Finance & Purchasing Analyst

FINANCIAL SVC ANL 2 CX (004754)

UCPath Position ID: 40060054

Position Description History/Status

For Reference ONLY - PeopleAdmin JA Number:

1136238

Approved Date:

3/18/2026 1:39:34 PM

Date Last Edited:

3/18/2026 1:39:29 PM

Last Action Effective Date:

10/4/2022

Organization Details

Business Unit (Location):

LACMP

Organization Code:

7000O

Organization:

VC STUDENT AFFAIRS

Division Code:

7300D

Division:

CAMPUS LIFE

Department:

373000 - CULTURAL & RECREATIONAL AFFAIRS

Position Details

UCPath Position Number:

40060054

Position Description ID

167441

UC Payroll Title:

FINANCIAL SVC ANL 2 CX (004754)

Personnel Program

Professional and Support Staff (PSS)

Salary Grade:

STEPS

Job Code FLSA:

Non-Exempt

Union Code (Collective Bargaining Unit):

99: Non-Represented (PPSM)

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:

40037511

Reports to Payroll Title:

FINANCIAL SVC ANL 3

UCPath Department Head Position Number:

40040928

Department Head Payroll Title:

FINANCIAL SVC SUPV 2

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

The Finance & Purchasing Analyst provides financial reporting and analysis and administrative support to the Business office. The incumbent reviews and prepares expenditures including low value orders, purchases and travel reimbursements, provides required documentation for contracts to Purchasing, prepares unit recharges and processes gift fund deposits with External Affairs Gift Services.  In collaboration with the Business Services Manager (BSM), the Finance & Purchasing Analyst will prepare financial projections and forecasts, review and reconcile ledgers for approximately 50 club-specific cost centers, identify ledger discrepancies and monitor expenditure and income transactions.  Working with the Business Services Manager, the Finance & Purchasing Analyst will assess office needs, introduce systems that promote efficiency and manage day-to-day administrative functions for the unit. Must have strong knowledge of Microsoft applications (Excel, Word, Outlook) necessary to develop reports and schedules. This position may also provide support to the Campus Life Divisional Office as well as other departments in the Division.

UCLA Recreation is a large department within the Division of Campus Life in Student Affairs with approximately 90 full-time career and contract and over 1,000 part-time employees. UCLA Recreation provides extensive access to a broad range of recreational activities and wellbeing services, and offers programming which encompasses the competitive, passive, social, cultural, and instructional aspects of recreational activity. In addition, the department manages 15 of the University's recreational and athletic facilities offering recreation, competition, and numerous multi-use options for student and university events.

Budget/Finance

 • Coordinate the processing of all program and unit expenses to include club, unit review and forwarding to appropriate department office. This includes the use of current University systems such as Bruin Buy, Travel Express, Recharges, NPEARs, TOFs, and MTFs to process payments, reimbursements, travel and gifts.

 • Process vendor invoices for payment and prepare employee reimbursements using BruinBuy Plus  and Travel Express (University online systems).

 • Review and process all travel requests submitted by club teams including purchase of airfare through UC Travel and reserving vehicles through Fleet Services.

 • Prepare requisitions for purchase orders by reviewing vendors' service proposals and working with BSM to complete documentation required for contract. Monitor status of unit's vendor contracts.

 • Research accounting issues and work with fiscal services and account payable officers to resolve accounting discrepancies.

 • Review and monitor 50+ cost centers and gift funds, reconciling both income and expense on a monthly basis.

 • Record and document revenue transactions, monitor income deposits to appropriate accounts and prepare income status reports.

 • Collaborate with BSM to coordinate the annual fiscal closing process, interfacing with internal departments to process year-end transactions.

 • Support financial reporting and analysis by reconciling and analyzing accounts; preparing financial schedules and reports.

 • Prepare on-going expense and income budget projections and variance reports.

 • Meet with clubs quarterly to review financials and budget to financial variances. Initiate recovery of expenses as appropriate.

 • Maintain critical finance and accounting reference files.

 • Support transaction processing for Campus Life Divisional Office and departments as needed.

60%

Administrative

 • Proactively implement and maintain administrative policies and procedures to facilitate office operations.

 • Evaluate and maintain daily operational needs of the unit, including assessing office space and identifying office equipment needs.

 • Work with Program Directors and Coordinators in the preparation and assembly of  manuals and guides. Suggest amendments to current guidelines to maximize effectiveness.

 • Compose correspondence, including communication to external vendors and general announcements to staff. Ensure all email and phone inquiries are returned in a timely manner.

 • Prepare meeting agendas, action items and summaries for administrative meetings; initiate appropriate action for follow-up.

 • Assist club officers in developing 1-year and 3-year financial plans for their club and assist them with the budget and review process.

 • Develop fiscal deadlines related to dues collection, submission of invoices and expense reports and monthly ledger reconciliation for club teams. Train club officers on process for depositing cash receipts, requesting purchases and travel and how to review university ledger statements. Provide guidelines on various procurement options.

 • Provide review and analysis on club team dues structure to align with the goals, objectives and budget parameters for each team. Recommend appropriate dues and payment schedule for each club.

 • Mentor students in the club officer or student employee role by delegating projects or challenging them to think of different outcomes through their actions.

 • Develop internal control process for acquiring, managing and storing Travel and Entertainment cards for club presidents/treasurers. Monitor monthly T&E card reports and resolve past due balances. Review and monitor card statements for fraudulent and delinquent activity.

 • Maintain confidential administrative files and handle processing of confidential materials with discretion.

35%

Other

Attend and participate in unit, department and divisional meetings.

Perform other duties as assigned.

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 related field and/or equivalent experience/training.

Required

 • Excellent interpersonal skills to establish and maintain cooperative, tactful and effective working relationships with coworkers, supervisor, University employees and external vendors

 • Experience interacting diplomatically with persons from a variety of social, cultural and economic backgrounds and perspectives in a high volume, continuous public contact setting to create and increase positive attitudes towards the University

Required

 • Ability to examine current processes and systems, and provide suggestions or initiate projects for improvement and/or streamlining.

 • Skill in analyzing information, problems, situations, practices and procedures to define the issue and formulate logical and objective conclusions, and identify alternatives and their implications.

Required

 • Demonstrated ability to handle confidential matters with tact and diplomacy and to maintain confidentiality of information as needed to protect the rights of individuals or the University.

 • Demonstrated ability to work independently with minimal direction, make independent judgments and/or decisions and discern when action of a higher level is required.

Required

 • Demonstrated skill in performing one's job under pressure of frequent interruptions, conflicting demands, changing priorities and heavy workloads while maintaining thorough attention to detail.

 • Demonstrated mathematical skills sufficient to calculate budgetary figures, use computations such as ratios, rates, and percentages applied to general categories (personnel costs, programmatic data, and overhead costs), and other financial information

Required

 • Skill and experience in financial management practices, including basic understanding of internal controls, sufficient to analyze transactions and activity, and to determine compliance with policies, regulations and terms

 • Skill in presenting information to small and large groups, in formal and informal settings

 • Skill in writing sufficiently enough to prepare accurate, understandable and grammatically correct correspondence, reports and training materials.

Required

Ability to respond to customer needs and expectations in a supportive and professional manner, with attention to promptness and a focus on solutions.

Required

Strong knowledge of word processing, spreadsheet and database application, including Excel, Word and Outlook

Required

Ability to understand the English language, grammar, and appropriate writing styles.

Required

Knowledge of university accounting, policies and procedures, as well as standard business practices, including accounts payable, university travel, purchasing, inventory control and forms

Preferred

Ability to work as part of a team and as a team leader to motivate others towards a common goal.

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.

Age Requirement: Candidate(s) must be 18 years or older to be eligible to be hired.

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:

John Wooden Center

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.