Finance Manager

FINANCIAL ANL 4 (007710)

UCPath Position ID: 40063957

Position Description History/Status

For Reference ONLY - PeopleAdmin JA Number:

602357

Approved Date:

7/22/2026 12:05:35 AM

Date Last Edited:

7/22/2026 12:05:27 AM

Last Action Effective Date:

2/15/2024

Organization Details

Business Unit (Location):

LACMP

Organization Code:

1300O

Organization:

LETTERS AND SCIENCE                    

Division Code:

1340D

Division:

L&S PHYSICAL SCIENCES                  

Department:

103500 - PROGRAM IN COMPUTING

Position Details

UCPath Position Number:

40063957

Position Description ID

169807

UC Payroll Title:

FINANCIAL ANL 4 (007710)

Personnel Program

Management and Senior Professional (MSP)

Salary Grade:

Grade 24

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:

40049196

Reports to Payroll Title:

ADMIN MGR 1

UCPath Department Head Position Number:

40040854

Department Head Payroll Title:

Academic Title

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.

005264

RSCH ADM 3 RP

1

005395

HR GENERALIST 2 CX

1

004767

FINANCIAL ANL 2 CX

1

POSITION SUMMARY

As a key member of the management team in the Department of Mathematics and Program in Computing (PIC), serve as Department Finance Officer. Under the general direction of the CAO, manage the Financial Services Office with responsibility for multiple funds including $30 million in operations, sales and service, summer revenues, gifts/endowments, and $20 million in state and federal contracts/grants. Duties include budget development and management, financial planning and forecasting, recharge cost recovery, fund management, and payroll/personnel for staff, undergraduates and graduate students (TAs, GSRs). Audit and establish internal standards and procedures for maintaining compliance with University Accounting and Payroll systems to include identification, organization, development, and training of staff on same. Interface with various UCLA administrative entities, especially the College of Letters and Science, as well as other campuses and universities in order to manage and resolve complex financial problems. Interpret policy and regulations both internal and agency driven, as well as provide analytical and administrative support to the CAO, the Department Chair, faculty, staff and students. Serve as departmental DSA and provide systems expertise to include the following systems: AIS, OASIS, UCPath, I-9 Tracker, Standard Register, PAN, MTF, TOF, QDB, BruinBuy+, DACSS, ECC, EPASS, PAMS, Concur, NSF Fastlane, Grants.gov, SRS, Adobe Acrobat Reader and Writer, MS applications Word, Excel, Access and PowerPoint. Recruit, hire, train and supervise Financial Services staff.

The UCLA Math department is a large department within the Division of Physical Sciences with approximately 50 ladder faculty, 26 staff members, 150 graduate majors, and 2000 undergraduate majors. The research program is significant and covers multiple fields: Algebra, Analysis, Combinatorics, Functional Analysis, Geometry, Logic, Number Theory, Probability & Mathematical Physics and Topology. Also, Computational Applied Math & Mathematical and Statistical Finance.

Manage Departmental Operating Funds

1. Project and manage the annual administrative budget, including general administrative support services, instructional allocations, Applied laboratory costs, facilities, department events, and research support. (E) 2. Manage special allocations for faculty recruitment & retention, graduate student recruitment, instructional equipment & technology, summer session revenue sharing and instructional enhancement income, gifts and endowments, and overhead return funds. (E) a. Initiate and submit operational budgets to CAO for final approval. Permanent annual budget currently totals approximately $12 million. (E) b. Perform day-to-day business and financial transactions, including review, audit, and approval of all expenditure requests and/or reimbursements via BruinBuy, PAC, DDF, and Npear systems with PAN. (E) c. Prepare on-line transfers to re-budget various cost centers and categories, including the permanent staffing budget. (E) d. Project, audit, approve, and reconcile payroll for departmental career and temporary staff, academic apprentice, general student hires, and academic payroll resources. Advise on correct payroll sources on permanent and temporary academic teaching budgets. Project, approve, and reconcile payroll for academic research staff, graduate students, and academic summer salaries. Work with payroll office to update and review monthly data and resolve discrepancies involving academic, student, and staff salary. (E) 3. Provide monthly in-depth analysis of expenditure trends. Prepare monthly or quarterly reports of faculty managed funding for distribution to faculty. Prepare ad-hoc statistical reports and analysis as requested by the Dean, Chair and/or CAO. (E) 4. Manage year-end fiscal close process. (E)

35%

PROVIDE MANAGEMENT OVERSIGHT TO CONTRACTS & GRANTS AND PURCHASING STAFF

1. Develop and implement department policies and procedures for day-to-day management of contracts and grants, including projections and analysis, monthly reporting, fund closeouts, cost sharing reports, overdrafts, and expense transfers. (E) 2. Establish best practices for department contract and grant management, including internal controls, timely reporting, cost accounting methods, and compliance requirements. (E) 3. Establish procedures to ensure fund managers are trained and knowledgeable in all aspects of contract & grant fund management. (E)

25%

MANAGE FACULTY RECRUITMENT & RETENTION, MATCHING FUNDS, UCLA REGENTAL AND FOUNDATION FUNDS

1. Coordinate and manage extramural matching funds, conference funds, and Dean's funds. Establish and oversee discretionary gifts, endowments, and fellowship funds. (E) a. Initiate procedures for establishing new UCLA Foundation and Regental Funds. Work with graduate and undergraduate chairs and counselors on the availability of funds for graduate recruitment, fellowships, awards and prizes.(E)   b. Oversee paper work process for all departmental gifts prepared and submitted by the Chair's Office.(E) c. Review and approve all expenditures on department and faculty gift funds, monitor balances for MTF preparation as required. (E) d. Advise Chairs and Faculty regarding fund policies and restrictions.(E) 2. Monitor annual Summer Session budget. Insure compliance with summer session policies and that expenditures do not exceed allocated budgets. Review and approve all salaries/benefits and expenditures on supplies. (E)

15%

DEVELOP, PREPARE, MANAGE THE SALES AND SERVICES INCOME UNITS

1. Develop and or assist with annual rate structures for sales and services income units: Math Diagnostic Testing Program (MDTP), Curtis Center, Olga Radko Math Circle, and departmental printing programs. Manage sales and service units that operate on a cost reimbursement basis: conferences, and services such as FAX, telephone, copier machines, laser printers, and the faculty center. (E) 2. Prepare and submit the annual Sales & Services budget. Review, approve, and submit monthly sales & services data. Update and submit annual updated fee structures as needed. (E) 3. Establish cost centers and/or project codes for various conferences, workshops, and colloquia. Develop electronic registration processes, approve wire transfers if requested, and prepare deposits for fee payments made by cash, checks, and credit card. Work closely with fund coordinators to manage expenditures and closeout out funds with zero balances. (E) 4. Oversee processing for departmental sales and service funds, including audit and review of fund activity for Manuscript and Editorial Sales, Math Diagnostic Testing Program (MDTP), Curtis Center, and administrative recharge services. (E)

15%

SUPERVISION

1. Directly supervise (2) Research Administrators who processes daily operations for contracts and grants. (E) 2. Directly supervise (1) HR Generalist 2 who processes Staff and Student payroll and time reporting.(E) 3. Directly supervise (1) Administrative Assistant 3 who process purchasing and travel, and support oversight of multiple funds. (E) 4. Oversight and review of Academic payroll and time reporting processes of (1) Academic HR Analyst 3 and (1) Academic HR Analyst 2 in Chairman's Academic Personnel office.(E) 5. Oversight, review, and provide systems training as needed for all financial transactions of career staff associated with Curtis Center Math Education Programs (MCPT, MDTP and CMP). (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

Advanced degree in related area and / or equivalent experience / training

Required

Bachelor's Degree

in related area and / or equivalent experience / training

Required

Demonstrated skill in financial analysis, planning and control, budgeting, preparation, administration and monitoring of a million dollar budget with multiple funding sources.

Required

Advanced working knowledge of accounting principles and computerized purchasing and accounts payable systems in a large University or higher education setting.

Required

Demonstrated experience with accepted accounting and business practices to provide guidance and direction in financial, contract and grant, payroll and time reporting, and administrative issues.

Required

Ability to use the University online financial systems/ledgers including PAC, TOF, OASIS, and OFSR. Skill in utilizing online financial systems, university ledgers and computer based applications to establish and implement computer based financial systems for fun reconciliation and analysis.

Preferred

Demonstrated experience in creating financial reports at the management level to perform trend analysis, forecasts, and accurately project ending balances.

Required

Skill in tracking and analyzing budgetary information and ability to use that information in making decisions and controlling expenditures. Ability to engage in long range planning.

Required

Knowledge of web-based systems and other computer related interfaces sufficient to learn new/existing initiatives, analyze and identify benefits/drawbacks, and train end users to a satisfactory level of proficiency.

Required

Ability to supervise the hiring, performance, and training of staff following university policy & represented employee contracts. Recognize abilities & strengths of subordinates to effectively utilize staff resources, provide direction & training, and establish rapport to create a team atmosphere.

Required

Excellent interpersonal skills with strong ability in negotiating and exchanging ideas, information, and opinions to formulate policies and procedures.

Required

Experience working independently, using sound judgment under competing demands; working effectively with faculty, university administrators, staff, and students in a large, complex organization.

Required

Skill in speaking clearly and distinctly, using demonstrated ability to communicate effectively to obtain and convey information to individuals at various organizational levels, and to groups of different sizes.

Required

Skill in writing clear, concise, logical and grammatically correct business correspondence, procedures, performance evaluations, analytical reports and recommendations.

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:

Math Sciences Building

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.