Business & Finance Coordinator

BLANK AST 3 (004722)

UCPath Position ID: 40109592

Position Description History/Status

For Reference ONLY - PeopleAdmin JA Number:

1000746

Approved Date:

1/6/2025 12:27:36 PM

Date Last Edited:

1/6/2025 12:27:33 PM

Last Action Effective Date:

3/23/2022

Organization Details

Business Unit (Location):

LACMP

Organization Code:

6000O

Organization:

INTERCOLLEGIATE ATHLETICS

Division Code:

5501D

Division:

INTERCOLLEGIATE ATHLETICS

Department:

374500 - INTERCOLLEGIATE ATHLETICS

Position Details

UCPath Position Number:

40109592

Position Description ID

165383

UC Payroll Title:

BLANK AST 3 (004722)

Business Title:

Business & Finance Coordinator

Personnel Program

Professional and Support Staff (PSS)

Salary Grade:

STEPS

Job Code FLSA:

Non-Exempt

Union Code (Collective Bargaining Unit):

CX: Clerical & Allied Services

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:

40037327

Reports to Payroll Title:

FINANCIAL SVC ANL 3

UCPath Department Head Position Number:

40713754

Department Head Payroll Title:

ATH MGR 4 PAC 12

SUPERVISION - Indicates that the incumbent performs a variety of routine duties within established policies and procedures or by referral to the supervisor’s guidelines.

POSITION SUMMARY

The University of California, Los Angeles (UCLA) is accepting applications for the position of Business & Finance Coordinator. This is a career, full‐time position with full health benefits and membership in the UC Retirement Plan. UCLA is proud of its comprehensive athletic program and heritage of developing champions. The collective accomplishments of Bruin teams and athletes are testimony to the efforts of many dedicated and talented individuals: the student‐athletes themselves, as well as coaches, administrators, and support staff.  The Business Office plays a significant role in the continuation of these collective accomplishments and seeks individuals interested in careers in college athletics.  The Business & Finance Coordinator will assist in the management of the daily operations of the Department of Intercollegiate Athletics (DIA) Business & Finance Office. Major responsibilities include all procurement activities: high volume of BruinBuy data entry of orders, reimbursements, invoices, check requests, vendor verification, and the entry and approval of Concur travel and entertainment expense reports.  This position will be exposed to all aspects of the business operations of an NCAA Power 5 institution and interact directly with DIA staff and coaches, along with University offices such as Accounts Payable and Travel Accounting to ensure that all department and University policies and procedures are met efficiently and effectively. This position will also interact with vendors in response to queries regarding status of invoices/payments.  Business & Finance Coordinator will utilize the Document Management System for accounting, assist in fiscal year-end closing, auditing, reporting, and other necessary department financial operations and projects as needed.  Other duties as assigned by and in conjunction with the Director, Business & Finance, Assistant Athletic Director, Business & Finance, and Exec. Sr. Associate Athletic Director/CFO.

Purchasing & Accounts Payable

 • Manage and process orders, check requests and reimbursements into BruinBuy system. Review for accuracy, proper authorization, and submit to campus Accounts Payable for processing.

 • Verify and approve all employee Concur travel & entertainment expense reports. Enter and prepare expense reports as needed.

 • Work within the department and University guidelines to establish relationships with current and new vendors, coaches, and staff to ensure all requests and invoices are executed in a timely, cost effective and efficient manner.

 • Manage relationships with key UCLA Accounts Payable, Travel, and Purchasing personnel on a daily basis to process purchase orders and associated invoices and payments.

70%

Purchasing & Accounts Payable

 • Maintain the efficient and smooth flow of office processes and practices. Reconcile invoices with orders, obtain receipt verification, copy and retain back-up for audit purposes and maintain file management protocol. Ensure proper documentation is stored for all accounting transactions.

 • Ensure all requests follow Athletic Department and University policies and NCAA Rules & Regulations.

 • Possess an understanding of University and department financial terms and processes and be able to proactively address questions and requirements on any required request.

 • Assist with budget reconciliations, reporting, and fiscal year-end closing process.

0%

Purchasing & Accounts Payable

 • Assist with the utilization and reconciliation of department procurement cards as well as corporate card program and declining balance per diem cards as needed.

 • Constant review of open purchase orders and H&I.

0%

Administrative and Records Management Support

 • Utilize the Sharepoint Document Management System. Serve as main point of contact with IT office for the development and maintenance of procedures for the system.  

 • Regularly review and suggest improvement of methods of doing business both as an office and department.

 • Other duties as assigned by the Director, Business & Finance, the Assistant Athletic Director, Business & Finance, and Exec. Sr. Associate Athletic Director/CFO.

15%

Supervision

• Contribute to the hiring, management and supervision of part time staff as needed.  

5%

Office Management

 • Provide exceptional customer service to all inquiries in the Business & Finance office with email, phone calls and in person staff interactions.  

 • Maintain office supplies for suite, ensure all equipment is in working order and serve as main point of contact with Facilities office for any suite maintenance needs.  

5%

Rules Compliance

 • Comply with all Federal, State, University and Department requirements established pursuant to Title IX, including the mandatory reporting requirements for a “Responsible Employee.”

 • The DIA is governed by the NCAA, Big Ten Conference, Mountain Pacific Sports Federation and University of California System.  The incumbent is required to comply with the applicable rules, regulations and policies of those organizations.

    ◦ Review and retain all rules compliance disseminated by the DIA Compliance office.

    ◦ Report all NCAA and conference violations.

    ◦ Sign the annual NCAA Certification of Compliance form.

    ◦ Complete the Athletically-Related Income form annually.

    ◦ Comply with California State Child Abuse & Neglect Reporting Act (CANRA) Law and adhere to mandatory reporting guidelines.

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 work experience and training.

Required

Experience in operating a PC, with working knowledge of MS Office Suite.

Required

Experience working in an Intercollegiate Athletic Department Business Office.

Preferred

One year of work experience in accounting.

Preferred

Experience as preparer using on-line purchasing and travel reimbursement (Bruin Buy and Concur) systems.

Preferred

Prior hiring, training and supervisory experience.

Preferred

Experience in using on-line Document Management system (i.e. Sharepoint).

Preferred

Possess analytical skills to evaluate information and identify and resolve problems following department policies and past precedents.

Preferred

Ability to work independently and follow through on assignments with minimal direction, including skill in taking action where answers to a problem are not readily available.

Required

Meticulous attention to detail and accuracy when completing assignments; Ability to prioritize assignments to complete work in a timely manner when there are changes in assignments, deadlines, competing requirements and workload.

Required

Ability to effectively communicate complex information about accounting; ability to effectively communicate orally and in writing at a variety of levels, including University executive management, officials of the NCAA and Conference, administrators, staff and coaches.

Required

Curious personality to learn more about department and have the ability to be proactive and engaging with colleagues across the department.

Preferred

Ability to provide excellent customer service to members of the department, vendors, as well as the University at large.

Required

Knowledge of and commitment to adhere to and comply with NCAA, Conference and University rules and regulations is strongly preferred.

Preferred

Ability to establish and maintain cooperative working relationships with other staff members, subordinates, administrators and vendors.

Required

Ability to deal sensitively with confidential information.

Required

Demonstrated skill in interpreting, explaining and enforcing Athletic Department and University policies.

Preferred

Knowledge of general accounting principles and knowledge of University accounting practices and procedures, University purchasing procedures and the University Financial system.

Preferred

Demonstrated skill in general office management sufficient to manage an office as the key functionary.

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.

CANRA: The position is designated as a mandatory reporter under CANRA. The employee must sign the "Statement Acknowledging Requirement to Report Child Abuse".

LOCATION AND PHYSICAL, ENVIRONMENTAL, MENTAL (PEM) REQUIREMENTS

Environment and Work Location Information

Environment Type:

Non-Clinical Setting

Location Setting:

Campus

Location:

JD Morgan Center. Los Angeles, CA 90095

Standing/Walking

X

Sitting

X

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.