Finance Coordinator

FINANCIAL SVC ANL 2 (004627)

UCPath Position ID: TBD_1497

Position Description History/Status

Approved Date:

3/20/2025 3:21:03 PM

Date Last Edited:

3/20/2025 3:21:00 PM

Last Action Effective Date:

Organization Details

Business Unit (Location):

LACMP

Organization Code:

1300O

Organization:

LETTERS AND SCIENCE

Division Code:

1350D

Division:

L&S SOCIAL SCIENCES

Department:

113000 - HISTORY

Position Details

UCPath Position Number:

TBD_1497

Position Description ID

214664

UC Payroll Title:

FINANCIAL SVC ANL 2 (004627)

Personnel Program

Professional and Support Staff (PSS)

Salary Grade:

Grade 19

Job Code FLSA:

Non-Exempt

Union Code (Collective Bargaining Unit):

99: Non-Represented (PPSM)

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:

40831408

Reports to Payroll Title:

FINANCIAL ANL 3

UCPath Department Head Position Number:

40040371

Department Head Payroll Title:

ADMIN MGR 1

DIRECTION - Indicates that the incumbent establishes procedures for attaining specific goals and objectives in a broad area of work. Only the final results of work done are typically reviewed. Incumbent typically develops procedures within the limits of established policy guidelines.

POSITION SUMMARY

Under the supervision of the Senior Fund Manager, the Finance Coordinator provides accurate and timely financial services for faculty, active emeriti, students, guests, and staff. This entails high-volume request processing, communication, and tracking as well as liaising with Business and Finance Solutions (Accounts Payable, Travel Accounting, Purchasing, Vendor Management, Central Resource Unit, etc.) to complete tasks and projects. The incumbent is the primary department processor for BruinBuy Plus (requisitions, purchase orders, invoices, procurement, independent contractors, honoraria, vendor setup via PaymentWorks), Concur (travel and entertainment and non-travel and non-entertainment reimbursements, travel requests through UC Travel, PCard report submission, travel and entertainment card report submission), and CASHNet. The Finance Coordinator also serves as a department advisor on financial policies and procedures. This entails attending Accounts Payable, Travel Accounting, Purchasing, and Vendor Management office hours and staying current on University protocols. Incumbent may oversee department colloquia (Atlantic History Series, History of Science Colloquium, European Colloquium, and History of Gender and Sexuality) and other department events/conferences, as needed. Work in collaboration with central campus administrators and department staff to resolve budgetary issues. Interpret, monitor, and analyze information regarding university operating policies and procedures. Complete special budget projects as assigned, monitor, and analyze information regarding university operating policies and procedures.

The incumbent is directly supervised by the Senior Fund Manager but also works under the guidance of the Chief Administrative Officer.

The History Department is a large and dynamic department, housing graduate and undergraduate programs; a robust academic roster including approximately 55 faculty, many active emeriti, 10 lecturers, 6 post-docs, 14 staff members and visitors; the Public History Initiative; and the Luskin Center for History and Policy.

Financial Management

A1. Advise faculty and staff regarding University policies and procedures, and funding agency regulations governing the purchase of supplies, services, equipment, and travel expenses.  (E)

A2. In coordination with Business and Finance Solutions, gather and disseminate information pertinent to the management of University funds.  (E)

A3. Interpret University financial policies and procedures to principal investigators and management as related to financial services. (E)

A4. Initiate and manage department purchase orders and expenditures. Liaison among vendors, faculty, and UCLA Accounts Payable to resolve issues related to reimbursement or invoice payment. (E)

A5. Design and maintain internal spreadsheets that assure financial integrity and provide efficient report mechanisms. (E)

A6. Review and approve daily financial transactions, approve requests for expenditures, monitor and track expenses on spreadsheets, follow up on outstanding requests. (E)

A7. Process all departmental travel reimbursements, purchase orders, and check requests for faculty, staff, and invited speakers. Resolve order and invoice problems with Purchasing, Accounting Services, and vendors. (E)

A8. Maintain agreements with off-campus office supply and equipment vendors, managing delivery schedules, services/goods provided, and payment for services and goods. (E)

A9. Oversee, track, and process all cash and receivables transactions and deposits for Sales & Services funds. Work directly with Dunbar to ensure timely pick-up of deposits. (E)

A10. Process BruinBuy Plus and Travel Express  (Concur) transactions. (E)

A11. Process honoraria for guest lecturers paid from faculty or departmental accounts. Ensure conformity with visa and university policies and procedures.

A12. Assist with annual completion of fiscal close process. Work with Senior Fund Manager and Chief Administrative Officer to create budget spreadsheets throughout the year to utilize for fiscal close. Assist with resolving variances as needed. Serve as back up for Senior Fund Manager as needed. (E)

100%

•

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 related area and / or equivalent experience / training

Required

Knowledge and experience with UCLA financial and payroll systems, including BruinBuy Plus, Concur, OASIS, FSR.

Preferred

Demonstrated knowledge of and proficiency with UCLA Accounting policies and procedures.

Preferred

Demonstrated knowledge of and proficiency with UCLA Accounting policies and procedures.

Preferred

Demonstrated skill in financial analysis and long-and short-range budget planning.

Preferred

Demonstrated knowledge of UCLA gift processing and procedures.

Preferred

Demonstrated ability to read, analyze, and reconcile monthly ledgers.

Preferred

Demonstrated skill in utilizing Windows applications including Microsoft Word, Excel, and Access.

Required

Demonstrated skill in attention-to-detail, organization, tracking, and reviewing assignments, projects, and tasks.

Required

Demonstrated written communication skills to prepare concise, logical, grammatically correct analytical reports, correspondence, policies and procedures.

Required

Demonstrated oral communication skills to explain simple and/or complex policies and procedures to faculty, staff, students and administrative personnel.

Required

Skill in negotiating, exchanging ideas, information and opinions with others to formulate departmental policies and procedures and/or arrive collectively at decisions, conclusions or solutions. Ability to work independently to establish priorities and accomplish departmental goals and objectives.

Required

Ability to work efficiently and effectively in the midst of diversified responsibilities and changing priorities, and in meeting competing deadlines. Skill in performing efficiently amid frequent interruptions and/or distractions.

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.

LOCATION AND PHYSICAL, ENVIRONMENTAL, MENTAL (PEM) REQUIREMENTS

Environment and Work Location Information

Environment Type:

Non-Clinical Setting

Location Setting:

Campus

Location:

6265 Bunche 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.