Senior Manager Operations Accounting

GEN ACCOUNTANT 4 (007734)

UCPath Position ID: TBD_1000655

Position Description History/Status

Approved Date:

10/29/2026 6:33:45 PM

Date Last Edited:

10/29/2026 6:33:41 PM

Last Action Effective Date:

Organization Details

Business Unit (Location):

LACMP

Organization Code:

5000O

Organization:

ADMINISTRATIVE VICE CHANCELLOR         

Division Code:

5901D

Division:

ADMINISTRATION                         

Department:

340700 - FACILITIES FINANCIAL OPERATIONS

Position Details

UCPath Position Number:

TBD_1000655

Position Description ID

266701

UC Payroll Title:

GEN ACCOUNTANT 4 (007734)

Personnel Program

Professional and Support Staff (PSS)

Salary Grade:

Grade 23

Job Code FLSA:

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:

40065620

Reports to Payroll Title:

FINANCIAL ANL MGR 2

UCPath Department Head Position Number:

40065620

Department Head Payroll Title:

FINANCIAL ANL MGR 2

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.

005183

 FINANCIAL ANL 3 CX

1

POSITION SUMMARY

Under the general direction of the Director of Finance, the Senior Manager Operations Accounting is responsible for the strategic development, implementation, and oversight of a comprehensive financial reporting system, delivering advanced financial and operational analyses, and preparing regular and ad hoc reports for senior leadership, including the Director of Finance, the Associate Vice Chancellor of Facilities Management, the Administrative Vice Chancellor, the Office of Academic Planning and Budget, and the Chief Financial Officer. The incumbent plays a critical role in shaping the $340M+ annual operating budget, enhancing financial systems, and driving process improvements across Facilities Management. Additional responsibilities include formulating the Purchased Utilities budget and managing the Purchased Utilities recharge billing system (EnergyCAP).

The Senior Manager Operations Accounting supervises one FINANCIAL ANL 3 (Senior Administrative Analyst), delegating analytical tasks while maintaining accountability for high-level decision-making and financial strategy.

The Finance department supports Facilities Management and works in consultation with the Associate Vice Chancellor and Directors heading up each operating unit to monitor finances, control deviations, anticipate financial trends and initiate proactive responses. Finance has responsibility for overseeing over $340 million of expenditures. The annual fiscal responsibility includes facilities management, energy services, AVC office, space and other funds, with a division FTE of approximately 1,000. The department has responsibility for providing accounting and finance services to the employees of Facilities Management. The department is the primary financial liaison with the Administrative Vice Chancellor’s office and the Academic Planning and Budget office.

DEVELOP OPERATING BUDGETS FOR FACILITIES MANAGEMENT INCLUDING PURCHASED UTILITIES

•  Lead the preparation of the $340M+ annual operating budgets for Facilities Management, delivering comprehensive budgets for submission to the Office of Academic Planning and Budget’s (APB) Campus Budget Information Gateway (CBIG) platform, ensuring accuracy and compliance with institutional standards.

•  Plan and Execute recharge burden rates for labor, materials, and contracts, aligning with strategic financial objectives to optimize cost recovery and operational efficiency across Facilities Management accounts. 

•  Engineer the development and integration of detailed Purchased Utilities budgets, incorporating projected utility consumption, expense trends, and recharge allocations, collaborating with the Director, Energy Services, and the Director of Finance to ensure fiscal sustainability and alignment with market conditions. 

•  Analyze historical utility data and leverage predictive modeling tools (e.g., EnergyCAP, General Ledger QDB) to forecast Purchased Utilities expenses, integrating these projections into the annual operating budget and monthly financial status reports for proactive decision-making. 

•  Coordinate with department directors and the Associate Vice Chancellor to validate budget assumptions, reconcile variances, and present actionable insights during fiscal planning sessions, ensuring operational budgets support organizational priorities. 

30%

FINANCIAL REPORTING SYSTEMS

•  Research, design, and oversee a sophisticated financial reporting system to provide detailed, actionable insights into the $M Facilities Management operating budget, supporting decision-making by the Director of Finance, the Associate Vice Chancellor of Facilities Management, the Administrative Vice Chancellor, the Office of Academic Planning and Budget, and the Chief Financial Officer. 

•  Leverage advanced tools (e.g., Maximo, Kronos, Job History, General Ledger QDB, EnergyCAP) to produce monthly, year-to-date, and projected financial reports, integrating predictive analytics for revenue and expense trends.

•  Lead the preparation of complex ad hoc reports with strategic recommendations for the Director of Finance, the Associate Vice Chancellor of Facilities Management, the Administrative Vice Chancellor, the Office of Academic Planning and Budget, and the Chief Financial Officer addressing emerging financial challenges and opportunities. 

•  Partner with the Director of Finance and the Facilities Management Fund Manager to facilitate monthly fiscal strategy meetings with the AVC and department directors, presenting data-driven insights to optimize all funds under Facilities Management control. 

20%

PURCHASED UTILITIES BILLING AND REPORTING

•  Direct the operation and enhancement of the Purchased Utilities Billing System, leveraging EnergyCAP’s energy and sustainability management software to ensure seamless functionality, financial-grade accuracy, and streamlined utility billing.

•  Monitor utility consumption, expenses, and recharges using EnergyCAP’s Utility Management and Smart Analytics tools, proactively identifying and escalating irregularities—such as unexpected variances in energy performance or cost trends—to the Director, Energy Services, the Director of Finance, and other key stakeholders for timely resolution.

•  Develop and present monthly and year-to-date reports on actual and projected expenses, recharges, and OMP budget status to the Director, Energy Services, the Director of Finance, and other key stakeholders.

20%

FISCAL YEAR-END CLOSE AND MISCELLANEOUS DUTIES

•  Direct and execute fiscal year-end closing processes, overseeing the comprehensive cut-off of financial activity to ensure accurate recording of accruals, deferrals, inventories, and work-in-process, while coordinating efforts between Financial Management & Reporting and campus departments to facilitate precise annual financial reports; manage the transfer of income statement accounts to balance sheet accounts and oversee the post-close adjustment period (Period 13) to incorporate final financial statement adjustments as mandated by the Office of the President.

•  Conduct high-level ad hoc studies (e.g., shop rate conversion impacts, department-specific burden rates), delivering actionable insights to senior leadership.

•  Fulfill Post Authorization Notification (PAN) duties, ensuring timely review and approval of financial transactions posted to the General Ledger via UCLA’s web-based PAN system; respond to email notifications within two business days, accessing the secure PAN website to review and authorize records or updates, maintaining compliance with UCOP and UCLA standards. 

•  Serve as the backup Departmental Security Administrator (DSA) for Facilities Financial Operations, managing access to central administrative applications (e.g., DACSS); input inquiry, preparer, and reviewer roles as specified by the Chief Administrative Officer, maintain records of accountability delegations, review DACSS Query Database (QDB) and OASIS/DACSS data, submit System Access Requests (SARs) via ServiceNow for new logon IDs and Financial/Payroll QDB access, and suspend or delete user access as needed when personnel leave the department. 

15%

SUPERVISION OF FINANCIAL ANALYST

•  Supervise one FINANCIAL ANL 3 (Senior Administrative Analyst, UCPath Position ID: 40092166), providing strategic oversight and direction for advanced financial analysis, Purchased Utilities billing system management, and recharge rate development supporting multimillion-dollar budgets.

•  Manage hiring processes for the FINANCIAL ANL 3 position, ensuring recruitment of highly qualified candidates aligned with departmental goals.

•  Conduct performance evaluations for the FINANCIAL ANL 3, setting clear objectives, providing constructive feedback, and fostering professional development.

•  Assign and prioritize work assignments for the FINANCIAL ANL 3, ensuring alignment with organizational priorities and deadlines.

•  Oversee merit increases and reclassifications for the FINANCIAL ANL 3, recommending adjustments based on performance and market standards. 

•  Administer discipline and discharge processes for the FINANCIAL ANL 3 as needed, ensuring compliance with UCLA policies and procedures.

•  Resolve complaints and grievances raised by or involving the FINANCIAL ANL 3, facilitating fair and effective resolutions in accordance with PPSM guidelines.

10%

OPTIMIZATION OF RECHARGE REVENUE BILLING SYSTEM

•  Optimize the recharge revenue billing system to ensure accurate allocation and recovery of expenditures across Facilities Management operating accounts.

•  Collaborate with systems, payroll, operating directors, and accounting teams to strengthen the job cost accounting and billing system, ensuring seamless integration with Kronos, Maximo, and EnergyCAP.

•  Develop advanced recharge formulas to recover indirect operating expenses, maximizing financial performance.

•  Resolve complex billing discrepancies escalated from operational teams, ensuring accuracy and compliance.

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

1. Proven expertise in strategic leadership, team supervision, and fostering collaboration, with a demonstrated ability to drive consensus across diverse stakeholders to achieve organizational goals in complex, dynamic environments.

Required

2. Advanced proficiency in human resource management principles, including delivering constructive feedback, providing mentorship and counseling, resolving complex employee relations issues, and conducting comprehensive performance evaluations to optimize team performance.

Required

3. In-depth knowledge of accounting theories, principles, and practices, with specialized expertise in ensuring accuracy, and implementing robust financial controls.

Required

4. Advanced analytical skills in evaluating budgetary and expense data, diagnosing multifaceted problems, and developing sophisticated practices and procedures, coupled with the ability to produce detailed, actionable reports that identify trends, propose innovative solutions, and address underlying issues.

Required

5. Expertise in leveraging software tools, including the design and optimization of complex spreadsheets for data-driven comparative analysis to streamline processes and enhance decision-making.

Required

6. Exceptional ability to thrive under tight deadlines, adeptly prioritizing competing demands and delivering high-quality outcomes in high-pressure, multifaceted scenarios with strategic implications.

Required

7. Exceptional communication and interpersonal skills, encompassing the ability to craft persuasive, grammatically correct executive-level reports that distill complex data into clear recommendations, deliver precise and articulate oral communication in one-on-one settings to extract key information, explain intricate policies, and sway stakeholders toward strategic decisions, and employ diplomatic finesse to foster collaboration with senior leadership, staff, and external partners across all organizational levels to align efforts and accomplish shared goals.

Required

8.Advanced accounting and statistical expertise, including calculating intricate ratios, rates, and percentages, and conducting sophisticated analyses to support budgeting and forecasting, paired with comprehensive knowledge of fund accounting principles for compliance, transparency, and accurate financial reporting.

Required

9. Extensive knowledge of the University General Ledger system, with the ability to navigate, analyze, and optimize its use to support institutional financial operations and reporting.

Preferred

10. Specialized understanding of Facilities Management funding sources, including their restrictions, compliance requirements, and recordkeeping obligations, enabling strategic resource utilization and oversight.

Required

11. Strategic task and project management proficiency, prioritizing and executing assignments with precision, independently overseeing high-impact projects from inception to completion, and consistently meeting deadlines while aligning with organizational priorities and maintaining exceptional accuracy.

Required

12. Advanced academic credentials, such as a bachelor’s degree or higher in accounting, finance, or business administration (or equivalent experience), supporting a strong foundation in financial and operational expertise.

Required

SPECIAL REQUIREMENTS AND/OR CONDITIONS OF EMPLOYMENT

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

LOCATION AND PHYSICAL, ENVIRONMENTAL, MENTAL (PEM) REQUIREMENTS

Environment and Work Location Information

Environment Type:

Non-Clinical Setting

Location Setting:

Campus

Location:

Facilities Management

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

Other Mental Requirements

If "Mental demands other" was selected above, please explain:

Normal accounting field-related stress.

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.