Business Office Manager

FINANCIAL ANL 3 (007709)

UCPath Position ID: 40052185

Position Description History/Status

For Reference ONLY - PeopleAdmin JA Number:

602934

Approved Date:

11/5/2025 7:21:26 PM

Date Last Edited:

11/5/2025 7:21:21 PM

Last Action Effective Date:

12/13/2022

Organization Details

Business Unit (Location):

LACMP

Organization Code:

1300O

Organization:

LETTERS AND SCIENCE

Division Code:

1320D

Division:

L&S HUMANITIES

Department:

056500 - ENGLISH

Position Details

UCPath Position Number:

40052185

Position Description ID

164822

UC Payroll Title:

FINANCIAL ANL 3 (007709)

Personnel Program

Professional and Support Staff (PSS)

Salary Grade:

Grade 22

Job Code FLSA:

Exempt

Union Code (Collective Bargaining Unit):

99: Non-Represented (PPSM)

Employee Relations Code:

C: Supervisor - Not Confidential

Employee Class (Appt Type):

2 - Staff: Career

Full-Time Equivalent (FTE)

1

SUPERVISION

UCPath Reports to Position Number:

40050075

Reports to Payroll Title:

ADMIN MGR 1

UCPath Department Head Position Number:

40201494

Department Head Payroll Title:

Academic

GENERAL DIRECTION - Indicates that the incumbent receives guidance in terms of broad goals and overall objectives and is responsible for establishing the methods to attain them. Generally the incumbent is in charge of an area of work, and typically formulates policy for this area but does not necessarily have final authority for approving policy.

4627

FINANCIAL SVC ANL 2

1

4722

BLANK AST 3

1

0

POSITION SUMMARY

As the UCLA English and UCLA Writing Programs Business Office Manager, the incumbent is responsible for broad-scope and independent management and analysis of all financial operations in the UCLA Department of English, and UCLA Writing Programs (which includes ESL and the Undergraduate Writing Center), including in-depth fund and systems analysis, control, and financial projections. Collectively, English and Writing Programs make up one of the largest departments in the College with a combined budget of over $22 million. The Business Office is currently staffed by the incumbent, one Financial Services Analyst 2, and one Administrative Assistant (__Assistant 3). The Business Office Manager is responsible for the comprehensive management of all operations within the Business Office, and ensuring that the Financial Services Analyst and the Administrative Assistant are well-positioned to perform successfully in their roles.

Budget Administration, Analysis, and Information Management

1. In collaboration with the Chief Administrative Officer and Chair of English and Director of Writing Programs, institute procedures to coordinate the financial activity of the departmental operating budgets and other funds. Oversee approximately 200 accounts/funds totaling approximately $22 M annually in federal, state and private funding sources. (E) 2. Perform short-range yearly fiscal planning related to the Department's budget activities, and long-range fiscal planning as delegated by the Chief Administrative Officer on a project-by-project basis. (E) 3. Prepare annual budget and monitor to actual performance. Prepare monthly variance reports. Conduct expenditure projection analysis and provide to Chief Administrative Officer and Chair/Director on a monthly basis. (E) 4. Develop, monitor and control multiple budgets. Recommend to Chief Administrative Officer and Chair/Director policies for the financial management of operating and other funds. (E) 5. Design and implement reporting and control mechanisms for maintaining operating budget and direct expense files, background documents, financial records and reports. (E) 6. Prepare regular, accurate balance reports to all faculty holding funds in the department. (E) 7. Supervise, review and as needed, prepare on-line transactions including payroll (UCPath), travel (Concur), purchasing (Bruinbuy Plus, Amazon Business, P-card). (E) 8. In coordination with Business Finance Solutions, gather and disseminate information pertinent to the management of University funds. (E) 9. Interpret University financial policies and procedures to the Chair, PIs and staff as related to the budget. (E) 10. Consult with the Chief Administrative Officer and Chair/Director on a regular basis to apprise them of the current status of the budget. (E) 11. Supervise the tracking of the equipment inventory. Arrange for insurance coverage. Resolve insurance questions and claims. (E) 12. Assist faculty and researchers in identifying sources of funding through the Office of the Vice Chancellor for Research and Creative Activities. (M)

30%

Data Management and Analysis

1. Maintain departmental accounting systems, project costs, gather financial data necessary to analyze specific and general department spending patterns and prepare statistical reports based on this data. (E) 2. Track expenditures and compare to allocations. Inform the Chief Administrative Officer of account balances. Suggest appropriate corrective actions if under- or over-expenditures exist. Advise about possible savings or additional acquisitions depending on balances. (E) 3. Under direction of the Chief Administrative Officer, prepare ad hoc reports on department funds. Research and provide accurate historical financial data. Reconcile department generated databases with AIS reports on a monthly basis. (E) 4. Develop and implement administrative systems and computer systems to improve efficiency and accuracy of the administration of funds within the department. (E)

20%

Fund Accounting and Monetary Management

1. Oversee accounting functions for all Extramural and intramural funds, perform necessary corrections and adjustments, close out accounts at fiscal year's end and prepare monthly and year-end financial statements. Assist the Chief Administrative Officer and Chair/Director in preparation of annual reports on the expenditure of funds. (E) 2. Consult with faculty about set-up funds and the preparation of grant budget proposals. Develop budgets with PIs, negotiate processing with the University and resolve problems with University accounting offices as well as outside agencies, as necessary. (E) 3. Design and maintain internal spreadsheets which assure financial integrity and provide efficient report mechanisms. (E) 4. Monitor special allocations for faculty recruitment and retention, search expenses, scholarships, fellowships, Teaching and Learning Center (TLC) grants and various donors’ funds. Keep department informed about the allocations and use restrictions. Request linkage of departmental Full Accounting Units (FAUs), create Cost Centers and resolve problems with Business Finance Solutions. (E) 5. Clarify University Accounting, Contract and Grant, and Gift and Endowment policies and procedures, as necessary, to faculty and staff. Serve as liaison with Business Finance Solutions. Make appropriate recommendations about the use of funds. (E) 6. Supervise verification of orders and payment of invoices. Resolve order and invoice problems with Purchasing, Accounts Payable, and vendors. (E) 7. Initiate and process fund transfers and draw-down of funds in a timely manner to balance accounts. (E) 8. Provide assistance to faculty and staff about the disposition of their funding, balances and reconciliation to the University Financial System. (E) 9. Supervise the timely processing of travel reimbursements for faculty, staff and invited speakers, and resolve problems. (E)

20%

Systems Management

1. In collaboration with the Chief Administrative Officer, develop tracking systems and databases to track and analyze information. Analyze department processes for possible automation. (E) 2. Design and maintain reports for use in analyzing funds. Work closely with departmental IT staff to create new, and maintain existing, on-line accounting systems using daily downloads. (E) 3. Use Online Financial Systems Reports (OFSR) and Campus Data Warehouse/Query DataBase (CDW/QDB) to access current financial and budgetary data and to determine financial balances. Integrate downloaded data from University systems with department databases and spreadsheets to provide reconciliation and analysis. Take action to resolve errors and discrepancies. (E) 4. Train users on the University on-line Purchasing system (BruinBuy Plus), P-Card, and Amazon Business. Interact with Purchasing, Accounts Payable, and Business Finance Solutions to resolve procedural issues. (E) 5. Act as department Data Security Administrator for the AIS/OASIS DACSS/PAN system and as a reviewer for transactions. Act as liaison to AIS on matters regarding DACSS/PAN and other on-line mainframe interactive utilities, data security, and email notification and review to resolve problems. (E) 6. Develop computer graphics for reports and presentations to the Chief Administrative Officer and Chair/Director. (E) 7. Train department staff in the use of upgraded systems applications. Maintain currency with all issues related to the available on-line financial systems. (E)

20%

Supervision of Business Office Personnel

1. Conduct employee evaluations, when needed provide counseling for disciplinary problems and recommend corrective actions to the Chief Administrative Officer in order to maintain effective production levels. (E) 2. Recommend and implement productivity standards to monitor changes in organizational, procedural and system changes. (E) 3. Meet regularly with the Chief Administrative Officer to communicate and receive information about workload, productivity, current events, problems and potential problems. (E) 4. Provide necessary training in the use of on-line systems and databases used by the department. (E)

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 accounting, business, business administration, or related area and / or equivalent experience / training

Required

Or

3-5 years

equivalent experience in financial oversight.

Required

Demonstrated skill in financial & internal systems analysis, long-range and short-range budget planning, preparation, and administration for a multi-million-dollar budget with a varied funding sources.

Required

Working knowledge of University accounting procedures & policies, very similar to or the same as UCLA's, to coordinate Financial System activities for the department, including a working knowledge of the departmental chart of accounts and computerized accounting systems.

Required

Working knowledge of University policies & procedures that affect academic departmental administration in areas such as: budget & accounting; academic, staff & apprentices personnel; payroll; contract & grant administration; academic affairs; purchasing & equipment management; and foreign payments.

Required

Demonstrated skill in spreadsheet design & maintenance in a personal computing environment. Working knowledge of fundamentals of algebra to devise formulae that will permit accurate calculation of financial expenditures. Knowledge of MS Office suite including Excel, Access, Word, and PC graphics.

Required

General knowledge of electronic data processing systems, equipment, hardware, interface capabilities, and application programs. Ability to use departmentally-developed software and to advise as to its further development and revision.

Required

Organizational skills sufficient to develop, implement and monitor effective internal operating systems. Skill in analyzing information to formulate logical and objective conclusions. Ability to identify potentially more effective methods of working operations.

Required

Demonstrated supervisory skills to direct people, delegate work, supervise and motivate staff, inspire teamwork and interface successfully with faculty, students, central offices, auditing agencies and the general public.

Required

Demonstrated written communication skills to prepare concise, logical, grammatically correct analytical reports, correspondence, policies & procedures, and oral communication skills to explain policies and procedures to all personnel within the Department and in various University offices.

Required

Ability to work independently to evaluate and establish priorities and accomplish departmental goals & objectives with minimal supervision. Skill in performing effectively despite frequent interruptions, distractions, and/or changes in project direction, priority.

Required

Skill in negotiating, exchanging ideas, information, and opinions with others to formulate departmental policies & procedures and/or arrive collectively at decisions, conclusions, or solutions.

Required

Ability to establish and maintain effective professional working relationships with all personnel. Ability to listen effectively and empathize, and deal with confidential and sensitive information and situations. Ability to maintain composure when encountering opposition, insensibility, or hostile.

Required

Knowledge of and skills in using systems very similar to UCLA's QDB, OFSR, personnel, payroll and purchasing and accounts payable programs. Working knowledge of university systems very similar to UCLA DACSS protocol, data security, and access procedures.

Preferred

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.

Shortlisted applicants will be required to complete a brief assessment demonstrating their fund management abilities

Required

LOCATION AND PHYSICAL, ENVIRONMENTAL, MENTAL (PEM) REQUIREMENTS

Environment and Work Location Information

Environment Type:

Non-Clinical Setting

Location Setting:

Campus

Location:

Kaplan Hall

•

Computing equipment

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

Other Mental Requirements

If "Mental demands other" was selected above, please explain:

Patience, diligence, resilience.

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.