Assistant Director of Campus Budget Services

FINANCIAL ANL 5 (000216)

UCPath Position ID: 40045067

Position Description History/Status

Approved Date:

7/24/2025 1:11:36 PM

Date Last Edited:

7/24/2025 1:11:33 PM

Last Action Effective Date:

Organization Details

Business Unit (Location):

LACMP

Organization Code:

6400O

Organization:

VICE CHANCELLOR/CHIEF FINANCIAL OFFICER

Division Code:

6410D

Division:

ACAD PLNG & BUDGET DIV

Department:

381500 - ACADEMIC PLANNING & BUDGET

Position Details

UCPath Position Number:

40045067

Position Description ID

242816

UC Payroll Title:

FINANCIAL ANL 5 (000216)

Personnel Program

Management and Senior Professional (MSP)

Salary Grade:

Grade 25

Job Code FLSA:

Exempt

Union Code (Collective Bargaining Unit):

99: Non-Represented (PPSM)

Employee Relations Code:

A: Manager - Not Confidential

Employee Class (Appt Type):

2 - Staff: Career

Full-Time Equivalent (FTE)

1

SUPERVISION

UCPath Reports to Position Number:

40069491

Reports to Payroll Title:

Financial Analyst Manager 1

UCPath Department Head Position Number:

40055739

Department Head Payroll Title:

ADMIN MGR 4

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

The Assistant Director (AD) in the Office of Academic Planning and Budget (APB) at UCLA plays a pivotal role in supporting the Director, AVC and campus senior leadership by delivering objective, accurate, and timely data and analyses to inform strategic decision-making. As a technical leader with deep expertise in higher education financial planning and analysis, the AD operates with a high degree of autonomy and is expected to resolve complex issues through creative and effective solutions.

Key responsibilities include:

• Leading the development and implementation of financial strategies, policies, and resource planning initiatives.

• Conducting in-depth analysis and providing analytical support for highly complex budget scenarios.

• Conceiving and designing new financial models, reports, and tools to support execution of campus budget policies, procedures and internal budgetary controls

• Summarizing and presenting recommendations for complex financial plans to the Director and AVC

• Collaborating directly with campus constituents to address questions and ensure alignment with campus budget policies and procedures.

The AD is a strategic thinker and problem solver who thrives in a dynamic environment and contributes to the university's mission through innovative financial stewardship.  As a member of the Campus Budget Services team, the AD reports to the Director of Campus Budget Services and is responsible for administering and analyzing UCLA's budget operations. This includes:

• Managing daily operational budget tasks and approvals.

• Developing and implementing financial reports.

• Monitoring internal controls and ensuring compliance with federal, state, and university policies.

• Providing analytical support for complex budgetary issues and participating in fiscal year-end activities.

• Engaging directly with campus stakeholders to support understanding and any progress needed to align with campus budget policies and procedures.

The AD also plays a key role in developing new reporting tools and financial models and contributes to the university's long-term financial planning and operational excellence.

The Office of Academic Planning and Budget advises the VCCFO and Executive Vice Provost regarding academic and budgetary planning issues and allocation of campus resources, including issues involving students, faculty, staff, space, and university finances. The office also manages the key campus planning processes and data sets that support these decisions, and performs a central role in UCLA's systems of internal control and accountability.

Strategic and Financial Analysis

 • Serve as staff to campus decision-making and advisory committees addressing fiscal and budgetary policies.

 • Perform special studies involving quantitative analysis and complex fiscal data, for presentation to Director and other campus senior staff involving teamwork and coordination with other groups on campus or at OP (e.g. Campus staffing data, reconciliation of Chancellorial funding sources, campus adherence to budget policies and internal controls).

 • Conduct appropriate issue- and data-oriented analyses including writing comprehensive critiques of existing internal controls and budgetary policy.

 • Conduct in-depth financial audits and establish protocols for maintaining historical budget and financial records.

 • Draw supportable conclusions from varied controversial, issue-related data.

 • Prepare problem statements, analysis and solutions for presentation to Director, AVC, campus and executive staff.

50%

Budget Administration

 • Demonstrated ability to quickly learn and master a variety of administrative systems and tools used by APB to manage campus resources.  This includes possessing a solid understanding of these data within these system (e.g. Campus Commitment System, Transfer of Funds System, Allocation Database and Permanent Budget System). 

 • Serving as an internal consultant for campus organizations, interact with appropriate staff, managers, and advisory committees across campus to communicate campus policy or budgetary process updates along with guidance on financial performance, trade-offs, and risk assessments.

 • Lead initiatives to ensure compliance and financial integrity related to central revenue allocations and budget policies which involves collaborative coordination with other senior staff across campus.

 • Establish and enforce campus financial policies for the administration of central resources, managing both short-and long-term planning. 

 • Spearhead data-driven insights and policy recommendations for campus-wide budget administration policies that supports financial accountability and efficiency. 

 • Analyze campuswide data for effective use of resources to achieve University strategic goals and objectives.

 • Supervise the reconciliation of the Chancellor’s resources to ensure accuracy and compliance with university and systemwide policies

 • Provide high-level strategic oversight for campus-wide financial transfers, ensuring compliance.

 • Establish university-wide documentation for APB on budget processes and reporting.

 • Develop budget training documents for financial professionals and department leaders across UCLA.

 • Provide additional information as requested from other APB teams, campuses and OP.

35%

Recommendations for Executive Management

 • Research background information on issues, and identify and describe alternative positions and their supporting rationales.

 • Research current practices, identify possible alternative policies and procedures and conduct feasibility studies to explore effectiveness of proposed alternatives.

 • Specify how changes will impact University, campus, or college/school/administrative units, both quantitatively and qualitatively.

 • Provide recommendations through clear and concise analysis, and provide support whenever senior executive staff has not already developed a position on an issue.

 • Draft appropriate documents for Director and AVC.

 • Participate in meetings, and write correspondence and concise analytical summaries necessary to facilitate communication of budget issues.

 • Communicate both verbally and in writing with all levels of financial staff on campus.

 • Identify consultation process required to coordinate policy change, and coordinate change process.

15%

•

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

Advanced degree, preferably in economics or business, or in related area and / or equivalent combination of education and experience / training.

Required

Significant experience with a financial system (preferably in a higher education environment) to compute transactions, analysis, interpret ledgers, and advise staff.

Required

Ability to perform review of financial trends in order to identify key drivers along with risks and opportunities.

Required

Strong analytical skills to develop creative, creditable solutions and recommendations with the ability to create concise and comprehensive financial summaries that also display analysis and proposed solutions for presentation to Director, AVC, and Executive Leadership.

Required

Knowledge of fund accounting and the knowledge, skills, and ability to be self-directed and to work both independently and collaboratively with teams with colleagues from a wide range of backgrounds.

Required

Demonstrated skill in using computer software to facilitate budgetary, programmatic and financial analysis, including a strong ability to use desktop database systems, query languages and tools, as well as MS Excel, Word, and PowerPoint.

Required

Demonstrated skill in application of database software for the research and retrieval of data.

Required

Skill in writing concise, logical, and grammatically correct correspondence and reports.

Required

Strong platform skills to make presentations to diverse groups at every organizational level.

Required

Demonstrated skill in answering employee questions regarding budget or financial issues with the ability to handle sensitive, confidential information and requests with judgement and tact.

Required

Working knowledge and experience balancing UC Academic and Staff Rosters, and a clear understanding of the UC Staffing process.

Preferred

Knowledge of concept of General Fund, Fee Funds, Overhead Funds, Agency Funds, Endowment Funds, and Sales and Service Funds, and others, as well as the University policies and procedures related to the use of these funds.

Preferred

Demonstrated knowledge of Campus administrative units and their services, roles and responsibilities; ability to engage them appropriately to obtain needed information and services.

Preferred

Experience with University online Financial Systems such as UCLA Financial Web Reports, UCLA Document Direct, ASR System, Consolidated Gift Fund Reports, Transfer of Funds.

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.

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.