaborate with different departments to reduce IT and business process costs, follow financial best practices, and manage billing for all IT services. Additionally, they handle the day-to-day HR operations for the IT department, including recruitment, training, and performance management. They strive to create a cohesive culture within the IT organization that promotes excellent service delivery and successful external business interactions.
Type of Supervision Received	Directly reports to Assistant Chief Information Officer, Strategy, Planning, & Operations. Directly supervises 3 FTE; Indirectly supervises 20 FTE through other managers/supervisors.

Core Functions and Duties

% of Duty Total (must total 100%)	Core Function	Duties
10%	Financial Planning & Strategy	Develops and implements financial plans and strategies that support the unit’s goals; analyzes financial data, forecasts financial performance, and makes recommendations to improve financial performance. Manages the accounting and bookkeeping activities of the unit; prepares financial statements, manages cash flow, and ensures compliance with policies and regulations. Develops and manages the budget for the unit; identifies expenses, forecasts revenue, and ensures that ITS stays within budget. Identifies and manages financial risks; develops and implements risk management strategies to mitigate financial risks. Responsible for producing accurate and timely financial reports; provides financial information to ITS senior leaders and other required UCLA stakeholders. Contributes to the development of unit strategy analyzing financial data to make recommendations to ITS senior leaders. Defines short- and long-term fiscal strategies to enable new products and/or service lines; aligns service pricing with resource planning; assists in development of product/service pricing. Leads implementation of sales and service model; develops and presents IT Services proposals to senior leadership to support revenue objectives; develops funding programs and initiatives.
5%	Purchasing, Procurement, & Vendor Management	Oversees and directs procurement, purchasing activities and vendor management for the unit in partnership with central procurement. Ensures compliance with policy and procedures related to purchase of goods and services in alignment with university policies. In collaboration with the purchasing team, reviews agreements, contracts and vendor proposal; ensures appropriate approvals are obtained from central purchasing. Oversees the development and improvement of departmental purchasing procedures, practices and approval mechanisms. Leads the development of RFPs and evaluation of proposals for procurement of products or consulting services; drives value-based decision-making using business case and cost/benefit analysis. Creates and maintains a set of guidelines and procedures that ensure vendors are selected, contracted, and managed in a consistent and effective manner in partnership with central procurement. Manages the day-to-day vendor relationship management activities across multiple outsourced services across the unit. Leads the escalations related to the managed vendors in terms of risk management, leading portfolio level issue resolution at the operational and senior executive levels Develops and reports on key performance indicators measuring quality and effectiveness of vendor relationships to drive performance goals and improvements. Maintains accurate and up-to-date records of all vendor contracts, agreements, and performance data. Identifies and manages risks associated with vendor relationships, including financial, reputational, and operational risks.
10%	Talent Management	Oversees and directs the human resources activities for the department in partnership with Central Human Resources (CHR). Ensures compliance with policy and procedure related to all human resources matters. In collaboration with the Central Human Resources team, plans and executes programs, projects and services related to employees and temporary staff. Supports organizational design, planning and implementation activities; oversees employee life-cycle actions such as hiring, performance management, professional development, and separations. Acts as approver for human resources related actions; ensures regular and accurate reporting and departmental conformity with defined procedure and policy. With the ACIO Strategy, Planning and Operations and HR Manager, implements strategic HR initiatives.
5%	Office Administration	Oversees office administrative functions such as office maintenance, ordering office supplies, managing office equipment, and ensuring that office facilities are properly maintained. Guides the implementation of emergency preparedness protocols and procedures. Continually updates plans and ensures ongoing organizational awareness of plans; maintains documentation and procedures related to emergency preparedness.
10%	Customer Service	May interact with higher-level management on matters concerning several functional areas across the IT organization, and / or customers. Ensures delivery organizational satisfaction with the delivery of timely and effective services within area of responsibility.
10%	Continuous Improvement	Stays abreast of industry trends, emerging methodologies/technologies, and best practices in higher education to inform operational strategy and direction.
10%	Project Planning & Management	Identifies, evaluates, and initiates projects within the context of organization goals; manages and/or sponsors campus programs in alignment with long-term business objectives. Applies expert level project management capabilities to portfolio of administrative projects to ensure that appropriate resources will be available to meet organizational commitments. Updates sponsors, stakeholders, managers, and staff regarding administrative project portfolio while articulating relationship to business goals and strategies. Defines approach for complex initiatives; directs the development of project plans ensuring that all subsidiary plans are appropriately detailed and progressively elaborated.
10%	Communications & Training	Represents IT Services on-campus and UC system-wide; demonstrates credibility and business acumen to represent the strategic value attained through IT programs and initiatives; leverages relationships to drive the adoption of IT as a competitive advantage; mentors managers in the development of business and IT skills. Champions organizational core values amongst all IT Services staff and management; embodies core values within daily actions; uses core values to improve professional competency of managers.
25%	Leadership, Management, & Supervision	Regularly engages managers and employees in the shared development of team and unit objectives; develops organizational models that enable business value; (e.g., staff to supervisor ratios, payroll expense); directs workforce planning activities that maximize productivity and align with fiscal requirements. Determines capability needs and develops formal resource plans to ensure that acquisition or development of appropriately skilled resources are available at the right time; aligns workforces needs with current and anticipated organizational needs; assigns project responsibilities based on development goals, succession planning, and business needs. Directs performance management process for assigned unit; establishes a culture of continuous improvement; provides formal and informal feedback to managers and staff in the attainment of goals and objectives; develops and delivers regular performance reviews and pragmatically addresses performance issues in conjunction with Human Resources to ensure optimal team performance; ensures appropriate recognition and rewards. Maintains a safe, transparent and professional work environment that is conducive to harmonious collaboration internally and externally; proactively addresses potential problems or issues to minimize disruptions to service delivery; acts in a manner that embodies organizational core values. Maintains current knowledge of University policy and procedure; effectively, consistently, and fairly applies University policy and department procedures for assigned area and staff; complies with University and department policies regarding information privacy, authorized use of University resources, and the security of University systems and data.
5%	Other	Actively contributes to promoting equity, diversity, and inclusion across the organization and UCLA’s campus. Actively promotes the organization’s core values and consistently integrates innovation, employee fulfillment, teamwork, respect, excellence, integrity, service, and accountability into each aspect of their work. Maintains current knowledge of University policy and procedure; effectively, consistently and fairly applies University policy and/or campus/division procedures for assigned area and team members supervised; complies with University, Campus and division policies and procedures regarding privacy of information, authorized use of University resources and the security of University systems and data. Performs other related responsibilities as requested and when necessary. The University reserves the right to add or change duties at any time.

Education

Education	Education Details	Required/Preferred
Bachelor’s Degree, or equivalent relevant experience/training	In one or more of the following fields: information technology, computer science, public administration, business administration, or another related field.	Required
Advanced Degree	In one or more of the following fields: information technology, computer science, public administration, business administration, or another related field.	Preferred

Experience

Experience	Experience Details	Required/Preferred
7 years	Experience working in one or more of the following fields: information technology, administration, operations, finance, human resources, or related field.	Required
10+ years	Experience working in one or more of the following fields: information technology, administration, operations, finance, human resources, or related field.	Preferred
5 years	Experience leading teams in a management or leadership role, particularly in a fast-paced, service- oriented environment.	Required
6+ years	Experience leading teams in a management or leadership role, particularly in a fast-paced, service- oriented environment.	Preferred

Licenses, Certifications and Professional Affiliations

License/Certification	Time Frame	Required/Preferred
Certified Administrative Professional (CAP)		Preferred

Knowledge, Skills, and Abilities

#	KSA	Required/Preferred
1	Demonstrated experience managing fiscal resources for an IT organization; ability to develop budgets, prepare forecasts, and conduct variance analysis; ability to construct advanced financial models and utilize financial concepts such as return on investment.	Required
2	Skills to effectively manage and oversee programs and projects within finance and HR functions; possess a track record of success in managing complex organizational process improvement projects.	Required
3	Experience with human resources administration involving a range of personnel actions.	Required
4	Demonstrated experience developing and managing effective professional relationships with staff, business partners, stakeholders, and key executives within a large organization. Able to establish and advance positive working relationships and a strong rapport with team members, stakeholders, and customers. Excellent skills to work collaboratively and act persuasively in sensitive situations; skills in conflict management techniques. Experience participating in activities to advance an inclusive environment that values equity, diversity, inclusion and belonging.	Required
5	Demonstrated skill in defining strategies and objectives for assigned function(s); ability to effectively manage multiple teams within an assigned function/area. Demonstrated experience in leading cross functional teams, the ability to motivate and inspire others, and solve problems in a consultative manner.	Required
6	Demonstrated success in applying emerging technologies and innovations to improve organizational effectiveness and efficiency. Thinks creatively and proposes innovative ideas, including the incorporation of new technologies or processes. Is able to work with agility in a fast-paced environment.	Required
7	Thorough knowledge of financial analysis and reporting techniques; human resources and risk management planning; accounting and payroll.	Required
8	Very strong ability to quickly evaluate complex issues and identify multiple options for resolution. Strong demonstrated problem-solving skills; scopes solutions based on knowledge of available resources and timelines. Able to ask questions, gather information, evaluate options, and make decisions with integrity.	Required
9	Strong written and verbal communication skills and is able to communicate technical information and ideas to a diverse community of colleagues and stakeholders.	Required
10	Strong organizational skills and is able to balance competing priorities and support concurrent projects. Experience working in a project-based environment using leading project management practices including schedule management, status reporting, and communication of project risks and issues.	Required

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