Budget Analyst

FINANCIAL ANL 3 CX (005183)

UCPath Position ID: 40966032

Position Description History/Status

For Reference ONLY - PeopleAdmin JA Number:

1135674

Approved Date:

10/30/2026 6:24:03 PM

Date Last Edited:

10/30/2026 6:23:59 PM

Last Action Effective Date:

9/1/2022

Organization Details

Business Unit (Location):

LACMP

Organization Code:

7050O

Organization:

ENROLLMENT MANAGEMENT                  

Division Code:

7600D

Division:

ENROLLMENT MANAGEMENT                  

Department:

500000 - OAVC-ENROLLMENT MANAGEMENT

Position Details

UCPath Position Number:

40966032

Position Description ID

167375

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:

E: All Others - Not Confidential

Employee Class (Appt Type):

2 - Staff: Career

Full-Time Equivalent (FTE)

1

SUPERVISION

UCPath Reports to Position Number:

40048781

Reports to Payroll Title:

ADMIN OFCR 4

UCPath Department Head Position Number:

40063135

Department Head Payroll Title:

ADMISSIONS RECRMT MGR 1

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

POSITION SUMMARY

The Budget Analyst is a member of the Enrollment Management Associate Vice Chancellor Office and will work as a backup for the Division's Budget Officer.  The Budget Analyst is responsible for maintaining, reconciling and monitoring the complex budget for Enrollment Management Division. The Analyst provides support in various functions of the Administration for the Enrollment Management Division including but not limited to creating purchase orders, reviewing/approving vendor contracts, travel arrangements and reimbursements, and serving as backup for personnel actions as needed. The incumbent will establish the process of tracking, monitoring/projecting of the budget and expenses. S/He performs ad hoc and on-going analysis of budgetary and personnel information to monitor the budget ledgers, reconcile monthly reports and general ledgers, prepare periodic and quarterly reconciliation for the division using appropriate campus data and query databases e.g. the Query Database (QDB) and Campus Data Warehouse (CDW).

Fiscal responsibilities of budget and fiscal functions include budget development, forecasting, reconciliation, analysis and recommendations to the division, and senior staff, as appropriate, regarding budgetary matters. Incumbent will also serve as resource for training new staff on budgetary matters and Policies related to expenditures and reimbursements, as well as working with the Budget Officer to communicate any new budget initiatives. The incumbent populates the Campus Budget Information Gateway (CBIG) system for the division, and monitors variances. The incumbent will monitor and reconcile the adjusted budget and staffing list for the Enrollment Management division, and will serve as a backup mandatory Post Audit Notification (PAN) reviewer for Enrollment Management.

The Budget Analyst will provide primary or backup personnel and payroll support and processing using the UCPATH and the Time Reporting System (TRS), including all facets of personnel and payroll administration e.g. new hires, equity, reclassification and merit transactions, separations, job description and requisition processing, and payroll processing; and expertise and processing support for services, goods, and reimbursement including but not limited to purchasing, telecommunications, travel and facilities. Under the direction of the Budget Officer, the Analyst will make recommendations and develop procedures and processing forms for use by Enrollment Management to ensure consistent application of personnel and purchasing policies and procedures. This position is designated as critical" and continued employment is contingent upon completion of satisfactory background investigation."

The Division of Enrollment Management includes Undergraduate Admission, Financial Aid and Scholarships, and key departments that manage outreach, strategic partnerships, and community engagement. 

Budget Forecasting and Reconciliation

Manage and oversee budgets from multiple fund sources as assigned in accordance with established University policies and procedures as well as special provisions attached to the various fund sources.

Create spreadsheets, establish annual budget plans for Enrollment Management accounts and programs.

Maintain knowledge and understanding about departmental, divisional and organizational allocations and funding sources, both temporary and permanent, and ensure that all allocations are transferred properly.

Using the on-line general ledger, payroll ledgers, the campus query database (QDB/CDW), and CBIG, analyze appropriation and expenditure patterns based on available and historical data in order to establish budget plans and accurately project year-end balances; maintain and update the plans monthly by continued analysis and posting of actual data; identify unusual spending patterns and recommend appropriate resolution to management.

Reconcile monthly payroll and general ledgers; verify entries, identify and resolve discrepancies; post appropriations, expenses and encumbrances to the planning spreadsheet; monitor and maintain paid bills; maintain contracts with appropriate University personnel and outside vendors; resolve invoice issues.

Maintain spreadsheet which tracks and forecasts staffing expenditures in order to accurately update the budget plan. Establish project codes in order to successfully monitor and isolate specific expenditures.

Establish, update and maintain compliance with Key Financial Controls Documentation

Prepare scheduled and ad hoc information and reports for the senior staff, and internally developed spreadsheets; submit departmental quarterly reports to the Budget Officer and the Divisional Office. Communicate with the divisional analysts in reviewing department reports in order to identify budget issues and exigencies.

On an on-going basis, present budget plans and information to the senior management in order to facilitate management decisions. Respond to requests for information regarding resource and budget issues.

Monitor and reconcile monthly the Staffing List and Adjusted Budget for Enrollment Management; identify and resolve discrepancies, prepare reconciliation reports.

Monitor out of balance conditions and submit reconciliation reports to the divisional office following established procedures.

Request or process transfers of funds and provision transactions in order to keep staffing in balance.

Track and monitor special monies received; establish project codes.

50%

Personnel and Payroll

Serve as primary or backup preparer/ approver for the Budget Officer, prepare and process documents and forms pertaining to all personnel transactions for career, contract and work study staff e.g. hiring, termination, promotions, reclassifications, merit and range increases, leave usage, etc.; input transactions to the on-line systems (UCPATH) and reconcile discrepancies; update and maintain individual personnel files. Maintain calendar of eligibility for performance evaluations, salary increases, leave accrual rate changes and service awards. Arrange parking assignments for eligible staff, including new staff and annual renewal process; maintain departmental parking allocations; act as departmental parking coordinator.

Disseminate information to staff and provide counseling regarding personnel and benefits issues; research and interpret personnel policies; ensure that all personnel actions are consistent with increasing changes of University policies and procedures, and bargaining agreements.

Serve as a backup  Departmental Time Approver (DTA) for the electronic Time Reporting System; monitor vacation and sick leave usage and accruals. Audit vacation balances to ensure compliance with policy maximums. Generate reports and communicate with staff to ensure policy maximums are not exceeded.

Prepare and submit job descriptions and requisitions based on input from hiring supervisor and managers as assigned; follow University guidelines for submitting reclassification, stipends, equities and waivers to exceptions of Hiring Freeze.

Perform analysis and provide salary comparisons as necessary to assist management in determining salary positions for staff relative to hires, reclassifications, and equities.

Act as mandatory reviewer of payroll and personnel on-line transactions for the department and for preparers in other departments as assigned.

25%

Campus Budget Information Gateway(CBIG)

In addition to the department's normal budget process, departments must also prepare budget information for input to the separate web-based CBIG system which is reviewed by Academic Planning and Budget and is forwarded to the Chancellor.

BUDGET INPUT: Annually, and in consultation with the Director, divisional analysts, and senior staff, input budget plans developed for client departments to CBIG by translating expenditures from financial system object code categories into CBIG categories; project seasonality for both allocations and expenditures. Ensure that CBIG population matches the budget plans.

Maintain in-depth knowledge of reports and data available in C-BIG. Using C-BIG data, analyze data and prepare information for various data collection requests.

VARIANCE REPORTING: As requested but typically using 2nd quarter data, assist the divisional analyst in analyzing and comparing actual data with the budget and seasonality input in order to identify material variances and provide a description for the variance.

15%

Accounts Payable and Material Management

Prepare and process requests for: supplies, services and equipment from vendors using the on-line purchasing and Accounts Payable System (BruinBuy Plus); supplies and service orders from campus departments, e.g. Publications; request services from the on-line systems for Telecommunications (TSR) and Facilities (FSR),  Monitor payment of invoices and act as liaison with vendors to resolve discrepancies; monitor encumbrances, queue items and holds on orders and invoices to ensure timely processing of transactions.

Oversee and/or supervise preparers within Enrollment Management to ensure transactions are processed properly and are in compliance with university policies and procedures, including monitoring encumbrances, queue items and holds on orders and invoices to ensure timely processing of transactions.

 Act as preparer and mandatory reviewer for various processes as determined by the departmental accountability structure.

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 experience/training.

Required

Or

Demonstrated working knowledge of UCLA financial and budgetary policies, processes and procedures., with a working knowledge of operating accounts, including permanent and temporary budgets.

Preferred

Ability to work independently in order to analyze complex issues and related problems; develop, recommend and communicate appropriate solutions.

Required

Ability to generate detailed monthly financial reports for Enrollment Management division,  designing and implementing spreadsheet and database tools for financial and administrative purposes.

Required

Demonstrated ability with University on-line financial systems (OFSR/(QDB) including BruinBuy Plus, TOF, PAC and Concur, TRS and CBIG.

Preferred

Demonstrated ability to maintain confidentiality.

Required

Demonstrated skill in budgetary analysis and control which includes reconciling ledgers, monitoring expenditures.

Required

Demonstrated oral communication skills to explain simple and/or complex policies and procedures to Enrollment Management senior leadership and/or staff.

Required

Working knowledge of campus payroll systems to reconcile payroll ledgers.

Required

Demonstrated skill in forecasting budgets based on obtaining information regarding expenditures, salaries, employee benefits, and encumbrances.

Required

Demonstrated knowledge of University purchasing procedures.

Preferred

Working knowledge of UCPath, Cognos and other payroll reports.

Preferred

Experience with providing human resource-related administrative support.

Required

SPECIAL REQUIREMENTS AND/OR CONDITIONS OF EMPLOYMENT

Background Check: Continued employment is contingent upon the completion of a satisfactory background investigation.

LOCATION AND PHYSICAL, ENVIRONMENTAL, MENTAL (PEM) REQUIREMENTS

Environment and Work Location Information

Environment Type:

Non-Clinical Setting

Location Setting:

Campus

Location:

Murphy Hall

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 2: Position in which required tasks normally do not involve exposure to blood, body fluids or tissues, but may require performing unplanned Classification 1 tasks. In these jobs the normal work performance involves no exposure to blood, body fluids, or tissues. However, exposure or potential exposure may be required as a condition of employment.