Business Operations Specialist

ADMIN OFCR 2 CX (004263)

UCPath Position ID: 40132374

Position Description History/Status

For Reference ONLY - PeopleAdmin JA Number:

1123214

Approved Date:

1/24/2025 6:55:54 PM

Date Last Edited:

1/24/2025 6:55:52 PM

Last Action Effective Date:

2/7/2021

Organization Details

Business Unit (Location):

LACMP

Organization Code:

1150O

Organization:

UNIVERSITY CONSORTIUM OF SCHOOLS

Division Code:

1151D

Division:

UNIVERSITY CONSORTIUM OF SCHOOLS DIV

Department:

380700 - GEFFEN ACADEMY AT UCLA

Position Details

UCPath Position Number:

40132374

Position Description ID

171213

UC Payroll Title:

ADMIN OFCR 2 CX (004263)

Business Title:

Business Operations Specialist

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:

40846421

Reports to Payroll Title:

FINANCIAL ANL SUPV 1

UCPath Department Head Position Number:

 40927647

Department Head Payroll Title:

ACADEMIC ADMINISTRATOR VII

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

Working under the direction of the Business Operations Manager, and in conjunction with Geffen Academy's business office, the Business Operations Specialist is responsible for the coordination and implementation of financial, operational and other administrative projects. The position will follow work timelines, deadlines, performance metrics and effectively utilize resources needed to accomplish the work. The incumbent will research, maintain and write procedure documents, develop subject matter expertise in UCLA rules, and policies and procedures. The incumbent will perform financial transactions such as purchasing goods, coordinating the contracting of vendors, and speakers,  processing events' invoices, reviewing departmental budgets, reconcile departmental budgets, and processing expense reports. The incumbent will ensure transactions are aligned with Geffen Academy's overall budget and UCLA's financial, travel, risk management, special events and personnel policies and procedures. Moreover, the Business Operations Specialist will serve as a point of contact for Geffen Academy families in the business office. The incumbent will help support the administration of student contracts, payment plans, student account reconciliations, records maintenance and general accounting as well as  financial reporting as required.  This position will also perform business continuity planning, school-wide event support and other related operational duties that contribute to the culture of the school. In addition, the incumbent will perform project management per the direction of the Business Operations Manager.

Geffen Academy at UCLA is a university-affiliated school for students in grades 6-12. We value academic depth and inspiration within a humane educational environment. Our community is guided by principles of diversity, equity, and inclusion. Geffen Academy students are encouraged to be questioners, analysts, and presenters, who are creative, collaborative, and active young adults. Our students practice their skills, competencies, and relationships with deliberation. Geffen Academy graduates believe that knowledge is beautiful, transformative, and relevant to one’s life and civic responsibility in a global community.

Business Operations

 • Develop, implement and evaluate financial, operational and personnel programs and projects, coordinating project activities, collaborating with project team members, developing measurable project goals and objectives, and monitoring progress toward achievement.

 • Develop performance metrics and dashboards as requested.

 • Research, write, and/or upload procedure documents such as handbooks, waivers, internal manuals, etc.

 • Coordinate meetings including managing meeting budgets, procuring venues and tracking reimbursements for the business office.

 • Maintain general and administrative school records retention procedures.

 • Represent Geffen Academy with both staff and external constituents with a high degree of efficiency and poise.

 • Collaborate with and support the Business Operations Manager and the Project Specialist by supporting the financial day-to-day administrative duties such as processing vendor invoices, purchase orders and contracts in Bruin Buy. Track and maintain equipment and supply inventory as needed

 • Prepare agendas and packets for meetings, document key decisions and collaborate with team members to ensure cross-departmental goals, objectives and deadlines are reached around the student-journey, from application to enrollment to day to day administrative processes and protocols.

 • Disseminate work plans and project documents, including procedures, proposals, progress reports and presentations.

 • Run, create and customize reports using K-12 Blackbaud portal system management. Generate enrollment contracts, audit system for data integrity and update as needed. Help monitor access rights and profiles. Evaluate and make system enhancement recommendations, track and report issues, explore solutions as needed and present to the Business Operations Manager. 

 • Enrollment Management: Audit, generate and update student/parent contracts as needed, reconcile student accounts and manage the end-to-end student account management process. Run financial reports as needed, perform reconciliations.

 • Ensure compliance of UC and Geffen Academy policies and procedures.

75%

Project Management

 • Collaborate with the Business Operations team to plan and execute special events, projects, reports etc., at the direction of the CFAO, Business Operations Manager, or Project Specialist and in collaboration with other department functional leads. Major responsibilities include: coordination of operational functions as needed, coordinate and plan meetings, proof documents, coordinate the development of technical presentations, serve as back up to the Project Specialist on the management of the departmental master calendar (which outlines strategic communications, release dates of deliverables/deadlines to internal and external constituents), write communications, develop presentations, dashboards, KPIs for projects as directed. Process travel plans and travel reimbursements for the employee base as needed, communicate policies and procedures to the employee base and serve as a functional lead on multiple business operations platforms as needed

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 a related area and/or equivalent experience/training

Required

2-3 years

of experience and demonstrated success in administrative and business operations project coordination.

Required

Ability to develop and maintain effective working relationships with all levels of employees, parents, students and vendors within Geffen Academy, campus units, and outside vendors.

Required

Demonstrated skill in analyzing and resolving problems that require both independent thought and action and resourcefulness in consulting others as appropriate.

Required

Demonstrated organizational skills to work effectively within a complex and rapidly changing environment, to simultaneously manage a wide range of responsibilities, and to perform a variety of duties with frequently changing priorities and deadlines.

Required

Advanced knowledge of Microsoft Office, Google Suite (including formula and chart development) and database management applications.

Required

Working knowledge of University Purchasing (Bruinbuy online system), Equipment and Facilities Management, Concur, Online Financial Systems Reports, and Information Technology Services policies and procedures.

Preferred

Ability to write clearly, effectively and have high grammatical standards, and skilled in reading and interpreting contracts and agreements.

Required

Skill in providing logical, clear analytical reports.

Required

Knowledge of University policy and procedures and external regulations as they relate to travel reimbursement, confidentiality of records, entertainment, check requests, low value orders, purchase orders, and other university accounting codes.

Preferred

Ability to work responsibly and accurately with detailed information including: financial data and calculations, contract clauses and performance dates, and other numeric and narrative information.

Required

Ability to work occasional nights and weekends, when needed.

Required

Ability to learn, apply and disseminate University policies and external regulations using good judgment to interpret and resolve discrepancies.

Required

Skill in organization, effective prioritization, directing, motivating and mobilizing the work of vendors and employees involved in events.

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.

Age Requirement: Candidate(s) must be 18 years or older to be eligible to be hired.

TB Test: Continued employment is contingent upon the completion of a satisfactory TB test.

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:

11000 Kinross Avenue, Los Angeles CA

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.