Coordinator, Budget and Personnel

HR GENERALIST 3 (007596)

UCPath Position ID: 40065660

Position Description History/Status

For Reference ONLY - PeopleAdmin JA Number:

908819

Approved Date:

1/27/2026 4:22:39 PM

Date Last Edited:

1/27/2026 4:22:34 PM

Last Action Effective Date:

2/1/2024

Organization Details

Business Unit (Location):

LACMP

Organization Code:

8100O

Organization:

GRADUATE EDUCATION ORG

Division Code:

8110D

Division:

DIVISION OF GRADUATE EDUCATION DIV

Department:

530000 - GRADUATE EDUCATION

Position Details

UCPath Position Number:

40065660

Position Description ID

165255

UC Payroll Title:

HR GENERALIST 3 (007596)

Personnel Program

Professional and Support Staff (PSS)

Salary Grade:

Grade 22

Job Code FLSA:

Exempt

Union Code (Collective Bargaining Unit):

99: Non-Represented (PPSM)

Employee Relations Code:

F: All Others - Confidential

Employee Class (Appt Type):

2 - Staff: Career

Full-Time Equivalent (FTE)

1

SUPERVISION

UCPath Reports to Position Number:

40054725

Reports to Payroll Title:

FINANCIAL ANL SUPV 2

UCPath Department Head Position Number:

40051263

Department Head Payroll Title:

ADMIN MGR 2

GENERAL SUPERVISION - Indicates that the incumbent develops procedures for performance of variety of duties; or performs complex duties within established policy guidelines.

POSITION SUMMARY

Under the general direction of the Director of Budget and Personnel for the Division of Graduate Education (DGE), the Budget & Personnel Coordinator oversees payroll and personnel activities, including hires, reclassifications, separations, and transfers. This position serves as the primary liaison between DGE and CHR, including employee and labor relations, compensation, benefits, and payroll services, to address issues like grievances, layoffs, and disciplinary actions. Other key responsibilities include advising leadership and staff on HR policies, supporting recruitment processes, receiving and distributing confidential union materials, and collaborating with the Associate Dean/Chief Administrative Officer (AD/CAO) and Director to develop internal HR and DGE standard operating procedures.

Secondary duties include processing travel reimbursements and purchasing transactions, fund management, grant administration, and ensuring compliance with University, State, and Federal policies.

This position requires a combination of HR expertise, fiscal management skills, and the ability to work effectively with internal and external stakeholders to support operational excellence within the Division of Graduate Education.

The Division of Graduate Education is redefining how UCLA supports graduate students by building smarter systems, reducing administrative burden, and creating more equitable and efficient pathways for funding, academic progress, and success. As a campus-serving division, DGE partners with faculty, school leadership, and central administrative units to modernize policies, streamline processes, and use data and technology to improve both service delivery and student outcomes. The division supports more than 12,000 master’s, doctoral, and professional students across UCLA’s schools and divisions and plays a key role in advancing the university’s academic mission, research enterprise, and commitment to equity.

Personnel & Compensation Management

Manage and serve as the primary processor of personnel activities, including new hires, reclassifications, separations, and performance evaluations. Collaborate with CHR regarding employee and labor relations matters, compensation, benefits, and payroll services, to address issues like grievances, layoffs, disciplinary actions and compensation. Review/coordinate disability accommodations with Disability Management. Manage and process merit and incentive award programs. Oversee recruitment and hiring, including initiating and overseeing background checks and candidate references. Coordinate parking. Serve as Department Time Administrator. Administer FlexWork schedules. Work with senior leadership to design and implement staff Professional Development Program. Draft campus-wide job postings.

40%

Personnel Advisement

Advise leadership and hiring managers on personnel policies and procedures for various employee groups, including Senior Management, Management and Senior Professionals, Professional and Staff Support, represented staff, casual, and contract staff. Review and advise on all position descriptions; prepare and submit job requisitions to post open positions, manage distribution of applications, prepare reports, generate offer letters, and close job ads. Serve as department benefits coordinator. Advise on disciplinary actions with input from Employee & Labor Relations. Serve as department Human Resources Administrative Group representative. Generate HR and payroll reports and provide analysis for leadership to guide resource allocation.  Receive and distribute confidential union communications.

30%

Procurement & Travel

Process purchase orders and reimbursements using campus purchasing systems. Independently collaborate with Purchasing, General Accounting, Travel Accounting and/or directly with vendors to facilitate timely processing of all paperwork, payments, and delivery of goods ordered. Prepare and process travel requests/reimbursements to ensure documentation is complete and payment expedited.

15%

Fund Management, Analysis & Reporting

Provide budgetary fund management and analysis for the department. Utilize financial concepts and accounting principles to prepare financial analysis to provide insights and recommendations on existing operational systems, budgets, and policy.  Prepare internal and external financial transactions such as transfers of funds, recharges, deposits, salary cost transfers and non-payroll expenditure transfers. Maintain accounting files for audit acceptance.

5%

Policy & Procedure, Compliance

Maintain up-to-date knowledge of all policies and procedures, as they relate to staff and academic personnel, purchasing, and travel.

Work with IT to develop, design and curate new and updated internal HR, purchasing, and travel forms. Collaborate the Dean, Assoc. Dean/CAO, and Director of B&P to create and implement HR and DGE internal standard operating procedures. 

Manage staff compliance with UC required trainings and certifications.

Coordinate on-boarding and off-boarding activities with Information Technology (IT) and Operations and External Relations (OER) staff.

5%

Contracts & Grants

Develop and prepare budgets and submit proposals to support new funding initiatives. Prepare and submit close-out packages for expired extramural funds for the division. 

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

or equivalent education and experience

Required

Demonstrated skill in analyze information and problems, define objectives, identify key factors and patterns, and recommend effective solutions.

Required

Demonstrated ability to interpret and apply university policies and procedures regarding human resources, compensation, purchasing, and travel.

Required

Ability to establish and maintain cooperative working relationships with administrators, faculty, staff, and students.  Ability to engage effectively with persons of varied backgrounds, and to handle sensitive situations through effective listening, negotiation, diplomacy, and persuasion.

Required

Ability to exercise high-level of discretion and confidentiality regarding personnel and budgetary data information as well as confidential union communications within the framework of professionalism, empathy, and diplomacy.

Required

Ability to perform online post audits for all types of personnel and financial transactions.

Required

Skill in prioritizing assignments to complete work in a timely manner when there are changes in workload, changes in assignments, pressures of deadlines, competing requirements, and a heavy workload.

Required

Excellent verbal, interpersonal, and written communication skills. 

Required

Working knowledge of UCLA application programs: UCPath, iCIMS, JDXpert, Tracker I-9, TRS, BruinBuy Plus, SAP Concur, PAMS, ERS, Financial Web Reports, EPASS, and CDW Data Warehouse.

Preferred

Demonstrated ability to perform complex financial analysis and customized reporting. Proficient in using Excel for spreadsheet preparation, financial analysis, fiscal management, and generating financial reports. Extensive experience with Microsoft products such as Word, Excel, and PowerPoint.

Required

Demonstrated knowledge of University policies and practices related to compensation and human resources with ability to counsel employees regarding coverage, options and eligibility. 

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.

May be required to work occasional evenings and weekends.

Required

Required to work at least 6 hours per year at DGE special events.

Required

LOCATION AND PHYSICAL, ENVIRONMENTAL, MENTAL (PEM) REQUIREMENTS

Environment and Work Location Information

Environment Type:

Non-Clinical Setting

Location Setting:

Campus

Location:

Murphy Hall

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.