Financial Services Manager

FINANCIAL SVC SUPV 2 (004631)

UCPath Position ID: 40047637

Position Description History/Status

For Reference ONLY - PeopleAdmin JA Number:

601540

Approved Date:

3/24/2025 3:23:42 PM

Date Last Edited:

3/24/2025 3:23:38 PM

Last Action Effective Date:

1/1/2021

Organization Details

Business Unit (Location):

LACMP

Organization Code:

1300O

Organization:

LETTERS AND SCIENCE

Division Code:

1340D

Division:

L&S PHYSICAL SCIENCES

Department:

100000 - PHYSICS & ASTRONOMY

Position Details

UCPath Position Number:

40047637

Position Description ID

169740

UC Payroll Title:

FINANCIAL SVC SUPV 2 (004631)

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:

C: Supervisor - Not Confidential

Employee Class (Appt Type):

2 - Staff: Career

Full-Time Equivalent (FTE)

1

SUPERVISION

UCPath Reports to Position Number:

40056567

Reports to Payroll Title:

ADMIN MGR 2

UCPath Department Head Position Number:

40056567

Department Head Payroll Title:

ADMIN MGR 2

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.

7709

Finance Analyst 3

2

6206

Research Admin 3

3

6205

Research Admin 2 - CX

1

7376

Admin Ofcr 2 - CX 7376

1

4722

AAIII

1

POSITION SUMMARY

Serve as the Financial Services Manager in the Department of Physics and Astronomy. Under the general direction of the Chief Administrative Officer (CAO), the Financial Services Manager has independent responsibility for the operations of the department finance business office. The Financial Services Manager independently resolves complex problems, creates procedures, defines and implements new policies, coordinates financial forecasting documentation, and assists in complex, long-range planning. Under the general direction of the CAO, the incumbent identifies and solves managerial and/or operational problems related to all areas of responsibility, including financial management, budget development and management, pre-and post contract and grant administration, management and development of automated business systems, and management of the Business Office. The incumbent is expected to fully analyze problems, gather data and information, find and evaluate alternative solutions, and make recommendations, requiring independent judgment. The Financial Services Manager is responsible for interpreting and implementing university, state, federal and sponsor policies to ensure compliance. The Financial Services Manager is to work with various UCLA administrative offices, especially the College of Letters and Science, to manage and resolve complex problems. Special projects may be assigned, as needed to provide analytical support to the Dean's Office, the Department Chair, CAO and faculty.

The Financial Services Manager is responsible for the Department's financial operations totaling $65M, including approximately $25M departmental funds, $40M contract and grant funds, as well as personnel budget management for academic, staff, postdocs and approximately 200 graduate students.

The Department of Physics and Astronomy consists of faculty, undergrads and graduate students, academic researchers, scientists, staff and postdocs. Our department is located in Knudsen Hall, the Physics & Astronomy Buildings, the Planetarium (located in the Math Sciences Building) and a portion of Kaplan Hall (Division Mechanical Shop) totaling approximately 155,000+ square feet and an asset total of $11M.

Contract & Grant Management: Pre- and Post Award

Manage the pre- and post-contract/grant proposals and submissions to the appropriate offices: 

a. Manage grant submissions, budget projections and proposal preparation..

Apply federal agency/university policies, including federal, state and private sponsors. b. Analyze complex financial reports for diverse funding sources.

c. Develop and maintain systems for compliance and overdraft prevention.

d. Create departmental policies, procedures, and training programs. Maintain resources and application materials.

e. Manage C&G portfolios for designated PIs

f. Advise faculty on fund administration, troubleshoot issues, and negotiate with relevant parties.

25%

Non Contract & Grant Management: Pre- and Post Award

Manage the departmental gift, endowment, ICR, Sales & Service and other financial activities. Key responsibilities include:

a. Coordinate procedures with relevant offices (CAO, Letters and Science Development Officer, Gifts and Endowment office, UCLA Foundation).

b. Initiate new UCLA Foundation or Regents Funds for endowments, quasi-endowments, or current expenditure accounts.

c. Advise CAO, Graduate Advisor, and Graduate Study Committee on fellowship availability and requirements.

d. Oversee processing of departmental and faculty research gifts.

e. Oversee management and expenditure of Regents and UCLA Foundation fellowship, prize, endowment, and gift accounts.

25%

Management of Financial Business Office

1. Establish and maintain financial reporting systems

2. Analyze expenditure trends, adhere to UC policy and recommend departmental procedures.

3. Manage allocations for faculty recruitment and retention, research and instructional equipment and projects.

4. Manage budget transactions and prepare financial reports.

5. Oversee procurement, accounting, seminar and recruitment related honoraria, entertainment, and travel expenses.

6. Manage annual budget, recharge rates and cost reports.

7. Manage budgets for summer session and sales and service activities.

8. Provide expert advice and assistance on financial matters.

9. Manage departmental financial audits. Investigate and rectify unique financial problems.

25%

Management of Financial Business Operations

1. Manage financial staff recruitment, performance evaluations, disciplinary action, and development.

2. Manage budgets, ensuring compliance with regulations.  

3. Develop short and long-term plans for the operations of the finance unit. 

4. Manage staff development and provide cross-training for work coverage.

6. Manage the financial aspects academic personnel, staff Personnel, payroll and budgetary control. 

7. Identify project needs and collaborate with departmental leadership and other departmental business units for implementation and maintenance

9. Manage financial systems maintenance and provide options, alternatives, and desired system changes to implement.

10. Financial management of Self-Supporting Degree Program

11. Act as primary DSA

12. Special projects as assigned.

25%

•

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

in business administration, finance, accounting or related area and/or equivalent experience.

Required

Master's Degree

in business administration, finance, accounting or related area and/or equivalent experience.

Preferred

6 years

of experience in administrative financial services management and/or an equivalent combination of education and experience.

1. Advanced working knowledge of contract and grant administration and submission, including principles and concepts of federal requirements.

Required

2. Advance knowledge in financial services, analysis, planning and control, budgeting, preparation, administration and monitoring of a large budget with multiple funding sources in a higher education setting.

Required

3. Proficiency in using University on-line financial systems/ledgers, including PAC, Bruin Buy, Travel Express, TOF, QDB, OASIS, and OFSR.

Preferred

4. Management experience in financial reporting to perform trend analysis, forecasts, and accurately project ending balances.

Required

5. Skill in planning, tracking and analyzing budgetary information and ability to use that information in making decisions and controlling expenditures.

Required

6. Knowledge of web-based systems and other computer related interfaces sufficient to learn new/existing initiatives, analyze and identify benefits/drawbacks, and train end users to a satisfactory level of proficiency.

Required

7. Ability to analyze, update and streamline existing procedures.

Required

8. Demonstrated ability to supervise the hiring, performance, and training of staff following University policy and represented employee contracts.

Required

9. Excellent interpersonal skills and critical thinking with strong abilities in negotiating and exchanging ideas, information, and opinions to formulate and implement decisions, solutions, policies and procedures.

Required

10. Experience working independently, using sound judgment under pressure; working effectively with faculty, university administrators, staff and students in a large, complex organization.

Preferred

11. Skill in speaking clearly and distinctly, using demonstrated ability to communicate effectively to obtain and convey information to individuals at various organizational levels, and to groups of different sizes.

Required

12. Skill in writing clear, concise, logical and grammatically correct business correspondence, procedures, performance evaluations, analytical reports and recommendations.

Required

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:

2-707J PAB

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.