Director, Business & Finance

FINANCIAL ANL 3 CX (005183)

UCPath Position ID: 40037327

Position Description History/Status

For Reference ONLY - PeopleAdmin JA Number:

807232

Approved Date:

11/24/2025 4:04:39 PM

Date Last Edited:

11/24/2025 4:04:15 PM

Last Action Effective Date:

7/1/2013

Organization Details

Business Unit (Location):

LACMP

Organization Code:

6000O

Organization:

INTERCOLLEGIATE ATHLETICS

Division Code:

5501D

Division:

INTERCOLLEGIATE ATHLETICS

Department:

374500 - INTERCOLLEGIATE ATHLETICS

Position Details

UCPath Position Number:

40037327

Position Description ID

170137

UC Payroll Title:

FINANCIAL ANL 3 CX (005183)

Personnel Program

Professional and Support Staff (PSS)

Salary Grade:

STEPS

Job Code FLSA:

Exempt

Union Code (Collective Bargaining Unit):

CX: Clerical & Allied Services

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:

40036742

Reports to Payroll Title:

FINANCIAL ANL SUPV 2

UCPath Department Head Position Number:

40713754

Department Head Payroll Title:

ATH MGR 4 PAC12

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

4722

BLANK AST 3

1

4400

RECR PRG LEADER 4

1

POSITION SUMMARY

Under the general supervision of the Assistant Athletics Director, Business and Finance, the Director, Business and Finance will manage the daily operations of the Department of Intercollegiate Athletics (DIA) Business and Finance Office. Major responsibilities include: Facilitating procurement operations, overseeing accounts payable activities, interaction, education and guidance with staff and coaches, as well budget management and reconciliation.  Individual will oversee (1) full time employee and develop student/part time staffing program.  The Director, Business and Finance will oversee the purchasing lifecycle and advise staff on department and campus policies as it relates to needs for vendor management, purchase orders, justification of expenses, non-travel reimbursements, and check requests.  Incumbent interact with various departments on campus and throughout the Department of Intercollegiate Athletics to ensure proper protocols are followed in all activities and that strong positive and productive relationships are maintained given department requests and needs. Additionally, individual will work with external vendors to ensure they are properly onboarded and compliant with University of California purchasing policies in order to receive payments. Incumbent will act as a liaison for Athletic Department with vendors and various University departments such as Purchasing, Accounts Payable, and Travel Accounting and assist with fiscal closing duties, blanket purchase order renewal, travel related needs and other projects as assigned related to the department strategic plan and vision. Director, Business and Finance will also assist in the annual audit process, budget reconciliations and various reporting needs for department, campus, external partners, conference, and NCAA.

Purchasing Operations

 • Serve as department’s main point of contact in all purchasing related activities.

 • Oversee and coordinate and streamline purchase order requests and resolve any problem invoices/payments/requests. 

 • Lead the department procurement related process, this includes but is not limited to vendor management/onboarding, Third Party Risk Management documentation, Insurance and Risk Management, RFP processes.

 • Work with Assistant Athletics Director, Business and Finance in implementing internal policies and procedures for all aspects of the daily operation of the Business Office. Make recommendations for procedural improvements based on knowledge of University, NCAA, and  Big Ten Conference policies and procedures, daily operations, and previous experience.

60%

Purchasing Operations

 • Understand workflow and internal requirements and develop processes to streamline internal purchasing activities using established guidelines.

 • Possess ability to maintain basic accounting standards during purchasing process.

 • Provide training and educating the Athletics Department staff regarding all University Purchasing policies. 

 • Supervise the preparation of Purchase Order Requisitions, Check Requests, and other related purchasing documents and assign appropriate FAU. Ensure work is done in a timely and accurate manner with proper authorization present.

 • Educate staff and make independent decisions on how items are best purchased based on type and value (pcard, purchase order, blanket order, etc)

0%

Purchasing Operations

 • Collaborate with department travel office to ensure all travel related items are met, including per diem cards, hotels, and travel reimbursements. 

 • Remain proactive with seasons and fiscal year activities to address potential concerns before they arise.  Have ability to problem solve complex requests as they arise with colleagues in the department and across campus.

 • Review all department invoices to ensure they are accurate and processed efficiently within campus guidelines. 

 • Recommend changes to practices and policies to accommodate University requirements and department needs.

0%

Purchasing Operations

 • Work as the primary contact with Purchasing to provide adequate documentation for review including information for the bidding process and sole source requests. Work with vendors and Purchasing to execute all contracts and agreements. 

 • Manage various fiscal closing duties including: preparing necessary accruals, deferrals, and any other paperwork to ensure the proper recording of expenditures by the Department, ensuring all department travel is approved and submitted through campus entities before fiscal close deadline, meeting all Accounts Payable deadlines for invoice submittal. 

 • Oversee the Irregular Invoice Database and Open Commitment ledger to ensure ledger accuracy throughout the year and between fiscal years. 

0%

Purchasing Operations

 • Responsible for setting up all department Declining Balance Purchase Orders. Review and analyze their necessity annually and collaborate with staff to set up when appropriate. 

 • Assist the Assistant Athletics Director, Business and Finance in researching ledger problems/issues for Athletics.

0%

Accounting & Reporting Duties

 • Ensure funding is available and properly tracked on all requests that are submitted.

 • Work with staff to reconcile budgets on quarterly or as needed basis.

 • Assist with audits and reporting requirements, including EADA and NCAA Agreed Upon Procedures as well as any campus related inquires.

 • Track expenses and vendors for ad-hoc department projects.

 • Assist ledger related inquires as well as expense tracking.

 • Participate in budget development and review process, including tracking and accounting for expenses and encumbrances.

 • Collaborate with Business Office staff on fiscal year end items and audits

 • Maintain budgets appropriately, providing suggestions on how to best streamline procurement and settlement operations.

20%

Office Administration

 • Supervise and train a staff of one full-time employee to assist in accomplishing all listed areas of responsibilities.  

 • Function as a unit advisor on daily procurement tasks and business office administration.

 • Hire, train and oversee part-time employees and students as needed.

 • Provide high level customer service to all constituents, internal and external

 • Develop methods to audit employee performance and verify accuracy of work.   Follow campus PCI guidelines and be compliant with Cash Handling training and other cashiering duties for the department and campus.

 • Possess an understanding of NCAA events as well as campus and conference policies to ensure the department is best positioned for success.

10%

Office Administration

 • Serve as an advisor to Executive Sr. Associate AD / CBO, Assistant AD/Business and Finance, Senior Staff and others on resource management and fund allocation.

 • Understand and have the ability to handle campus recharges and other billing items interdepartmentally within campus environment.

 • Understand campus gift accounting with External Affairs and UCLA Foundation.

 • Prepare weekly or quarterly schedule for Business Office personnel under supervision

 • Conduct performance evaluations and HR related activities as needed

 • Assist with Public Record requests as needed

 • Implement and maintain the computerized vendor file system to ensure we have adequate approval and backup for all invoices/reimbursements/check requests. Work closely with IT to ensure the integrity of the system.

0%

Office Administration

 • Develop and prepare Excel spreadsheets and reports as required by the Executive Sr. Associate AD/CBO and Assistant Athletic Director, Business and Finance.  

 • Provide overall supervision of the maintenance of departmental fiscal records and files according to University policies and current audit procedures. Ensure that all documents are destroyed in a secure and timely manner.  

 • Ensure that all questions and issues pertaining to the ledger can be answered and all adequate backup is readily available when needed.

0%

Systems & Records Management

 • Implement & maintain the computerized vendor file system to ensure we have adequate approval and backup for all invoices/reimbursements/check requests. Work closely with IT to ensure the integrity of the system.  

 • Maintain the Finance intranet web page to ensure all information is up to date and current with policies and procedures. Work closely with IT to ensure the integrity of the information.  

 • Develop and prepare Excel spreadsheets and reports as required by the Assistant Athletic Director, Business and Finance.  

 • Provide overall supervision of the maintenance of departmental fiscal records and files according to University policies and current audit procedures. Ensure that all documents are destroyed in a secure and timely manner.

 • Ensure backup info is readily available as needed.

5%

Administrative Responsibilities and Other Duties

 • Research issues as requested by the Assistant Athletic Director, Business and Finance.  

 • Participate in Department Related Task Forces and various initiatives related to Strategic Plan

 • Ensure Office Space is maintained and efficient for workflow and able to meet campus requirements when necessary.  Other projects as assigned by the Executive Sr. Associate AD/CBO and/or Assistant Athletic Director, Business and Finance.

0%

Rules Compliance

• Comply with all Federal, State, University and Department requirements established pursuant to Title IX, including the mandatory reporting requirements for a “Responsible Employee.”

 • The DIA is governed by the NCAA, Big Ten Conference  and University of California.  The incumbent is required to comply with the applicable rules, regulations and policies of those organizations.

    ◦ Review and retain all rules compliance disseminated by the DIA Compliance office.

    ◦ Report all NCAA/Big Ten Conference violations.

    ◦ Sign the annual NCAA Certification of Compliance form.

    ◦ Complete the Athletically Related Income form annually.

    ◦ Comply with California State Child Abuse & Neglect Reporting Act (CANRA) Law and adhere to mandatory reporting guidelines.

5%

•

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 a relevant field, or equivalent work experience and training.

Required

Five years of experience or a minimum of five to seven years of experience in college athletics or business office setting.

Required

Experience using University on-line purchasing systems and travel reimbursement system.

Required

Knowledge of university accounting practices, purchasing policies and procedures, and financial systems.

Preferred

Working knowledge of generally accepted accounting principles (GAAP) and their application in fund accounting.

Required

Skill in organizing and maintaining accurate, up-to-date accounting records to support audits and compliance reviews.

Required

Ability to make informed decisions within scope of authority, applying established policies, procedures, and relevant NCAA regulations.

Required

Strong analytical skills to evaluate processes, identify problems, and implement fair, effective solutions.

Required

Ability to perform duties with a high degree of accuracy, meet deadlines, and work effectively under frequent interruptions and changing priorities.

Required

Proven ability to prioritize and complete assignments independently, reflecting the relative importance of tasks without constant supervision.

Required

Demonstrated ability to work independently and follow through on assignments to completion.

Required

Skill in establishing and maintaining cooperative working relationships with colleagues, administrators, and other campus partners.

Required

Ability to collaborate effectively with other university departments in a complex administrative environment.

Required

Skill in organizing personnel, equipment, and material resources to create efficient workflows.

Required

General knowledge of financial and personnel policies and procedures in a central administrative setting, as well as basic management principles.

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.

CANRA: The position is designated as a mandatory reporter under CANRA. The employee must sign the "Statement Acknowledging Requirement to Report Child Abuse".

LOCATION AND PHYSICAL, ENVIRONMENTAL, MENTAL (PEM) REQUIREMENTS

Environment and Work Location Information

Environment Type:

Non-Clinical Setting

Location Setting:

Campus

Location:

JD Morgan Center. Los Angeles, CA 90095

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.