Executive Director, Student Finance Solutions and Payroll

EXEC ADVISOR 5 (000555)

UCPath Position ID: 41188590

Position Description History/Status

Approved Date:

7/22/2025 6:34:25 PM

Date Last Edited:

7/22/2025 6:33:55 PM

Last Action Effective Date:

Organization Details

Business Unit (Location):

LACMP

Organization Code:

6400O

Organization:

VICE CHANCELLOR/CHIEF FINANCIAL OFFICER

Division Code:

6410D

Division:

ACAD PLNG & BUDGET DIV

Department:

381000 - VICE CHANCELLOR/CHIEF FINANCIAL OFFICER

Position Details

UCPath Position Number:

41188590

Position Description ID

241335

UC Payroll Title:

EXEC ADVISOR 5 (000555)

Personnel Program

Management and Senior Professional (MSP)

Salary Grade:

Grade 29

Job Code FLSA:

Exempt

Union Code (Collective Bargaining Unit):

99: Non-Represented (PPSM)

Employee Relations Code:

A: Manager - Not Confidential

Employee Class (Appt Type):

2 - Staff: Career

Full-Time Equivalent (FTE)

1

SUPERVISION

UCPath Reports to Position Number:

40069343

Reports to Payroll Title:

VC CFO HEALTH AND CAMPUS

UCPath Department Head Position Number:

40069343

Department Head Payroll Title:

VC CFO HEALTH AND CAMPUS

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.

0548

ADMIN MGR 2

1

0219

FINANCIAL SVC MGR 2

1

0522

TCHL PROJECT MGT PROFL 4

1

0605

PAYROLL MGR 1

1

4242

TAX CMPLNC SUPV 1

1

4621

COLL REPR SR

2

4628

FINANCIAL SVC ANL 3

1

4630

FINANCIAL SVC SUPV 1

3

4631

FINANCIAL SVC SUPV 2

2

4722

BLANK AST 3

7

4754

FINANCIAL SVC ANL 2 CX

7

4959

BUS INTEL SPEC 3

1

5668

TAX CMPLNC ANL 3

1

5669

TAX CMPLNC ANL 2

1

5706

BUS INTEL SUPV 2

1

6644

PAYROLL SUPV 2 GF

1

6940

PAYROLL SUPV 1

1

6943

PAYROLL ANL 2

6

6944

PAYROLL ANL 3

1

6945

PAYROLL ANL 4

1

7198

DATA SYS ANL 2

1

7397

PROJECT POLICY ANL 2

1

8821

TCHL PROJECT MGT PROFL 2

1

POSITION SUMMARY

The Executive Director of Payroll and Student Financial Services provides strategic leadership and operational oversight of two critical financial functions at UCLA: University Payroll Services and Student Financial Services.

The incumbent directs a broad portfolio that supports the financial wellbeing of both UCLA's people and its operations — encompassing employee payroll, student accounts, campus payment solutions, and compliance with federal, state, UC, and audit policies.

Responsibilities include overseeing a team with combined responsibilities spanning disbursement of more than $4 billion annually, servicing 100,000+ students and employees, and managing high-volume financial systems such as UCPath, BruinBill, and BAR. The Senior Advisor ensures operational excellence, regulatory compliance, and a high standard of service to internal and external stakeholders, while driving modernization, policy clarity, and risk mitigation across a decentralized environment.

Under the general direction of the Chief Financial Officer, incumbent will function independently to establish priorities, work flow and

administer routine tasks as assigned, and ensure that all employees remain current with their assigned tasks in accordance with established policies and procedures. Consults with the Chief Financial Officer to review progress and revise objectives as appropriate.

The Office of the Vice Chancellor and Chief Financial Officer advises the Chancellor and Executive Vice Chancellor and Provost regarding academic and budgetary planning issues and allocation of campus resources, including issues involving students, faculty, staff, space, and university finances. The office also manages the key campus planning processes and data sets that support these decisions, and performs a central role in UCLA's systems of internal control and accountability. The office also is responsible for the capital planning and finance, real estate, design and construction of all campus capital projects.

Management and Leadership

 • Manages, through subordinate management staff, the operations of payroll, student accounting, cashiering, equipment management, costing policy and analysis, and financial management programs.

 • Manages accounting for UCLA student fees and sundry debtor invoices totaling in excess of $880 million annually. Receives and deposits student-related fees and fines; records and processes payments to UCLA for education-related sales and services.

 • Functions as Campus Cashiering Coordinator to ensure departments are aware of and in compliance with UC Cashiering and Campus Cash Handling Policies.

 • Provides leadership to these operations; develops and monitors long-range strategic and operational goals, plans, objectives, service standards, and performance measures and develops annual operating budgets to reflect resources needed to achieve strategic objectives. audits. Ensures managers and staff are well trained in all compliance and regulatory issues related to their duties.

 • Creates and maintains a highly productive working environment in which experienced professionals clearly understand the expectations of the organization and are trained to work independently to accomplish them with minimal supervision.

 • Encourages continuous improvement, promotes an environment that embraces diversity, encourages individual and team performance, promotes and rewards employee development and innovation, trains, coaches, evaluates, and provides feedback and discipline.

25%

Strategic and Operational Leadership

 • Provide executive-level direction to UCLA’s Payroll Partner and SFS units, ensuring alignment with university goals, financial integrity, and service excellence.

 • Partner with the University Controller, CFO, and peers across UCLA to develop and implement long-term strategies for process modernization, systems integration, and customer service improvements.

 • Lead cross-functional initiatives to reduce risk, close policy or compliance gaps, and optimize financial service delivery across the campus.

25%

Payroll Operations and Compliance

 • Ensure the integrity, accuracy, and timeliness of payroll for UCLA’s diverse and complex employee population.

 • Oversee employment eligibility verification (Form I-9), international tax compliance (NRA tax reporting), and adherence to federal and state wage regulations.

 • Guide payroll’s ongoing UCPath stabilization efforts, including systems improvements, mass file processing, and timekeeping accuracy.

 • Support UCLA’s representation and influence in UC systemwide payroll policy and technology forums.

 • Ensure payroll compliance with federal, state, and local regulations, UC policies, labor agreements, and tax reporting (e.g., W-2, 941, retirement reporting).

 • Collaborate with HR, IT, Legal, and other campus units on complex payroll issues, audits, and corrective actions.

 • Supervise the administration of payroll calendars, payroll adjustments, garnishments, and special pay programs.

10%

Oversight of Student Finance Solutions

 • Provide executive oversight of student billing, accounts receivable, payment processing, and related customer-facing services.

 • Serve as the Campus Cash Handling Coordinator, ensuring compliance with UC policies, state/federal mandates, and internal controls for cash handling and point-of-sale systems.

 • Ensure the effectiveness of high-volume systems such as BruinBill, BAR, and CASHNet — collectively managing over $1 billion in annual transactions.

 • Oversee student billing, account management, collections, and related financial aid disbursements.

 • Collaborate with the Financial Aid Office, Registrar, and student-facing departments to ensure accurate and transparent financial communication.

 • Develop, implement, and monitor internal controls and business continuity procedures across all functions.

 • Ensure readiness for audits and coordinate resolution of findings related to payroll or student accounts.

10%

Compliance, Controls, and Risk Management

 • Maintain strong internal controls and ensure full compliance with UC policies, federal/state tax regulations, NACHA rules, and student financial protections (e.g., Title IV).

 • Mitigate audit and reputational risk by driving operational integrity, policy consistency, and effective training programs across teams.

 • Approve variances to UC policy as the delegated authority for cash handling.

10%

Systems and Technology

 • Partner with DTS to support system improvements, data integrity, automation, and user experience enhancements in payroll and student account systems (e.g., UCPath).

 • Identify and implement tools to track and improve user satisfaction and service outcomes.

10%

Financial Controls and Risk Management

 • Champion a service-oriented culture across both units, with focus on transparency, responsiveness, and continuous improvement.

 • Build and sustain strategic partnerships with academic, administrative, medical, and UC system stakeholders.

 • Guide training and communication efforts to improve literacy, compliance, and customer experience among UCLA’s faculty, staff, and student populations.

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 Accounting, Finance, Business Administration, or related field or equivalent combination of education and experience

Required

Master's Degree

in Accounting, Finance, Business Administration, related field.

Preferred

Minimum of 8-10 years

of progressively responsible experience with payment functions and processes at a national, state or country level, preferably in a senior leadership position.

Certified Public Accountant (CPA) Designation

Preferred

Deep understanding and knowledge of payroll laws, tax compliance, and financial aid regulations.

Preferred

Exceptional communication and interpersonal skills, with a commitment to equity and customer service.

Required

Familiarity with UCPath (PeopleSoft) or similar enterprise financial systems.

Preferred

Demonstrated success implementing process improvements and technology solutions in financial service areas.

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.

5%

0-5% of travel related to work conferences, meetings, etc.

LOCATION AND PHYSICAL, ENVIRONMENTAL, MENTAL (PEM) REQUIREMENTS

Environment and Work Location Information

Environment Type:

Non-Clinical Setting

Location Setting:

Campus

Location:

UCLA Murphy Hall & Wilshire Center

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

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.