Financial Analyst 3

FINANCIAL ANL 3 CX (005183)

UCPath Position ID: TBD_940813

Position Description History/Status

Approved Date:

2/5/2026 4:47:56 PM

Date Last Edited:

2/5/2026 4:47:51 PM

Last Action Effective Date:

Organization Details

Business Unit (Location):

LACMP

Organization Code:

1300O

Organization:

LETTERS AND SCIENCE

Division Code:

1350D

Division:

L&S SOCIAL SCIENCES

Department:

092500 - DEPARTMENT OF GENDER STUDIES

Position Details

UCPath Position Number:

TBD_940813

Position Description ID

250445

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:

40061891

Reports to Payroll Title:

ADMIN MGR 1

UCPath Department Head Position Number:

40736807

Department Head Payroll Title:

CAO OF GENDER STUDIES DEPARTMENT

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 supervision of the Management Services Officer at the Department of Gender Studies and the American Indian Studies Inter-Departmental Program, manage financial, academic/staff personnel and payroll operations.  Major duties include preparation, management and fiscal control of all departmental budgets including departmental operating funds for administration and instruction,  temporary faculty and teaching assistants funding, recruitment and retention faculty support funding, faculty career enhancement fellowships, contracts and grants, academic senate grants, development funds, CAT mini grants, UC President's Postdoctoral Fellowship program, summer session funds and graduate student funding; and personnel and payroll administration and management using the UCPath Payroll and Human Resources system.  Additional responsibilities include serving as Location to resolve payroll issues with the UCPath Center, departmental liaison with the UCLA Central Resource Unit and back-up Departmental Systems Administrator for user access rights.

The UCLA Department of Gender Studies is an interdisciplinary academic unit dedicated to the study of gender, sexuality, feminism, and social justice from global and comparative perspectives. The department supports innovative teaching, research, and public engagement by faculty, students, and scholars, offering undergraduate and graduate programs that foster critical inquiry and inclusive excellence. Gender Studies collaborates closely with campus partners to advance scholarship that addresses social inequality and contributes to UCLA’s broader mission of academic excellence and community impact.

Financial Management

A-1 Manage all departmental accounts and funds. Conduct fiscal activities and exercise control of all departmental revenue, income and expenditures. Ensure posting of all expenditures to the correct FAU and in compliance with university policies and procedures, terms and regulations of funding sources and departmental internal protocol. (E)      

A-2    Create, plan and submit annual budgets by in-depth analyzing and integrating departmental goals, operating procedures, current and new programmatic needs and commitments, research, teaching and administrative requirements, staff and other statistical data: by reviewing, analyzing and evaluating past expenditures and inflationary trends; and by identifying and integrating cost centers and project codes. Prepare budget variance reports. (E)   

A-3  In conjunction with CAO, establish, implement departmental practices in fiscal control to comply with annual CAO certification. Analyze, verify and assess high risk fiscal categories (payroll). Identify, study problems and recommend procedural changes for improvement. Develop long-range goals and define methods to accomplish tasks. Submit required reports for annual CAO certification. (E) 

A-4   Reconcile both the monthly UCLA Financial Web Reports (by FAU) and the UCPath Cognos Reports (for payroll). Correct posting errors via NPEARS and payroll expense transfers via UCPath Direct Retro transactions, transfer funds to balance funds, clear overdrafts, and release encumbrances. Record all actions and transactions on departmental internal financial reports as documentation. (E) 

A-5 Generate financial reports of all budgets for Chair's and CAO’s periodic review and keep Chair and CAO informed on financial status. Advise both Chair and CAO of budgetary and financial information, as well as projected needs. Analyze financial data, expenditures trends and needs. Conduct cost-benefit studies. Correlate with fiscal resources. Find means of effecting resolution without negative fiscal impact. (E) 

A-6 Work with the Divisional Analyst at the Dean's Office on all departmental fiscal commitments including permanent, temporary allocations, recruitment and retention funds (GSR and research funds) committed to faculty, and course releases. Provide departmental fiscal information to the Division of Social Sciences when required.  Monitor all fund transfers. (E)       

A-7   Perform fiscal closing including projecting and reporting year-end balances/deficits to the Division of Social Sciences, processing budget and payroll adjustments, transfer of funds, request for exchange of funds and carry forward of unexpected balances, establishing encumbrances, expense transfers, income and expenses deferrals and accruals. (E) 

A-8  Design, implement and maintain fiscal procedures for account/fund management, consistent with University requirements. Maintain the integrity of cost centers and project codes. Train staff in daily usage of recharge IDs and project codes.  (E) 

A-9 Manage special allocations from system-wide, Dean's Office, Provosts's Office, Faculty Diversity Office, Chancellor's Office, Recruitment and Retention faculty funds, Faculty Career enhancement fellowships, Teaching and Learning Center (TLC) mini-grants, Summer Session funds, Commencement funds, Faculty Support funding, Instructional Enhancement funds, Academic Senate grants, UC President's Postdoctoral Program funding and other intramural and extramural funding including budget preparation, fiscal control, reportage, projections, writing or submitting necessary paperwork to request additional funding and/or carrying forward of unexpended balances as needed. (E)

50%

Academic and Staff Personnel/Payroll Administration

B-1 Process all faculty actions using UCPath system such as new appointments, promotions, merits, sabbatical leaves, retirement and separation. (E) 

B-2       Assist Chair, CAO and faculty in the interpretation of policies and procedures as per the CALL and the Academic Personnel Manual. (E) 

B-3 Process faculty summer compensations and administrative stipends for Chair and for all faculty. Work with Dean's office on funding transfers. Coordinate with other departments on course buyouts. Process inter-location one-time payments for faculty from other campus via UCPath system. Process relocation for new faculty including overseeing vendor payments, reimbursements to faculty, and tracking of required documentation to APO. (E) 

B-4 Serve as Benefits Representative for faculty, student workers, and staff including interpreting eligibility criteria and policies, informing about the self-service UCPath Portal, benefits changes and open enrollment. (E) 

B-5 Supervise all functions of academic apprentice personnel processing appointments on UCPath sytem, quarterly fee remissions, fee deferrals and loan advances. Review student accounts to ensure all fiscal commitments are disbursed per award letter. Assist academic apprentice personnel in the interpretation of Graduate Division policies and procedures. (E) 

B-6 Prepare and process Postdoctoral Scholar's appointments including preparation of appointment paperwork/required documentation, submission to the Division of Graduate Education, processing appointment via UCPath system, serving as liaison with Division of Graduate Education and compliance with the Postdoctoral Scholar UC-UAW agreement contract and adhering the budget requirements of the funding source.  (E) 

B-7 Review and maintain Employee Records on UCPath system  to reflect current pay rates, range adjustments, merit increases and accuracy of coding and personnel data. (E) 

B-8 Design, implement and maintain secure filing and records systems. (E) 

B-9 Manage personnel files for staff including career staff, casual staff with limited appointment, student assistants, work-study students and research grant staff including supervision of hiring process and data entry/input of UCPath transactions for employment, leave of absence and separation. (E)  

B-10 Process annual career staff merit increases and/or special staff awards in compliance with HR guidelines and as per instructions from the College. (E) 

B-11 Work with CAO on all staff personnel requests and assist in in staff recruitment. Provide salary information and make recommendations on salary increases for support staff and student assistants. (E)  

B-12 Supervise payroll functions on a monthly and biweekly basis including reviewing time sheets, the input/entry of hours worked, request for off-cycle payments, check cancellation, overpayments, benefits usage, overtime payment and other payroll adjustments on UCPath Payroll system and UCPath-Time Reporting System. Resolve payroll-related problems. Serve as liason on behalf of employees to submit inquiries to UCPath Center. Serve as Point of Contact in communicating HR/Payroll within the department.  Review all Personnel Payroll Campus Data Warehouse (PP CDW) reports. Review payroll expenditures posted on the Cognos Distribution of Pay Expenditures Report and the UCLA Financial Web Reports. (E)

30%

Administrative Services

C-1 In conjunction with CAO, assign tasks related to bookkeeping, accounting, personnel and payroll activities to Administrative Assistant III and serve as Reviewer of transactions processed including UCPath payroll transactions, Purchase Orders, Accounts Payable/Invoices, Express reimbursements, Campus Recharges and other administrative transactions.  (E)  

C-2 Supervise on-line annual inventory of equipment and establishment and/or renewal of service contracts. (E) 

C-3       Work with CAO to on role assignment of Initiators and Reviewers of all UCPath transactions (HR Administrator, Pay Administrator, Leaves & Absences Administrator, General Ledger Administrator). Serve as back-up Departmental Systems Administrator (DSA). Work with CAO on access rights to departmental staff personnel. Grant access to DACSS functions. Review DACSS activities with CAO, audit Users Report. Promptly cancel access rights for separated employees and employees granted temporary access. (E) 

C-4 Collaborate with CAO on establishing and implementing departmental practices on retention and disposal of fiscal and payroll records. Consult and coordinate with Records Management Office prior to disposal. (E) 

C-5 Administer the Work-Study Program for undergraduate students and graduate students. Supervise job posting and recruiting. Review and audit time sheets. Comply with the Work-Study Program guidelines. (E) 

C-6 Manage the Faculty Club cards including application process, departmental control of annual membership fee and monthly recharges, transfer unallowable recharges to unrestricted funds to comply with University policies and procedures. (E) 

C-7  Supervise the entry/input of purchase requisitions and department orders on BruinBuy/PAC system; and reimbursements, travel vouchers on Express system. Read and review these transactions on Post Notification Notices (PAN). Authorize supplies and services. Verify accounts payable. Approve invoices. Resolve billing issues with vendors and Accounting Office. (E)

10%

Contracts and Grants

D-1 In conjunction with CAO, plan, prepare and generate buget for research grant proposals.Process and submit research grant proposals to the specifications of the contracting/ granting agencies. (E) 

D-2 Manage, organize and administer research grants resulting from these proposals including establishment of FAU, cost center and recharge ID, verification, ledger reconciliation, monitoring and control of expenditures; re-budgeting, reportage, projections, and budget proposals for renewals, extensions, and modifications. Prepare regular financial reports to inform Principal Investigators on fiscal status of grants. Obtain agency approval on budget changes. Review allowable costs. Assist faculty with certification of effort. Establish, implement and maintain internal policies and procedures for fiscal control to conform to awards. Interpret and enforce conformity to funding agencies' regulations and guidelines for monitoring, reporting and closing process (as required by the Office of Extramural Funding Management). (E) 

D-3 Manage, organize, and admister all gifts to the Regents and to the UCLA Foundation including fiscal control, reportage, verification of availability of funding, expenditure fund balances and generating online monetary of tranfers (MTF). Supervise processing of gifts and awards. Oversee recording of all donations, endowments, and all external funding raised from private donors and foundations.  (E)  

D-4     Supervise award transmittal forms to request disbursement of student awards and fellowships funded by gift and endowment funds including interacting with the Division of Graduate Education and the Financial Aid Office, and advising the recipients on restrictions and terms and conditions of awards. (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 related area and / or equivalent experience / training

Required

Legacy KSAs and Other Qualifications Demonstrated analytical skill in financial analysis, planning, budget preparation, management and administration.

Required

Knowledge of University accounting principles and practices.

Preferred

Skill in using complex databases and Excel.

Required

Knowledge of Academic and Staff Personnel policies and procedures.

Preferred

Knowledge of University payroll and benefits policies and procedures.

Preferred

Knowledge of contract and grant administration policies and procedures.

Preferred

Knowledge of University purchasing and travel policies and procedures.

Preferred

Knowledge of departmental record retention policies and procedures.

Required

Skill in understanding, negotiating, and analyzing information to formulate excellent fiscal practices, policies and procedures.

Required

Demonstrated oral and written communication skills. Interpersonal skills to effectively work with a wide range of constituents.

Required

Ability to work independently, establish priorities, accomplish goals and make decisions effectively.

Required

Working knowledge of UCLA systems.

Preferred

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:

1120 Rolfe 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 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.