Payroll and Financial Analyst

ADMIN OFCR 2 CX (004263)

UCPath Position ID: 41147793

Position Description History/Status

Approved Date:

12/15/2025 12:43:59 PM

Date Last Edited:

12/15/2025 12:43:54 PM

Last Action Effective Date:

Organization Details

Business Unit (Location):

LACMP

Organization Code:

1130O

Organization:

HENRY SAMUELI SCHOOL ENGR & APPL SCIENCE

Division Code:

1131D

Division:

ENGINEERING & APPLIED SCIEN DIV

Department:

019000 - MATERIALS SCIENCE AND ENGINEERING

Position Details

UCPath Position Number:

41147793

Position Description ID

217573

UC Payroll Title:

ADMIN OFCR 2 CX (004263)

Personnel Program

Professional and Support Staff (PSS)

Salary Grade:

STEPS

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:

40063724

Reports to Payroll Title:

Admin Supv 1

UCPath Department Head Position Number:

400063340

Department Head Payroll Title:

Department Chair

GENERAL SUPERVISION - Indicates that the incumbent develops procedures for performance of variety of duties; or performs complex duties within established policy guidelines.

POSITION SUMMARY

Under the direction of the Manager Service Officer (MSO) for the Materials Science and Engineering Department, oversee end to end payroll processing for monthly and biweekly cycles using UCPath, TRS, I-9 Tracker, E-Verify, Glacier, and other administrative systems. Ensure accurate and timely completion of all payroll transactions and maintain compliance with university policies and audit requirements.

Serve as the primary contact for time reporting, reconcile reports, resolve payroll discrepancies, and ensure payroll expenses are correctly allocated to sponsored research accounts. Coordinate all visa processing (J-1, H-1B) and onboarding. Act as a liaison to employees and supervisors, providing guidance on payroll policies, personnel procedures, benefits, and sensitive HR matters.

Assist with the fund management team on effort reporting, payroll and financial analysis, reconciliations, corrections, salary cost transfers, and budget projections. Provide administrative support to the MSO and participate in special projects as assigned. Demonstrate strong organizational and prioritization skills to manage shifting workloads, deadlines, and competing demands.

________________________________________

Academic and Staff Personnel Hiring and Reviews

1)Oversee and implement all academic and staff personnel processes by applying policy and analytical knowledge to support effective onboarding and separation activities. 2)Collaborate with the Academic Personnel Office and Dean’s Office to prepare, evaluate, and submit academic appointment, merit, and promotion cases. Conduct thorough policy compliance reviews, ensure the accuracy and completeness of dossiers, and manage submissions through OPUS and Interfolio. 3)Administer quarterly academic appointments (TAs, GSRs, Readers), ensuring adherence to university policies and procedures. Maintain approval workflows and accurate appointment records within UCPath. 4)Handle postdoctoral scholar employment by applying knowledge of academic personnel policy and UCPath requirements. Ensure timely and compliant processing of appointments, reappointments, and required documentation. 5)Serve as a secondary analyst for faculty summer salary, ensuring continuity of operations, policy adherence, and accuracy in the review and processing of compensation requests. 6)Prepare detailed spreadsheets that track TA, Reader, and GSR assignments, academic levels, and funding allocations. Provide data that will aid in instructional and budgetary decision-making. 7)Act as liaison with Dean's Office, Graduate Division, CHR, UCPath Center, UCLA CRU regarding payroll and personnel issues.

30%

Payroll and Financial Analysis

1)Generate and maintain payroll and personnel reports to support departmental operations and decision-making processes. Prepare and distribute monthly financial reports for Principal Investigators (PIs), detailing appropriations, expenditures, commitments, and projections for each fund. 2)Analyze and audit monthly reports from various campus departments and reconcile the reports to departmental records; initiate corrective action when necessary. 3)Collaborate with the fund manager to address re-budgeting requests and proactively manage funds to minimize the need for retroactive transfers and adjustments. 4)Assist the fund manager with Effort Reporting related to research projects by ensuring accurate reporting through the Effort Reporting System (ERS), maintaining compliance and supporting accurate financial tracking.

30%

Personnel Payroll Processing

1)Execute and manage a full range of payroll and personnel actions in UCPath and ensuring accuracy, compliance, and adherence to payroll deadlines. 2)Serve as a primary point of contact for all Staff, and Academic Personnel regarding payroll and personnel processes and procedures. Excellent verbal and written communications skills to deliver information and ensure strict confidentiality is upheld while handling sensitive information. 3)Evaluate and approve UCPath transactions; audit monthly payroll ledgers to identify variances; and implement corrective actions. Collaborate with Payroll and Benefits offices to resolve complex discrepancies. 4)Oversee accurate and timely submission of time records. Audit and update vacation and sick leave balances, adjust accruals in UCPath. 5)Monitor employment authorization status and initiate timely renewals. Manage end-to-end visa processing for J-1 and H-1B employees and visitors. Consult with the Dashew Center to resolve visa issues and support extension requests in compliance with immigration and university regulations. 6)Coordinate work-study hiring and ensure accurate application and reconciliation of work-study awards in payroll. 7)Maintain complete, accurate payroll and personnel records to support audit readiness and policy compliance. Review payroll activity regularly to identify inconsistencies and ensure data integrity. 8)Manage position data in UCPath for all academic and staff appointments.

30%

Human Resources and General Administrative Support

1)Coordinate parking for new staff and faculty during their onboarding process, ensuring all parking arrangements are completed efficiently. 2)Provide backup support for updating the UCLA Directory post-hiring and processing terminations for departing employees, ensuring accurate records are maintained. 3)Support the Management Services Officer (MSO) with ongoing projects as required, offering administrative support for department events, room reservations and provide general customer service to visitors in the front office as needed.

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 combination of education and experience

Required

Minimum of two years

of professional experience in HR administration

Preferred

Advanced knowledge of UC payroll, personnel, and academic appointment policies and procedures, including Staff, AFSCME, and Academic Apprentice appointments, and the ability to independently interpret and apply policy.

Preferred

Demonstrated expertise in UCPath and related HR/payroll systems, including Opus, Interfolio, Academic Recruit, PeopleAdmin, iCIMS, JDXpert, Tracker I-9, and TRS, with responsibility for ensuring data accuracy and compliance.

Preferred

Working knowledge of university financial systems and data tools, including PPP, Financial Web Reports, CDW Data Warehouse, QDB, and ERS, used to support financial oversight, reporting, and decision-making.

Preferred

Advanced proficiency in business and data management software, including Microsoft Office (Excel, Word, Access, PowerPoint) and Google Workspace, to produce complex analyses, reports, and management-ready documentation.

Preferred

Advanced analytical and spreadsheet skills to independently reconcile payroll and financial data, identify discrepancies, assess financial impact, and recommend corrective actions.

Preferred

Strong mathematical and accounting skills to manage payroll calculations, leave accruals, fund allocations, and expenditure reconciliations, and to advise management on budgetary and payroll implications.

Required

Ability to analyze complex data from multiple sources, synthesize findings, and prepare accurate, comprehensive reports to support operational planning and management decisions.

Required

Demonstrated ability to exercise independent judgment and discretion in setting work priorities, managing competing deadlines, and resolving payroll, personnel, and financial issues under conditions of fluctuating workload.

Required

Ability to function independently with minimal supervision, including managing ongoing responsibilities, carrying out special projects, and ensuring timely follow-through to completion.

Required

Strong advisory and communication skills, including the ability to explain complex payroll, personnel, and financial policies to faculty, staff, students, and leadership in a clear and professional manner.

Required

Advanced interpersonal and consultative skills to work effectively with faculty, PIs, managers, and campus partners on sensitive and confidential matters, including issue resolution and policy interpretation.

Required

Demonstrated ability to oversee and coordinate administrative and financial activities, including monitoring compliance, identifying process improvements, and serving as a resource to departmental leadership on payroll and financial operations.

Required

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:

410 Westwood Plaza

Standing/Walking

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.