Budget Analyst, Donor Engagement

FINANCIAL SVC ANL 2 CX (004754)

UCPath Position ID: 41145976

Position Description History/Status

Approved Date:

2/24/2025 7:25:26 PM

Date Last Edited:

2/24/2025 7:25:23 PM

Last Action Effective Date:

Organization Details

Business Unit (Location):

LACMP

Organization Code:

6300O

Organization:

EXTERNAL AFFAIRS

Division Code:

6310D

Division:

EXTERNAL AFFAIRS DIV

Department:

404500 - DEVELOPMENT

Position Details

UCPath Position Number:

41145976

Position Description ID

233953

UC Payroll Title:

FINANCIAL SVC ANL 2 CX (004754)

Business Title:

Budget Analyst, Donor Engagement

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:

40046395

Reports to Payroll Title:

Financial Analyst 4

UCPath Department Head Position Number:

40041356

Department Head Payroll Title:

Fundraising Manager 3

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

If you want to advance your career in a role that directs a wide variety of financial and operational activities, we encourage you to join us as the Budget Analyst with  UCLA's Donor Engagement team within UCLA Development. This is a great opportunity to leverage your attention to detail, organizational and interpersonal skills and make an impact that supports the research, teaching, and public service mission of the UCLA Development. As one of the most respected institutions across the nation, UCLA conducts fundraising activities that span the entire campus and entail creativity, resourcefulness, diplomacy and impeccable credibility.  The magnitude and impact of engagement is broad and deep and requires a highly collaborative and purposeful team of professionals to build and sustain an extremely effective development program.  Your work will ensure our financial/budget operations and reporting are well managed with a high degree of accuracy and efficiency. 

Under the guidance of the Budget Manager, UCLA Development, you will manage the purchase and payment of goods and services, as well as prepare travel requests and reimbursements. You will complete monthly reviews of the accounts for Donor Engagement, Professional Schools, Individual Giving, and the AVC to ensure proper payment of invoices and accurate reporting of transactions to the ledger. As you gain knowledge of business and finance operations, you will serve as an information resource for other staff in the department, keeping up-to-date on policies and procedures, especially travel, entertainment, and event policies, and will train administrative staff to ensure compliance. As our Budget Analyst, you will also be a strong liaison between Development and External Affairs Advancement Services' Finance and Business Services team. The budget team within Development is committed to excellent customer service that creates positive relationships and experiences for our staff, faculty, alumni and donors. As a valued member of our team, you will receive the direction, inspiration and resources to excel in a collaborative, supportive environment.

**Please note, this can be a hybrid or remote position.**

Financial Administration

1. Gain familiarity with development policies/procedures; apply knowledge, budget/finance skills, to complete budget related projects of moderate scope/complexity using analysis to resolve problems; review data and other relevant factors, exercise judgment and determine appropriate action.

2. Assist with ensuring that financial processing functions including accounts payable, accounts receivable, purchasing, recharge billing, and travel / entertainment, are performed with accuracy and that daily operations run smoothly.

3. Serve as resource to staff on budget issues, policies, procedures and best practices; assist cardholders/support staff with resolution of policy/delinquent payment issues; assist Budget Manager in monitoring Travel & Entertainment credit card usage.

60%

4. Manage/utilize procurement card for efficient purchasing, ensure compliance with UCLA policies; maintain accurate transaction records; process bi-monthly expense reports detailing p-card transactions including receipts.

5. Function as a resource to business partners on issues such as researching financial discrepancies, escalated customer service problems and vendor concerns.

6. Review/process Development travel/entertainment reimbursements, ensure transactions meet University policy; monitor reimbursements through payment; address and resolve returned/rejected items; provide solutions to complex inquiries.

7. Prepare non-travel expense reimbursements, purchase orders/requisitions, review/submit invoices for payment; track payment/follow-up with Accounts Payable as needed.

0%

Financial Reporting and Review

1. Apply professional financial and accounting concepts to independently perform analyses of moderately complex financial services such as researching discrepancies and tax implications and compliance with external regulations and internal policies.

2. Review charge account activity to ensure accuracy, are correctly allocated and adjustments initiated (via N-PEARS) as needed.

3. Prepare budget/financial reports; provides analyses/findings to include summaries of financial transactions and projected expenses for budget manager review and decision-making. 

30%

4. Research, gather information, conduct analyses and prepare ad hoc financial reports as requested for specific projects/activities.

5. Review open commitments; follow up with Accounts Payable, staff, and vendors or close purchase orders as needed.

6. Prepare year-end reports detailing open commitments. Work with business partners to obtain invoices from vendors for annual accruals/deferrals. Prepare accrual/deferral forms for review by the Budget Manager.

0%

Partnerships and Communication

1. Prepare correspondence to business partners such as policy updates, important reminders, and meeting invitations.

2. Monitor the delivery of quality customer service to various constituencies to include External Affairs business partners and external vendors.

3. Assist with researching, developing and implementing new and changing business processes to keep partners engaged, informed, and supported.

4. Attend business manager meetings, business partner consortium meetings and similar EA or campus-wide meetings to remain up to date on policy and procedure.

10%

•

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 finance or related area.

Preferred

Minimum of two years prior experience in a finance, budget and/or operations role in a fundraising or related environment such as sales, marketing and business development.

Required

Experience with and working knowledge of financial data management and reporting systems.

Preferred

Experience providing a high level of customer service

and responding to inquiries in a prompt and efficient manner; ability to provide exceptional customer service to constituent inquiries and exercise sound judgment.

Required

Experience in delivering consistently high standard, quality and accuracy of work

with skill in reviewing, processing and maintaining detailed records for a high volume of financial and/or operational transactions.

Required

Working knowledge and understanding of finance/accounting policies, procedures and concepts and their practical applications.

Required

Knowledge and understanding of internal control practices and their impact on protecting university resources.

Required

Highly detailed oriented with strong time and project management skills; ability to independently plan, organize and work on multiple projects simultaneously, readjust priorities as needed and follow established procedures to meet deadlines under minimal supervision.

Required

Proficiency in using Microsoft Suite of applications including advanced formulas in Excel to maintain and create complex databases, tables and reports with demonstrated skill in manipulating large amounts of data; able to promptly and efficiently learn new University technologies.

Required

Strong interpersonal skills to work well within a team; ability to establish and maintain collaborative working relationships with staff of all levels as well as a wide variety of external constituents.

Required

Excellent verbal communication skills to effectively obtain and convey information with diplomacy, accuracy and tact.

Required

Demonstrated follow-through with tasks and associated communication.

Required

Demonstrated written communication skills to prepare, proofread and edit a variety of correspondence and reports.

Required

Creative and resourceful with ability to analyze information, problems and situations, identify and develop solutions, resolve issues and implement change.

Required

Good judgment with demonstrated ability to maintain files that contain sensitive and confidential information, both electronic and hardcopy.

Required

Ability to quickly and thoroughly learn Development operations, purchasing policies and procedures and provide departmental expertise to staff.

Required

SPECIAL REQUIREMENTS AND/OR CONDITIONS OF EMPLOYMENT

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

Ability to work occassional evenings and/or weekends if needed.

Required

LOCATION AND PHYSICAL, ENVIRONMENTAL, MENTAL (PEM) REQUIREMENTS

Environment and Work Location Information

Environment Type:

Non-Clinical Setting

Location Setting:

Non-University Setting(s)

Location:

Wilshire Glendon offices

Standing/Walking

X

Sitting

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.