Assistant Director, Business & Finance

FINANCIAL SVC ANL 2 CX (004754)

UCPath Position ID: 40113764

Position Description History/Status

For Reference ONLY - PeopleAdmin JA Number:

807320

Approved Date:

8/19/2026 1:47:31 PM

Date Last Edited:

8/19/2026 1:47:25 PM

Last Action Effective Date:

12/9/2014

Organization Details

Business Unit (Location):

LACMP

Organization Code:

6000O

Organization:

INTERCOLLEGIATE ATHLETICS              

Division Code:

5501D

Division:

INTERCOLLEGIATE ATHLETICS              

Department:

374500 - INTERCOLLEGIATE ATHLETICS

Position Details

UCPath Position Number:

40113764

Position Description ID

170143

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):

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:

40036742

Reports to Payroll Title:

FINANCIAL ANL SUPV 2

UCPath Department Head Position Number:

40713754

Department Head Payroll Title:

ATH MGR 4 BYA

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 the general supervision of the Assistant Athletic Director, Business and Finance, the Assistant Director, Business and Finance is responsible for managing key financial operations for the Department of Intercollegiate Athletics, with primary responsibility for departmental revenue and accounts receivable administration. The position serves as the department's primary point of contact for revenue-related activities, including invoicing, collection, reconciliation and reporting of revenue from a variety of internal and external sources. In addition, the Assistant Director oversees the transfer and reconciliation of UCLA Foundation gift and endowed funds, administers the department's Procurement Card Program, and supports departmental accounting, financial reporting, budget development, forecasting, fiscal close and audit activities. The position works collaboratively with departmental and campus partners to ensure financial transactions are accurate, timely and compliant with University, departmental, conference, state and NCAA policies and procedures.

Revenue and Accounts Receivable Administration

 • Act as department liaison regarding all anticipated and expected revenue for the Department of Intercollegiate Athletics. This includes invoicing, monitoring, collecting and reconciling department receivables from internal and external sources.

 • Work closely with the Assistant Athletic Director, Business and Finance and Executive Sr. Associate AD, Chief Business Officer to provide accurate revenue reporting and serve as primary departmental contact for all account receivable activities for an annual department revenue budget in excess of $150m from a variety of sources; ticket sales, sports, philanthropic gifts, campus administrative areas, camps/clinics, external corporate partners, championships, and other events,

45%

Revenue and Accounts Receivable Administration

 • Perform timely reconciliation of departmental revenue accounts and resolve discrepancies with appropriate internal and external parties.

 • Maintain and manage the department’s e-commerce storefront and reconcile payments to the correct revenue accounts in a timely manner.

 • Process interdepartmental and intercampus recharges, financial journals, and transfers utilizing the University Financial Services processes and current accounting standards.

 • Assist the Assistant Athletics Director, Business and Finance with annual campus and outside certifications - annual PCI assessment questionnaire, annual cash handling assessment, and others as needed.

 • Serve as a primary department resource for vendor onboarding and related University processes.

0%

Revenue and Accounts Receivable Administration

 • Manage assigned fiscal year-end closing activities including preparation and processing of accruals, deferrals, reconciliations and other entries necessary to ensure accurate and timely recording of departmental revenue and expenditures.

 • Work with other administrative and sport areas to create and effectively manage existing, new, or emerging revenue-generating activities.  

 • Assist the Assistant Athletic Director, Business and Finance in implementing internal policies and procedures for all aspects of the daily operation of the cash management and revenue collection for the department's business office.

 • Make recommendations for procedural improvements based on knowledge of University, NCAA, and Big Ten Conference policies and procedures, daily operations, and previous experience.

0%

Gift, Endowed, & Auxiliary Fund Administration

 • Work with the UCLA Foundation and Assistant Athletic Director, Business and Finance to update and reconcile gift funds and ensure that transfers are processed via Monetary Transfer of Funds system as needed.  

 • Manage the process of transfers from foundation funds to operating budgets via financial journals in a manner that improves cash performance of the department.  

 • Process annual endowments and scholarship transfers in coordination with development and compliance offices.  

 • Review gift funds quarterly to ensure appropriations and expenses are recorded correctly and make corrections when necessary.

15%

Department Procurement Card Program

 • Administer the department’s Procurement Card Program, including cardholder oversight, transaction review, reconciliation, approvals and compliance with University and departmental polices.   

 • Provide general oversight and guidance to all cardholders ensuring all University and Departmental policies and procedures are followed with each transaction.  

 • Confirm and reconcile all purchases made through Pcards with proper approvals, execution, and reconciliation.

 • Manage and approve the Pcard statements for select users in the Concur system.

10%

Accounting Responsibilities

 • Apply generally accepted accounting principles and understand department procurement methods (Bruin Buy Plus, Requisitions, Purchase Orders, Accounts Payable invoicing) to assist as needed.

 • Manage payment for department’s monthly cell phone, internet, and utility services.

 • Work with Athletics IT office to fully incorporate monthly cell phone expenses and keep strong records and filing system should questions arise by compliance, human resource, or university staff.  

 • Understand the university ledger and department’s internal financial portal to address for any concerns that may arise throughout the year.  

 • Review transactions within the University financial system to ensure that financial journals and recharges are processed appropriately.

10%

Capital Equipment Inventory Oversight

 • Serve as Equipment Inventory Custodian for the department.  

 • Control, maintain and monitor inventorial equipment during the life cycle of any capital assets in the department using the campus Asset Management System.

 • Collaborate with DIA staff to ensure that inventory information is gathered in a timely and accurate manner. Document all pertinent information throughout the process, including photos as needed.  

 • Record and report any changes in equipment and disposition transactions in the UCLA Asset Management System.

 • Assist with the sale or disposal of any inventorial equipment.  

5%

Financial Reporting, Budgeting & Reconciliation

 • Understand and utilize basic accepted accounting principles as well as the university and department websites to address concerns and perform all job tasks.  

 • Be familiar with all state, university, campus and department budget and auditing requirements to ensure that business processes are being executed effectively and efficiently.  

 • Develop and prepare Excel spreadsheets and reports as required by the Assistant Athletic Director, Business and Finance.  

 • Assist with the budget formation, departmental forecasting and anticipate any concerns to be communicated with Assistant Athletic Director, Business and Finance.

 • Have the ability to utilize department internal financial portal to generate reports and educate others on how to use independently.

5%

Financial Reporting, Budgeting & Reconciliation

 • Oversee the maintenance of departmental fiscal records and documentation according to University and state policies and current audit procedures in regards to revenue for the department.  

Assist in requested reporting by department, University, NCAA, Conference, and state.

0%

Administrative Responsibilities and Other Duties

 • Assist in the annual campus and NCAA audit process.  

 • Maintain office and department policies and procedures manual and update as needed.  

 • Other projects and reporting as assigned by the Assistant Athletic Director, Business and Finance and Chief Business Officer.

5%

Rules Compliance

 • Comply with all Federal, State, University and Department requirements established pursuant to Title IX, including the mandatory reporting requirements for a “Responsible Employee.”

 • The DIA is governed by the NCAA, Big Ten Conference, Mountain Pacific Sports Federation and University of California System.  The incumbent is required to comply with the applicable rules, regulations and policies of those organizations.

    ◦ Review and retain all rules compliance disseminated by the DIA Compliance office.

    ◦ Report all NCAA and conference violations.

    ◦ Sign the annual NCAA Certification of Compliance form.

    ◦ Complete the Athletically-Related Income form annually.

    ◦ Comply with California State Child Abuse & Neglect Reporting Act (CANRA) Law and adhere to mandatory reporting guidelines.

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 accounting, finance, business administration or a related field.

Preferred

Min. 3 years of progressive experience in accounting, finance, business ops or related area, or equivalent combination of 5 years of professional work experience in accounting, finance, business ops

Required

Experience with and ability to comply with University, Conference, and NCAA regulations.

Preferred

Working knowledge of generally accepted accounting principles and their practical application, including fund accounting, revenue recognition, accounts receivable, reconciliations and financial reporting.

Required

Demonstrated ability to manage and reconcile financial transactions and accounts with a high degree of accuracy, identify discrepancies, and resolve financial issues in a timely manner.

Required

Knowledge of financial controls, cash handling, purchasing, accounts payable, procurement card administration and other business and financial practices applicable to a complex organization.

Required

Demonstrated analytical skills and ability to interpret financial information, identify trends and issues, and contribute to budget development, forecasting and financial reporting.

Required

Strong proficiency with Microsoft Excel and demonstrated ability to effectively utilize financial systems, reporting tools and other business software applications to analyze, reconcile and report financial information.

Required

Ability to organize and prioritize multiple assignments, meet deadlines, and work accurately and efficiently in a fast-paced environment with frequent interruptions and fluctuating workloads.

Required

Ability to work independently, exercise sound judgment, identify and resolve problems, and determine when matters should be elevated to management.

Required

Strong interpersonal and communication skills with the ability to work collaboratively and effectively with a broad range of departmental, campus and external constituents.

Required

Demonstrated ability to clearly communicate financial information, policies and procedures to individuals with varying levels of financial knowledge and experience.

Required

Ability to understand, interpret and apply complex organizational policies, procedures and regulatory requirements to financial and administrative activities.

Required

Demonstrated ability to establish and maintain effective financial processes, internal controls, records and documentation in support of operational, audit and compliance requirements.

Required

Demonstrated written communication skills sufficient to prepare clear, concise and accurate financial reports, policies, procedures and professional correspondence.

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.

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:

JD Morgan Center, Los Angeles, CA 90095

Standing/Walking

X

X

Sitting

X

X

Bending/Stooping

X

X

Squatting/Kneeling

X

X

Climbing

X

X

Lifting/Carrying/Push/Pull 0-25 lbs

X

X

Lifting/Carrying/Push/Pull 26-50 lbs

X

X

Lifting/Carrying/Push/Pull over 50 lbs

X

X

Physical requirements other

X

Chemicals, dust, gases, or fumes

X

Loud noise levels

X

X

Marked changes in humidity or temperature

X

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.