PROGRAM & FUNDING ADVISOR

FINANCIAL SVC ANL 2 CX (004754)

UCPath Position ID: 40139643

Position Description History/Status

For Reference ONLY - PeopleAdmin JA Number:

1123001

Approved Date:

2/4/2025 4:57:26 PM

Date Last Edited:

2/4/2025 4:57:22 PM

Last Action Effective Date:

9/5/2021

Organization Details

Business Unit (Location):

LACMP

Organization Code:

7000O

Organization:

VC STUDENT AFFAIRS

Division Code:

7300D

Division:

CAMPUS LIFE

Department:

486000 - STUDENT ORGS, LEADERSHIP & ENGAGEMENT

Position Details

UCPath Position Number:

40139643

Position Description ID

166486

UC Payroll Title:

FINANCIAL SVC ANL 2 CX (004754)

Business Title:

PROGRAM & FUNDING ADVISOR

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:

40036939

Reports to Payroll Title:

ADMIN OFCR 3

UCPath Department Head Position Number:

40054679

Department Head Payroll Title:

STDT LIFE DEV MGR 1

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 Student Organizations Leadership & Engagement (SOLE) department advises over 1400 student organizations on campus. Services include registration of new and continuing organizations, programming assistance, organization & leadership development, fundraising approval and guidelines, funding proposal consultation, disbursement of approved funding allocations, and advisement on rules and regulations. The Program & Funding Advisor has responsibility for managing funds disbursements and the associated financial management duties for student organizations, and provides Registered Campus Organizations (RCO) support and guidance through the complex campus funding landscape. Fund disbursement and financial management duties include reviewing and preparing expenditures (low value orders, purchases and travel reimbursements); providing required documentation for contracts to Purchasing; preparing unit recharges; and processing gift fund deposits with External Affairs Gift Services. The incumbent also prepares financial projections and forecasts, reviews and reconciles ledgers, identifies ledger discrepancies and monitors expenditures. The Program & Funding Advisor supports student leaders by providing instruction in accessing University funds for registered campus organizations (RCO's) in the development and implementation of extra-curricular programs and activities. This includes developing workshops; providing direction and instruction to funding committee membership relative to RCO's programming; advising on all policies and practices related to the use of University funds; providing students and RCO's with updates and guidance as needed to maintain their funding; and administering, tracking and processing allocated funds for student service projects and cultural programming using University financial systems.Other responsibilities include managing payroll and personnel transactions; participating in the Campus Life funding allocation process; and supervising student staff who assist in department operations and the budgetary allocation process.

FINANCIAL ADMINISTRATION SUPPORT

1. Monitor Program Activities Board, Campus Life Funding, and other department student funding allocations and expenses of more than $3M annually utilizing UCLA General Accounting principles and systems. (E)  2. Using the online RCO funding system, track all allocations and expense transactions related to student organization funding by fund source for comparison and analysis for long and short term planning. Provide reporting to external departments who provide student funding allocations. (E)  3. Process disbursement requests and vendor invoices from student organizations for purchase orders, reimbursements, travel, recharge orders, non-payroll expense adjustments, and other fiscal transactions using current University systems, i.e. Bruin Buy, Travel Express and all AIS systems. (E)  4. Act as liaison to UCLA Accounts Payable to obtain new vendors for student funding and resolve vendor issues.  5. Research accounting issues and unpaid invoices to resolve discrepancies with Accounts Payable and vendors. (E)  6. Assign, train and supervise student staff responsible for client intake functions and professional staff support. (E)  7. Serve as Mandatory Reviewer on all departmental fiscal transactions. (E)  8. Review and reconcile ledgers monthly and correct errors utilizing General Accounting systems and communication with other departments as necessary. (E)  9. Participate in the annual budget process by prepare on-going projections and analyzing variance reports. (E)  10. Support financial reporting and analysis by reconciling and analyzing accounts; preparing financial schedules and reports. 11. Collaborate with the Business and Personnel Manager on the annual fiscal closing process, interfacing with external departments to process year-end transactions. (E)  12. Maintain critical finance and accounting reference files. (E)

40%

STUDENT FUNDING SUPPORT & ADVISEMENT

1. Provide advisement up to 1,400 registered campus organizations (RCO's) with regard to program/activity development and appropriate use of various University funding sources. (E)  2. Interpret and enforce University financial policies and regulations as they apply to registered organizations for their programs and activities. (E)  3. Meet with RCO's project directors and their SOLE advisors to counsel students and SOLE staff on methods of utilizing University funds for a successful program, identifying University approved vendors, best pricing and documentation required for various types of transactions. (E)  4. Provide students with current fund balances for program resources and determine the most appropriate funding source to use for various types of expenses when multiple funding sources have been allocated for their event. (E)  5. Prepare workshops for RCO's to advise on the types of funding sources available and the restrictions applicable to each source as needed. (E)  6. Maintain SOLE funding website with information identifying all funding opportunities available to students and RCO's. (E)  7. Assist in hosting the Annual Day O Sole event for student leaders to familiarize students with funding resources that are available through SOLE to facilitate student programs and activities. (E)  8. Manage the funding allocation and budget for the Annual Charles E. Young Humanitarian Award for UCLA Students. (E)  9. Facilitate divisional and various campus departments' support for funding available to student organizations for specific programming needs. (E)  10. Create reports to identify trends in student programming funding requests and funding resources to formulate a distribution process to adequately fund annual student programs. (E)  11. Provide student support for using the online RCO funding system and troubleshoot and resolve reported issues with Student Affairs IT.

40%

PERSONNEL & PAYROLL SUPPORT

1. Perform personnel and payroll transactions using UCPath, I-9 Tracker, and Time Reporting Systems. (E)  2. Perform initiator and approver functions for hiring and payroll processes for student staff including students paid by stipend as members of Program Activities Board. (E)  3. Support Business & Personnel Manager interactions with central offices relative to personnel and payroll issues including benefits, staff development, and employee relations. (E)  4. Manages department personnel files ensuring compliance with University policies. (E)  5. Mandatory Reviewer for all Personnel and Payroll transactions. (E)

15%

OTHER

1. Attend regular department staff meetings. (E)  2. Participate on committees or work groups as assigned. (M)  3. Other projects as assigned. (M)

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

Required

Or

Master's Degree

Preferred

Or

Working knowledge of student campus programs and activities in a university setting.

Preferred

Analytical skills to assess programs and procedures in order to assist students in preparation for accessing funding allocations.

Required

Ability to recognize problems and generate alternatives or offer solutions, based on existing guidelines.

Required

General knowledge of university-wide, Campus, and Student Affairs policies and procedures including extracurricular activities.

Preferred

Working knowledge of campus organizational structure and academic/administrative decision-making process.

Preferred

Demonstrates skill in employing fundamental counseling techniques with sensitivity sufficient to assist students in making program-related decisions.

Required

Ability to communicate effectively and diplomatically as well as maintaining cooperative working relationships with a diverse group of students, public, media and faculty/administrators, both individually and in-group settings.

Required

Working knowledge of University Accounting systems and procedures including Purchasing and Accounts Payable.

Preferred

Working knowledge of UCLA Payroll and Personnel procedures, including UCPath, JDXpert, iCIMS and Payroll Time Reporting.

Preferred

Ability to diplomatically handle difficult or urgent matters in a confident and proficient manner.

Required

Ability to maintain confidential and sensitive information with tact and discretion.

Required

Ability to handle several projects, adapt to changes, interruptions, and organize material and information in a systematic manner to maximize efficiency and minimize duplication of effort. Ability to work independently, organize work, set priorities that accurately reflect job responsibilities.

Required

SPECIAL REQUIREMENTS AND/OR CONDITIONS OF EMPLOYMENT

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.

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:

105 Kerckhoff 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.