Accounting Director

RSCH ADM 3 (006206)

UCPath Position ID: 40050519

Position Description History/Status

For Reference ONLY - PeopleAdmin JA Number:

704139

Approved Date:

1/21/2025 5:42:36 PM

Date Last Edited:

1/21/2025 5:42:33 PM

Last Action Effective Date:

8/1/2021

Organization Details

Business Unit (Location):

LACMP

Organization Code:

1130O

Organization:

HENRY SAMUELI SCHOOL ENGR & APPL SCIENCE

Division Code:

1131D

Division:

ENGINEERING & APPLIED SCIEN DIV

Department:

016000 - ELECTRICAL AND COMPUTER ENGINEERING

Position Details

UCPath Position Number:

40050519

Position Description ID

164969

UC Payroll Title:

RSCH ADM 3 (006206)

Personnel Program

Professional and Support Staff (PSS)

Salary Grade:

Grade 21

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:

40054676

Reports to Payroll Title:

ADMIN MGR 1

UCPath Department Head Position Number:

40065703

Department Head Payroll Title:

#N/A

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.

004722

BLANK AST 3

1

004486

RSCH ADM 2 CX

3

POSITION SUMMARY

As Fiscal Manager for the Department of Electrical and Computer Engineering with 50 regular faculty, 9 adjunct and 18 joint appointment, and a non-faculty payroll of approximately 350, including 21 career staff, 1 contract staff, 8 limited contract staff, 20 academic non-faculty, 260 GSRs/TAs/Researchers, 32 Post Docs; annual research funding of $30,000,000 and a department operating budget of excess of $5,000,000 (non-payroll), manage departmental finance, accounting, and contract and grant administration. Develop, maintain, and analyze financial reporting systems. Track expenditures and compare allocations. Manage special allocations from the Dean for faculty recruitment and retention. Manage departmental gifts, endowments, fellowship programs, and expenditure accounts. Oversee the management of purchasing, operating budgets and contract and grant budgets. Review and approve all payroll changes and transfers. Review and submit proposals. Prepare contract and grant proposal budgets and review proposal package. Conduct audits with Internal University and Federal auditors. Create various complicated financial statistics utilizing Excel and other computer tools. Supervise four career employees and oversight of contract fund managers. Co-supervise three administrative assistants within the department in accounting/purchasing and contract/grant administration.

Los Angeles is a global city renowned for its dynamism, robust economy, rich cultural diversity and spectacular climate. UCLA has been ranked the No. 1 public university in the nation by U.S. News & World Report for five straight years. UCLA Samueli is a tightly-knit community with more than 6,500 undergraduate and graduate students, nearly 200 full-time faculty members, and is in the midst of its largest growth since the school was founded in 1945. The school is consistently ranked in the top 10 among U.S. public engineering schools and its master’s online program is ranked No. 1 overall by U.S. News & World Report. UCLA Samueli is known as the birthplace of the internet, and where countless other fields took some of their first steps – from artificial intelligence to reverse osmosis, from mobile communications to human prosthetics. UCLA Samueli is deeply committed to diversifying the ranks of its faculty, staff and students, and to providing an equitable and inclusive environment for all its members.

FINANCIAL MANAGEMENT

1. Develop, maintain and analyze financial reporting systems for both department and research operation using multiple spreadsheets and various SEAS and Campus programs. Reconcile the FSO100, generate monthly reports for 450 departmental and contract/grant account/funds, and review balances. Implement policy or procedural changes required by campus or departmental administrators.  2.              Track expenditures and compare allocations. Manage special allocations from the Dean for faculty recruitment and retention, matching research funds, instructional equipment and special projects allocations. Analyze the patterns of expenditures to project balances and request any permanent or temporary funding as required, insuring compliance with regulations on multiple fund sources and coordinate with the School of Engineering Dean's Office.  3.              Manage and distribute reports on departmental gifts, endowments and fellowship programs. Oversee the processing of all departmental and faculty monetary gifts for submission to the UCLA Foundation or Regents Fund. Manage expenditure accounts for memorials, symposia, fellowships, special awards and gifts. Evaluate requirements for these various programs. Supervise the expenditures of  funds for fellowships, awards and gifts.  4.              Oversee management of the purchasing/accounting functions for the departmental operating budget and contract/grant budgets. This involves the procurement of all supplies, equipment and services for instructional labs, shops, storerooms, departmental research needs and all administrative and faculty offices. Review and analyze all purchases for accuracy and compliance. Oversee the processing of seminar and recruitment related honoraria, entertainment and travel expenses for the department and related expenses for contracts/grants.  5.              Review and approve all payroll changes or transfers for more than 100 staff, 40 student staff and 230 graduate students. Request corrections or transfers when necessary.

35%

UNIVERSITY OF CALIFORNIA SYSTEM WIDE AND CAMPUS ACTIVITIES

1. Review and submit departmental Micro proposals. Coordinating with the Office of Contract and Grant Administration and the UCOP Micro representative, process extension requests and resolve issues. Coordinate with EFM and General Accounting representatives to close awards.  2. Interact with numerous campus offices frequently answering inquiries on procedures. Serve as consultant and resource person for policies and procedures when other departments need help. Investigate and research problems and offer viable alternative solutions. Represent the School of Engineering on campus committees offering input for campus systems in development. Perform customer service" in coordination of the flow of information, services and resources to both Electrical Engineering and other departments in the school.  3.              Coordinate multi-campus research awards and track their participation and expenditures.

15%

CONTRACT AND GRANT ADMINISTRATION

1. Prepare proposal budgets following requirements of the agency. Review and complete proposal package for all required information and forms. Submit proposal to proper offices. Track proposal through process of approval or denial by agency.  2.              Analyze, interpret and apply all agency and University policies and procedures for the award. Advise and consult with the Principal Investigator and project personnel to ensure agency policies are understood and adhered to. Identify activities requiring additional approval to assure compliance with the original negotiated agreement. Negotiate with the agency for any changes from the original agreement, as necessary.  3.              Establish and maintain separate files for each contract or grant award containing appropriate documentation and materials for that award.  4.              Track, review and analyze expenditures to ensure compliance with spending regulations. Prepare monthly financial report for each award.  5.              Act as Liaison between the Principal Investigator and the funding agency. Prepare requests for deviation from original proposal when necessary. Interact with the Principal Investigator and project personnel to resolve account questions and problems per terms of OMB A21 and  University requirements.  6.              Initiate and prepare appropriate action on inappropriate charges or errors as needed.  7.              Initiate and prepare expenditure justification in case of agency or University disallowances.  8.               Coordinate with the Principal Investigator and Extramural Fund Management on contract/grant closeout of award.  9.              Conduct audits with Internal University and Federal auditors. Serve as liaison with Sponsored Research, Extramural Fund Management, General Accounting and Materiel Management.

20%

MANAGEMENT OF PERSONNEL

1. Supervise two career and two part-time employees in the Financial Office with direct responsibility for hiring, training, workload assignment and evaluations.  2.              Staff the Financial Office with qualified personnel. Interview, select and hire successful applicants according to established departmental and University criteria.  3.              Co-supervise  6 Administrative Analysts and 2 Administrative Assistants within the department. Review the financial actions of each, advising them on actions that need to be taken. Conduct training sessions for them on campus policy, procedure, campus systems and basic accounting, and act as their daily contact for problem solving and questions.  4.              Develop, organize and implement training programs. Provide cross-training that will allow work coverage during vacations and absences.

20%

MANAGEMENT INFORMATIONS SYSTEMS

1. Utilizing Excel and other computer tools, create various complicated financial and accounting statistics and design graphs and charts to be used for budget planning, forecast, and analysis as well as in the departmental annual report and faculty retreat presentations. (E)  2.              Function as DSA backup. (E)  3.              Act as reviewer on all action taken on PAC, EDB, PTR and other on line systems ensuring that each transaction is in compliance with policy and regulatory requirements. (E)  4.              Ensure that questions are resolved within two business days or reversed until solved. (E)  5.              Act as backup preparer on all on-line systems. (E)

5%

ASSISTANT TO THE FUNCTIONAL AREA MANAGER

1. Serve as the Department Manager in the absence of the Functional Area Manager (FAM). Resolving urgent matters when the FAM is not available. Authorized signer for all departmental accounts.  2.              Prepare monthly financial reports on departmental funding, answering questions as necessary. Provide analysis where needed.  3.              Perform special projects as assigned by the Functional Area Manager or Chairman.  4.              Assist in the planning, organizing and supervision of department symposiums, meetings and retreats.

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

In related area and/or equivalent combination of education and experience/training

Required

Demonstrated knowledge of fund accounting systems, Sponsored Research administration, payroll, purchasing, equipment management, and other financial services.

Required

Skill in managing general accounting functions: by preparing, evaluating monitoring, overseeing and reviewing fund allocations and expenditures and reconciling ledgers.

Required

Skill in analyzing, interpreting and communicating Contracts and Grants (C&G)/Accounting policies, procedures, and guidelines and ability to plan and implement operations accordingly.

Required

Ability to conduct long-range Accounting and C&G planning activities.

Required

Skill in analyzing information, problems, situations, practices or procedures to: define problems or objectives, identify relevant concerns or factors, formulate objective conclusions, recognize alternatives and their implications and make recommendations

Required

Excellent computer skills and in-depth knowledge of, and ability to use, Excel and other software on accounting and finance in creating complicated financial statistics, graphs, and charts.

Required

Demonstrated ability to use financial mainframe information systems, including PAC, EDB, PTR and others.

Preferred

Ability to work independently, establish priorities and set goals. Ability to use diplomacy and respect confidentiality in sensitive situations.

Required

Skills in directing and supervising staff by: organizing workflow, establishing operational priorities, delegating responsibilities, training, evaluating performance and creating a team atmosphere.

Required

Effective oral and writing skills in negotiating with agencies and communicating with all levels of personnel in and outside the University.

Required

Ability to make oral presentations and train contract-funded employees: by providing information on automation systems, teaching basic accounting and explaining campus policies and procedures.

Required

Working knowledge of the Graduate Student Research and Professional Research series policies and procedures.

Preferred

SPECIAL REQUIREMENTS AND/OR CONDITIONS OF EMPLOYMENT

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

Conflict of Interest: The position is subject to the University Conflict of Interest Code required by the Political Reform Act of 1974. The candidate(s) selected will be required to complete financial statements for public record.

LOCATION AND PHYSICAL, ENVIRONMENTAL, MENTAL (PEM) REQUIREMENTS

Environment and Work Location Information

Environment Type:

Non-Clinical Setting

Location Setting:

Campus

Location:

Electrical and Computer Engineering

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.