Associate Director, Financial Planning and Reporting

FINANCIAL ANL 4 CX (006347)

UCPath Position ID: 40060855

Position Description History/Status

For Reference ONLY - PeopleAdmin JA Number:

1103413

Approved Date:

9/18/2026 6:06:58 PM

Date Last Edited:

9/24/2026 7:41:43 PM

Last Action Effective Date:

9/1/2015

Organization Details

Business Unit (Location):

LACMP

Organization Code:

6300O

Organization:

EXTERNAL AFFAIRS                       

Division Code:

6310D

Division:

EXTERNAL AFFAIRS DIV                   

Department:

401500 - ADVANCEMENT SERVICES

Position Details

UCPath Position Number:

40060855

Position Description ID

170512

UC Payroll Title:

FINANCIAL ANL 4 CX (006347)

Personnel Program

Management and Senior Professional (MSP)

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:

40054370

Reports to Payroll Title:

FINANCIAL ANL MGR 1

UCPath Department Head Position Number:

40053713

Department Head Payroll Title:

FINANCIAL ANL MGR 3

DIRECTION - Indicates that the incumbent establishes procedures for attaining specific goals and objectives in a broad area of work. Only the final results of work done are typically reviewed. Incumbent typically develops procedures within the limits of established policy guidelines.

POSITION SUMMARY

The Associate Director, Financial Planning and Reporting, will support External Affairs' financial strategic plan under the guidance of the Senior Director by serving as the division's key budget and finance liaison. Serving as a technical lead, this position will develop, interpret and implement models for financial planning, resource planning and control of EA's budget and will analyze and prepare recommendations for financial plans, including resource allocations, future financial/budget requirements and forecasts. The Associate Director will maintain the division's multi-year budget model and will assist the Senior Director in the development of the annual allocation plan for External Affairs' $115M+ budget; and will manage the Division's approximately $95M compensation budget and $20M in programmatic expenses. This individual will track detailed revenue data, expense information reported by RCM codes, and record compensation information regularly using internal catalogs used to capture on-demand accurate reporting, as well as the UC campus systems including UCPath and CDW.  The Associate Director will review salary budget requests, allocate appropriately to the designated FAU, and will track detailed vacancies to ensure compensation salaries are accurately supported and reported.  In coordination with the Finance and Business Services team, the Associate Director will manage the year-end closing functions and submit annual budgets to APB using the CBIG system, and report semi-annually and on-demand requests to APB on budget projections. This individual will collaborate extensively with the Senior Director and the division business managers to track agreements and commitments.  They will create and produce queries and data tables to enable comprehensive and comparative budgetary, financial, usage and institutional analyses and reports, and report financial analysis to EA leadership. The Associate Director will establish and continuously re-evaluate processes to optimize efficiency and eliminate redundancies and inconsistencies; provide budget training for EA staff with budget responsibilities; and serve as the organization's budget expert. Working with a high level of independence and autonomy, the Associate Director will analyze and resolve complex financial and budgetary issues and will exercise judgment in selecting the appropriate methods, techniques and evaluation criteria for obtaining successful results.

Financial Planning and Analysis

1. Under the direction of the Senior Director, manage $115M+ External Affairs divisional budget, reviewing monthly summary and detailed transaction report to ensure financial integrity.

2. Extract and analyze financial information from multiple system sources, connect the data, reconcile, identify variances, and resolve discrepancies.

3. Provide lead management of External Affairs $95M+ compensation budget. Review and approve all hiring salary allocations for the Division.

4. Support leadership to monitor and track salary vacancies for all EA departments. Meet regularly with EA HR team and departmental business managers to review personnel budget data and provide detailed tracking of salary savings and overages.

55%

5. Verify and secure resources from different funding sources (Chancellor, Other Campus Units, Gift funds etc.). As directed by the Senior Director, submit transfers to adjust permanent and temporary budgets and make adjustments across funds/accounts to balance resources and commitments.

6. Monitor the use of appropriated funds. Manage the common fund recharge process and monitor the related expenses. Follow up as needed.

7. Act as conduit on distribution of funding from the Chancellor's Office to the departments for campus-wide operations and processes.

8. Responsible for forecasting, projecting liabilities, and appropriate funding using financial analytics and historical data to support final results.

0%

9. Develop annual allocation plan and mid-year adjustments as appropriate.  Provide multi-year forecasts as they apply to strategic initiatives and projects.

10. Analyze multi-year trends for each fund/account and make recommendations to the Senior Director and CAO on budget adjustments, as needed. Administer quarterly budget review process with the departments and submit reports to the Vice Chancellor's Office, as requested.

11. Analyze and monitor financial activity across the organization for compliance of university accounting hierarchy standards and proper movement across control points.

12. Under the direction of the CAO and Senior Director, submit year-end and ad-hoc reports to the Office of Academic Planning and Budget.

0%

13. Provide the organization with expert support for the year-end closing process following university guidelines, policies and procedures.

14. Identify areas of budgetary inefficiency and develop action plans for improvement.

15. Maintain data on salary agreements with the schools and other University units.  Initiate recharges for sharing of compensation expense.  Ensure payroll expense transfers are processed in accordance to agreements.

16. Evaluate existing organization-level policies/guidelines/business practices and recommend changes to maximize financial and/or other resource outcomes. Identify gaps in internal policies/guidelines/ practices and contribute to the formulation of efficiencies, optimize the financial infrastructure, and eliminate redundancies/inconsistencies.

0%

17. Coordinate the implementation of programmatic changes and budgetary measures as needed, to include administration of budget cuts and deficit reduction plans.

18. At the direction of the Senior Director and CAO, provide alternative models and assess the impact of different scenarios to support decision-making process.

19. Serve as lead expert for the Division’s annual CBIG submission to APB, and prepare supporting information that validates budget submission.

20. Coordinate with department managers, including fund managers, on fiscal assumptions and procedures. Provide oversight and guidance to department budget liaisons on their budget input process.

0%

21. In collaboration with the Senior Director and CAO, monitor and enforce campaign expense policies and procedures.  Develop methods for effectively tracking and reporting financial data related to campaign initiatives or other set project priorities.

0%

Data Management and Financial Reporting

1. Maintain External Affairs chart of accounts and sustain a uniform standard across departments.  Evaluate account structuring needs and update changes throughout the year. 

2. Maintain and enhance EA’s process system of reporting real-time reports obtained from the UCLA financial ledger.  Reports will include actual and encumbered expense data appropriation, actual and projected program and compensation information.

3. Produce monthly budget to actual reports by fund and accounts, and identify discrepancies, budget overage risks, and offer solutions

40%

4. Manage day-to-day data information using UCPath, CDW, QDB, and other internal systems to create comprehensive financial reports and produce PowerPoint presentations to showcase EA’s budget profile to EA and campus leaders, APB, UCOP, and other financial groups.

5. As requested by leadership, develop and maintain supplementary workbooks, to support division-specific record keeping and reporting needs that incorporate key measures used for the division.

6. Develop and maintain queries and data tables to enable comprehensive and comparative budgetary, financial, usage and institutional analyses and reports.

0%

7. Build complex queries against multiple sources to include the university data warehouse (QDB), campus data warehouse (CDW), UCPath, and local data tables and servers. Determine how best to extract and manipulate data elements downloaded to derive new measures or report on an activity in the most coherent way.

0%

Institutional/ Organizational Support

1. Provide support of the financial training program, specifically for EA staff members with a budgetary role. Assist with curriculum design, development of teaching guides and participate in training sessions, as needed for key topics that include: the monthly budget reconciliation process, mandatory review of transactions, and overview of UCLA general accounting tools.

2. Audit selected departmental financial activities to ensure compliance with UC, UCLA and External Affairs policies.

3. Draw on precedents and similarities in other departments, to assist departments in solving complex issues that arise.

4. Provide technical guidance to divisional business managers departments on procedures, online financial reports, and QDB data downloads.

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

Preferred

Minimum of four years of prior accounting, budget or related financial experience to include advanced knowledge of accounting, budgetary and finance principles, policies, practices and systems.

Required

Demonstrated skill in budgetary analysis and to assess financial information, practices and procedures, anticipate problems, formulate logical conclusions, develop alternative solutions, make recommendations to implement change.

Required

Demonstrated skill in budgetary analysis and control including reconciliation of ledgers, monitoring and projection of expenditures.

Required

Advanced knowledge and understanding of internal control practices and their impact on protecting university/organizational resources.

Required

Strong analytical and critical thinking skills and attention to detail; ability to identify, collect and analyze data from multiple sources and independently perform complex data analysis using advanced quantitative reasoning.

Required

Equal ability to work collaboratively within a team or independently under minimal supervision; skill in organizing time and resources systematically to optimize efficiency and complete assignments.

Required

Advanced ability to effectively present complex financial information both verbally and in writing in a clear and concise manner.

Required

Advanced interpersonal skills with the ability to establish and maintain cooperative working relationships. Proven track record of excellent customer service.

Required

Ability to maintain high level of confidentiality and properly handle sensitive information/situations.

Required

Skill in evaluating and setting priorities and adapting to changing needs and objectives within departmental and university/organizational time constraints in a high-volume environment.

Required

In-depth ability to use multiple spreadsheets, database and  software tools to gather data for specialized, complex financial analysis, fiscal management and financial reports.

Required

Thorough knowledge of UCLA's financial systems and UCLA purchasing and general accounting policies and procedures.

Preferred

Demonstrated knowledge of university personnel policies and procedures is preferred as is basic knowledge of salary funding practices.

Preferred

SPECIAL REQUIREMENTS AND/OR CONDITIONS OF EMPLOYMENT

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

Ability to work evenings and/or weekends as needed.

Required

LOCATION AND PHYSICAL, ENVIRONMENTAL, MENTAL (PEM) REQUIREMENTS

Environment and Work Location Information

Environment Type:

Non-Clinical Setting

Location Setting:

Non-University Setting(s)

Location:

Wilshire Glendon Offices

Standing/Walking

X

Sitting

X

Bending/Stooping

X

Squatting/Kneeling

X

Climbing

X

Lifting/Carrying/Push/Pull 0-25 lbs

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.