Senior Analyst, Library Business Services

RSCH ADM 3 RP (005264)

UCPath Position ID: 40060777

Position Description History/Status

For Reference ONLY - PeopleAdmin JA Number:

1111223

Approved Date:

3/19/2026 3:40:24 PM

Date Last Edited:

3/19/2026 3:40:13 PM

Last Action Effective Date:

4/1/2018

Organization Details

Business Unit (Location):

LACMP

Organization Code:

8300O

Organization:

UNIVERSITY LIBRARY

Division Code:

8310D

Division:

UNIV LIBRARY DIV

Department:

540000 - GENERAL LIBRARY

Position Details

UCPath Position Number:

40060777

Position Description ID

170797

UC Payroll Title:

RSCH ADM 3 RP (005264)

Personnel Program

Professional and Support Staff (PSS)

Salary Grade:

STEPS

Job Code FLSA:

Exempt

Union Code (Collective Bargaining Unit):

RP: Research and Public Service PR

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:

40065760

Reports to Payroll Title:

FINANCIAL ANL MGR 1

UCPath Department Head Position Number:

40065760

Department Head Payroll Title:

FINANCIAL ANL MGR 1

GENERAL DIRECTION - Indicates that the incumbent receives guidance in terms of broad goals and overall objectives and is responsible for establishing the methods to attain them. Generally the incumbent is in charge of an area of work, and typically formulates policy for this area but does not necessarily have final authority for approving policy.

POSITION SUMMARY

Reporting to the Director, Library Business Services (DLBS), the Senior Analyst, Library Business Services working with the Director of Library Business Services (DLBS), coordinates the development of the campus Budget Information Gateway (C-BIG) system annual budget for Contract and Grants, Gift and Endowment funds for all departments, and manages the staffing rosters for all funds, totaling over $80 million. Manages the library Pre-award budgets preparation and Effort reports for all library departments. Working closely with the Library's Principal Investigators (PI), project directors, and UCLA Office of Extramural Fund Management, administers post-award financial activities during the entire grant life cycle. Working closely with Library Development, library unit heads, and UCLA External Affairs Advancement Services, administers gift and endowment funds. Supports the library's extramurally funded projects and staff by communicating federal agency granting regulations and private foundation, UC and UCLA policies and procedures in extramural funds management. Maintains UCLA Library staffing roster for approximately 300 FTE academic and staff employees, tracking open provisions and executing the Library's turnover and salary savings plan. Assists unit heads and line fund managers in the financial administration of their sales and service funds, including assisting them in planning and implementing new sales and service opportunities related to the mission of the University Library. Oversees the monitoring and reconciling ledger activity and balances, resolving deficit spending, managing subcontracts, monitoring and reporting cost share commitments, interacting with the Office of Extramural Funds Management, identifying financial problems and recommending solutions.

The UCLA Library is one of the largest academic research libraries in North America, holding over 18 million titles, 14 million volumes, 4 million digital collections materials, and 500,000 moving image titles. It supports UCLA’s teaching, learning, and research mission through extensive collections, data services, equipment lending, study spaces, research consultations, and digital resources accessible on campus and online. As a system of multiple library locations, it preserves cultural heritage, curates unique archival materials, and leads open-access and digitization initiatives that provide global access to primary sources and scholarly knowledge.

The UCLA Library comprises more than 400 employees across 10 library locations and over 10 administrative units, with an annual operating budget exceeding $80 million.

Library Business Services (LBS) is a support unit of 8 career FTE and .50 FTE student assistants responsible for the UCLA Library's budget planning and analysis, accounting oversight, audit response coordination, insurance and risk management, purchasing, billing and accounts receivable, and funds management of state general funds, sales and service, contracts and grants, gifts and endowments, and library materials funds. The unit is also responsible for internal controls and systems access for business operations, and for reviewing and applying University policies and generally accepted accounting principles in library business practices.

Library Gift and Endowment Funds Budget Management

(dept 5400/5415)

1. Manages a complex portfolio of donor-restricted gifts & endowments, ensures expenditures comply w/donor intent/gift agreements, & Univ. policy. 2.Provides fund for new G&E/chartstring accuracy, & compliance w/campus financial controls.  3.Monitors available ledger balances. Reviews transactions for allowability, allocability, consistency w/donor restrictions. 4.Prepares UCLA Foundation monetary transfer forms & general ledger transfers of funds (TOFs) to appropriate monies for spending.  5.Prepares quarterly G&E financial reports for the UL, AULs, unitheads. 6.Coord.necessary TOFs & adjustments to resolve deficits or correct allocation errors. Assesses financial projections of new endowed positions, collections, or programmatic commitments. 7.Advises on risk mitigation strategies.

20%

FTVA Contracts and Grants Pre-Award and Post-Award Management

(Dept 0461)

1.Works closely with the FTVA PI and project managers to develop proposal budgets, including salary calculations, benefit rates, indirect cost (F&A) calculations, cost share commitments, and multi-year projections.  2. Reviews sponsor guidelines to ensure budget allowability, allocability and compliance.

3. Manages Notices of Award (NOAs) to ensure full understanding of award terms, budget restrictions, reporting requirements, and compliance obligations. 4. Coordinates with central offices to establish new FAUs and related project accounts; establishes cost share accounts as required and processes budget appropriations for cost share commitments. 5. Communicates award details and FAU information to PIs and project managers; provides guidance on allowable expenditures as needed.

20%

FTVA Contracts and Grants Pre-Award and Post-Award Management

(Dept 0461)- continued

 6. Generates and distributes quarterly ledger reports to PIs and project managers, including variance analysis and burn-rate projections. 7. Develops internal projections and forecasts to support responsible fund management and prevent deficits. 8. Manages and prepares Effort Reports for all FTVA grants; ensures timely certification and compliance with effort reporting requirements.  9. Serves as the primary contact for all FTVA Contracts & Grants matters with central offices (e.g., OCGA, EFM, AP, Compliance office).  10. Prepares closeout packages, ensures final financial reconciliation, and confirms all documentations are submitted for EFM’s review and approval.

0%

Staffing Budget Management

1. Balances and reconciles the staffing roster for approximately 300 FTE academic and staff employees on a monthly basis, ensuring alignment between authorized FTE, filled positions, funding sources, and approved budget allocations. 2. Prepares and processes Transfers of Funds (TOFs) and updates the staff position control system to reflect personnel actions, including hires, separations, reappointments, reclassifications, range adjustments, and funding changes. Documents the purpose, funding source, and permanent vs. temporary dollar allocations to support long-term salary planning and management of merit, range, equity, upgrading, and reclassification resources.

20%

Staffing Budget Management-continued

3. Reviews roster reports for automatic range adjustments and identifies positions not updated through campus payroll systems; coordinates with Academic Planning and Budget (APB) and Library Human Resources to secure and allocate appropriate funding adjustments as required. 4. Analyzes the fiscal impact of librarian and career staff 19900 merit increases, equity adjustments, stipends, and other personnel actions; compares projected costs against Chancellor-provided resources and central allocations. Obtains librarian merit projections from Library Human Resources and develops organizational salary forecasts for reporting purposes, including C-BIG and other campus-required financial submissions. 5. Develops and maintains multi-year salary projections incorporating turnover

0%

Staffing Budget Management - continued

5. Develops and maintains multi-year salary projections incorporating turnover assumptions, merit increases, benefit rate changes, and funding constraints to support strategic workforce planning and deficit avoidance. 6. Executes and monitors the Library’s turnover and salary savings plan; reconciles 19900 Sub 00 (academic), Sub 01 (career staff), and Sub 02 (limited, contract, and temporary academic titles) on a monthly basis. Reviews general ledgers and payroll expense reports to identify variances, deficits, or surplus balances on State funds and other funding sources.

0%

Staffing Budget Management - continued

7. Prepares temporary year-end Transfers of Funds to balance Sub 00, Sub 01, and Sub 02 salary accounts on State funds to meet campus fiscal closing requirements and avoid overdrafts.

8. Advises the Director of LBS on staffing affordability, funding sustainability, and potential financial risks associated with new hires, reorganizations, or compensation adjustments.

0%

Library Pre-award and Effort Reporting Management

1. Collaborates with the Library Development office, Library Principle Investigator (PI), project managers to develop detailed proposal budgets, including salary calculations, benefit rates, indirect cost (F&A) calculations, cost share commitments, and multi-year projections. 2. Applies appropriate indirect cost (F&A) rates and ensures correct fund source allocations. 3. Ensures compliance with federal, state, private grants, and corporate sponsor requirements.

4. Serves as primary pre-award liaison between Library PIs, Project Managers, Library Development office, Library Human Resources, and campus central offices as required.

15%

Library Pre-award and Effort Reporting Management-continued

5. Leads the development and refinement of Library Contracts & Grants Standard Operating Procedures (SOPs) on pre-awards. 6. Maintains current knowledge of evolving sponsor regulations and UC research policies. 7. Manages the Effort Reporting for all Library grants,and working closing with the UCLA ORA office to ensure a timely submission.

0%

Sales and Services Fund and budget management

(Dept 5415)

1. Oversees the accounting transactions (purchasing, non-payroll expenditure adjustment requests, payroll, etc.) of the Sales and Service and Net Revenue funds for appropriateness and conformance to budget for department 5415. 2. Assists unit heads and line fund managers in the financial administration of their sales and service funds, including assisting them in planning and implementing new sales and service opportunities related to the mission of the University Library. 

15%

Sales and Services Fund and budget management

(Dept 5415)-continued

3. Prepares comprehensive cost analyses by reviewing previous cost studies, utilizing statistical reports and interviews with department managers and staff. Drafts new and revised applications for sales and service funds at regular intervals for review by unit heads and final approval by University Librarian. Maintains current awareness of enterprise service trends in academic libraries and their applicability to the UCLA Library. 4. manages the overall financial activities for dept 5415.

0%

Budget Analysis, Ad Hoc Projects and Reporting

1. Oversees appropriations & spending of general funds. 2. Performs budget analyses & accounting on other fund types. 3. Participates in the annual Campus budget Information Gateway (C-BIG) budget submission to the Office of Academic Planning & Budget by forecasting spending on extramural funds & other funds. 4.Participates in developing training materials & making presentations to groups on spending extramural funds. 5. Generates Ad hoc reports for the Library. 6. Manages the LAUC & Library various prizes, tracking the expenses. 7. Processes Intercampus transfers & recharges. 8 Manages student awards & fellowships. 9 Assists DLBS/ADLBS w/projects. 10. Performs other duties as assigned.

10%

•

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, finance, economics, accounting or other related subject or equivalent practical knowledge of same.

Required

Demonstrated ability to analyze financial and other information to discover errors, identify problems, trends, practices and procedures, articulate concerns, formulate logical and objective conclusions and recommend solutions.

Required

Attention to detail with a consistent record of producing accurate work and independently verifying results to ensure compliance and integrity.

Required

Sound judgment and decision-making skills, with the ability to apply established policies and procedures appropriately in varied situations.

Required

Strong financial acumen and quantitative skills to perform accurate accounting functions and interpret complex fiscal information.

Required

Excellent oral & written communication skills to write concise, grammatically correct correspondence, analytical reports & other written materials, to explain & ensure compliance with regulations and guidelines, and to gather, interpret and reports.

Required

Outstanding organizational & analytical skills to manage multiple projects and perform efficiently & courteously in a fast-paced environment with a fluctuating workload, conflicting & competing priorities, and frequent distractions and interruptions.

Required

Demonstrated ability to respond effectively to questions from individuals & strong customer service orientation. Ability to initiate & maintain cooperative working relationships with co-workers, supervisors, & managers.  Ability to work harmoniously and as a team player, thrive in a team-based environment

Required

Ability to use discretion, tact and diplomacy regarding confidential matters.

Required

Demonstrated ability utilizing various tools to perform ad hoc querying from centralized financial systems.

Required

Expert working knowledge of MS Excel and Access to gather and analyze financial data and produce financial reports.

Required

Knowledge of UC and UCLA business and finance policies, procedures, and financial systems, especially QDB and CDW, and transactions for MTF, TOF, BruinBuy, C-BIG, ROR, ERS, PAMS, PTR, RAPID, NPEAR, PEAR.

Preferred

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:

Charles E. Young Research Library

Standing/Walking

X

Sitting

X

Bending/Stooping

X

Squatting/Kneeling

X

Climbing

X

Lifting/Carrying/Push/Pull 0-25 lbs

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.