HR / Finance Assistant

BLANK AST 3 (004722)

UCPath Position ID: 41017971

Position Description History/Status

For Reference ONLY - PeopleAdmin JA Number:

1108080

Approved Date:

2/27/2026 8:57:39 AM

Date Last Edited:

2/27/2026 8:57:36 AM

Last Action Effective Date:

10/16/2019

Organization Details

Business Unit (Location):

LACMP

Organization Code:

1300O

Organization:

LETTERS AND SCIENCE

Division Code:

1350D

Division:

L&S SOCIAL SCIENCES

Department:

111500 - GEOGRAPHY

Position Details

UCPath Position Number:

41017971

Position Description ID

165794

UC Payroll Title:

BLANK AST 3 (004722)

Personnel Program

Professional and Support Staff (PSS)

Salary Grade:

STEPS

Job Code FLSA:

Non-Exempt

Union Code (Collective Bargaining Unit):

CX: Clerical & Allied Services

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:

40046518

Reports to Payroll Title:

ADMIN SUPV 2

UCPath Department Head Position Number:

40037850

Department Head Payroll Title:

DEPARTMENT CHAIR

SUPERVISION - Indicates that the incumbent performs a variety of routine duties within established policies and procedures or by referral to the supervisor’s guidelines.

POSITION SUMMARY

Under the supervision of the Department Manager, the HR/Finance Assistant will provide administrative support to the HR/Personnel Coordinator, including but not limited to UCPath, I9 Tracker, the Oath and Patton process, and will maintain the department personnel files. The HR/Finance Assistant will processes all Bruinbuy and Travel Express transactions, and provide administrative support to the Finance Coordinator, and the Student Services Advisor, assisting with emails and some administrative duties. They will assist with general office duties, inquiries; answers telephone calls and provides information and refers calls; they will maintain the general appearance of the Main Office. Takes and delivers messages; processes incoming/outgoing mail and packages when needed. Schedules appointments and maintains calendars; performs general administrative tasks, and runs errands.  The appointee provides support with academic program and events planning. Gathers data for various projects; submits requests for equipment maintenance and repair; contacts vendors and interacts with other campus units on behalf of the Department; and assists with special assignments as needed. The HR/Finance Assistant is an integral member of the Department's administrative team whose support is essential to the successful administration of the Department of Geography.

Main Office Duties

1. Greet all visitors entering the Department; determine nature and purpose of visit; direct visitors to the appropriate representative, department or campus location. (E) 2. Answer incoming calls, route callers to the appropriate person and/or write messages and distribute them to the appropriate staff, faculty member or campus entity. (E) 3. Provide information in-person, by phone and/or email to students, faculty, staff and the general public regarding the Department's academic programs, conferences and other events. (E) 4. Receive and/or sign for incoming mail, packages, messenger and vendor deliveries; distribute these items and/or route them to the appropriate personnel or location. (E) 5. Maintain the appearance of the front desk and the Main Office by keeping these areas clean and organized. (E) 6. Contact campus representatives and departments with requests for information and services as needed; submit requests for equipment maintenance and repair services; follow up on outcome of service calls. (E) 7. Schedule overnight delivery requests for Department; maintain documentation of deliveries. (E) 8. Stock the printers, facsimile and copy machines with paper and toner. (E) 9. Perform errands throughout the UCLA campus community on behalf of the Department. (E) 10.Keep the conference room, library and equipment use calendars updated. (E) 11. Update the Department's supplies, equipment and inventory logs. (E) 12. Prepare and send mailings on behalf of the Department. (E) 13.. Meet regularly with the Department Manager to plan weekly assignments and special projects. (E)

25%

Financial Duties

1.Process Bruin Buy and Travel Express transactions, collect all receipts confirm and verify expenses.(E) 2. Create, update and proofread spreadsheets.(E) 3. Maintain and create the financial files and file in appropriate location. (E) 4.Contact vendors and interact with other campus units with regard to financial transactions and to assist the financial coordinator on behalf of the department.(E) 5.Photocopy, fax, email and scan incoming/outgoing forms, documents and other paperwork. (E) 6.Work with MSO on department Events, setting up new vendors and processing all payments. (E) 7. Perform searches via the Internet, email and telephone calls to obtain a variety of information ranging from campus, national and international contacts to purchasing, vendor and travel resources. (E)

40%

HR/Personnel Duties

1. Work with UCPath, as back up processor (E) 2. Assist with all personnel hiring paperwork, process Oath & Patton paperwork, and I9 Tracker.(E) 3. Maintain all department personnel files.(E) 4. Assist with the Academic Personnel actions, proofing, editing and creating charts for dossiers. Making and maintaining the dossier files. (E) 5. Work closely with HR Coordinator on personnel planning.(E) 6. Work with other campus units on securing letters for personnel cases.(E) 7. Perform searches via the Internet, email and telephone calls to obtain a variety of information ranging from campus, national and international contacts to employment and employee positions. (E) 8. Special projects as assigned. (M)

35%

•

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

High School Diploma

Or equivalent experience

Required

Knowledge of general administrative and financial processes to support purchasing, travel, and reimbursements in line with university procedures.

Required

Ability to use or learn systems such as BruinBuy, Travel Express, UCPath, and I-9 Tracker with attention to detail and accuracy.

Preferred

Strong organizational skills to manage records, track requests, and keep office operations running smoothly.

Required

Clear and professional communication skills, both written and verbal, to interact effectively with students, staff, faculty, and vendors.

Required

Ability to handle confidential information with discretion and good judgment.

Required

Comfort using Microsoft Office programs (Word, Excel, Outlook) and willingness to learn new tools as needed.

Required

Ability to multitask, stay organized, and meet deadlines while managing frequent interruptions.

Required

Positive, team-oriented attitude with the ability to work independently and support others when needed.

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:

Bunche

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.