Sales and Service Analyst

FINANCIAL SVC ANL 2 CX (004754)

UCPath Position ID: 41266653

Position Description History/Status

Approved Date:

10/1/2026 2:20:37 PM

Date Last Edited:

10/1/2026 2:20:32 PM

Last Action Effective Date:

Organization Details

Business Unit (Location):

LACMP

Organization Code:

2100O

Organization:

DENTISTRY                              

Division Code:

2110D

Division:

CLINICAL                               

Department:

135000 - DENTISTRY

Position Details

UCPath Position Number:

41266653

Position Description ID

264454

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:

41064572

Reports to Payroll Title:

FINANCIAL ANL 4

UCPath Department Head Position Number:

40061708

Department Head Payroll Title:

DEAN

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 Sales and Service Analyst provides administrative and financial support for the UCLA School of Dentistry's Sales and Service activities, including Continuing Education (CE) and Extension programs.   

The finance portion manages the financial activities associated with Sales and Service programs, including preparation and maintenance of UCLA Sales and Service Rate Worksheets, coordination of required approvals, collaboration with campus accounting on markup and overhead requirements, monitoring revenue and expenses, reconciliation, reporting, and financial analysis. The CE portion of the position coordinates course registration and participant services, course preparation and logistics, course records, materials and supplies, and communications with enrollees, faculty, instructors, vendors, and staff.

The position requires strong organization, accuracy, customer service, financial aptitude, and the ability to manage multiple activities and deadlines independently while working within University policies and procedures.

The caliber of our faculty, staff, and student dentists helps foster a dynamic environment, focused towards the future. Along with our passion and dedication to be among the best in the world, UCLA Dentistry is truly unique. As part of a world-renowned research university, combined with excellent educational programs and clinic training, we believe this is where leaders are made.

SALES AND SERVICE FINANCIAL ADMINISTRATION AND ANALYSIS

1. Manage and coordinate financial activities associated with School of Dentistry Sales and Service programs, including Continuing Education courses, Extension courses, and other assigned Sales and Service activities.

2. Coordinate the submission of the UCLA Sales and Service Rate Worksheet for applicable programs and activities.

3. Coordinate the rate review and approval process. Prepare supporting documentation and obtain required approvals from department Chairs and other School or University officials.

4. Work with campus accounting and appropriate central administrative offices to complete the reconciliation process including the submission of mark-up and overhead Sales and Service forms.

5. Monitor Sales and Service rates and financial activity to ensure approved rates are appropriately applied and activities remain consistent with University requirements.

6. Track and analyze revenue and expenses for Continuing Education, Extension, and other Sales and Service activities. Maintain detailed financial records and supporting documentation for assigned programs.

7. Reconcile financial transactions to University financial systems and reports. Research discrepancies and coordinate corrections or adjustments as necessary.

8. Prepare invoices, billing information, payment summaries, journal entries, recharges, and other financial transactions associated with Sales and Service activities, as applicable.

9. Monitor course and program revenue, expenses, and financial performance. Compare actual activity against approved rate assumptions and identify significant variances or trends requiring review.

10. Prepare periodic financial reports and summaries for management, program leadership, Chairs, and other stakeholders.

11. Maintain organized documentation supporting Sales and Service rate calculations, approvals, revenue, expenditures, financial transactions, and reconciliations.

12. Assist with fiscal year-end activities for assigned Sales and Service accounts.

13. Review financial documentation for accuracy, completeness, appropriate authorization, and compliance with University policies and procedures.

14. Provide financial information and analysis to assist program leadership in evaluating course pricing, program costs, revenue generation, and the financial sustainability of Sales and Service activities.

55%

CONTINUING EDUCATION COURSE SUPPORT

1. Coordinate registration activities for Continuing Education courses and programs, including processing and monitoring registrations, maintaining enrollment records, preparing course rosters, and ensuring accurate participant information.

2. Serve as a primary point of contact for CE course enrollees. Respond to telephone and email inquiries regarding registration, course schedules, course requirements, payments, cancellations, refunds, continuing education credit, and other participant questions.

3. Maintain accurate course registration, attendance, completion, and related records. Process participant confirmations, notifications, and other course-related communications.

4. Assist with processing course cancellations, transfers, and refunds in accordance with established policies and procedures.

5. Communicate with faculty, instructors, participants, staff, vendors, and members of the dental community regarding upcoming courses, registration matters, and program requirements.

6. Assist with preparation and review of course information and other participant-facing materials to ensure information is accurate and consistent with program records.

25%

CONTINUING EDUCATION COURSE LOGISTICS

1. Prepare for Continuing Education courses and programs in coordination with program staff, faculty, and instructors. Prepare course materials, handouts, rosters, signs, name badges, attendance documentation, and other materials necessary for course delivery.

2. Coordinate course logistics, including classroom and facility preparation, participant check-in, instructor needs, supplies, equipment, and other operational requirements.

3. Order and maintain supplies and materials required for Continuing Education courses and related program activities. Coordinate with vendors and University purchasing resources as necessary.

4. Provide on-site administrative support for courses as needed, including registration/check-in and responding to instructor and participant needs. Some courses may require work outside normal business hours and/or on weekends.

5. Maintain organized electronic and/or physical records related to courses, registration, attendance, participant communications, and supporting documentation.

6. Identify administrative issues affecting course delivery and work with appropriate staff to resolve registration, payment, participant, supply, and logistical issues.

20%

•

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

Bachelor's degree in business administration, accounting, finance, public administration, or a related field and/or equivalent combination of education and experience.

Preferred

Demonstrated ability to manage administrative and financial responsibilities simultaneously, prioritize competing assignments, and meet established deadlines.

Required

Strong organizational, analytical, and problem-solving skills, with demonstrated attention to detail, accuracy, and sound judgment.

Required

Demonstrated mathematical, accounting, and budgeting skills sufficient to review revenue and expenses, perform reconciliations, identify discrepancies, and analyze financial activity.

Required

Proficiency with Microsoft Office applications, particularly Excel, for financial analysis, reconciliation, reporting, tracking, and data management.

Required

Demonstrated ability to learn, interpret, and apply policies, procedures, guidelines, and financial requirements.

Required

Strong written, verbal, and interpersonal communication skills, with the ability to communicate effectively and professionally with faculty, staff, participants, vendors, and University administrative offices.

Required

Demonstrated customer service skills and the ability to respond tactfully to inquiries, resolve registration and payment issues, and support course-related activities.

Required

Ability to work independently, maintain accurate records, perform detailed data entry and financial transactions, and handle confidential or sensitive information with discretion.

Required

Ability to manage multiple projects and assignments concurrently and work occasional evenings and/or weekends to support Continuing Education courses.

Required

Knowledge of UCLA or University of California financial policies, accounting practices, administrative procedures, and Continuing Education program operations.

Preferred

Experience with UCLA financial systems and reporting tools, including University ledger reconciliation and financial report preparation.

Preferred

Experience administering Sales and Service activities, rate calculations, and the UCLA Sales and Service Rate Worksheet, including rate development, markup, overhead, and approval requirements; experience in an academic, higher education, healthcare, or similarly complex environment.

Preferred

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.

COVID and Flu Vaccinations: The position is subject to providing evidence of inoculation.

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:

School of Dentistry

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.