Senior Financial Services Analyst

FINANCIAL SVC ANL 3 (004628)

UCPath Position ID: TBD_2858

Position Description History/Status

Approved Date:

2/21/2025 5:36:05 PM

Date Last Edited:

2/21/2025 5:35:57 PM

Last Action Effective Date:

Organization Details

Business Unit (Location):

LACMP

Organization Code:

1300O

Organization:

LETTERS AND SCIENCE

Division Code:

1330D

Division:

L&S LIFE SCIENCES

Department:

088800 - LIFE SCIENCES ADMINISTRATION

Position Details

UCPath Position Number:

TBD_2858

Position Description ID

233751

UC Payroll Title:

FINANCIAL SVC ANL 3 (004628)

Business Title:

Senior Financial Services Analyst

Personnel Program

Professional and Support Staff (PSS)

Salary Grade:

Grade 21

Job Code FLSA:

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:

40972168

Reports to Payroll Title:

PROJECT POLICY ANL 5

UCPath Department Head Position Number:

40043455

Department Head Payroll Title:

Dean

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.

004753

FINANCIAL SVC ANL 1 CX

1

POSITION SUMMARY

As a key member of the Divisional Financial Services and Management Team, under the direction of the Executive Director of Research Administration (EDRA), the Senior Financial Services Analyst serves as a strategic financial partner to department staff, supervisors, and CAOs across multiple departments and units within the Division of Life Sciences. This role is responsible for overseeing financial management, procurement, sales and service unit operations, scholarship administration, and staff training while ensuring compliance with university policies and financial best practices.

The Senior Financial Services Analyst provides comprehensive financial support for the California State Summer School for Mathematics and Science (COSMOS) Program within the Life Sciences Division, as well as additional support for the Life Sciences Dean's Office. Responsibilities include budget management, financial reporting, and expenditure oversight. The role also involves processing purchase orders through BruinBuy+, submitting reimbursements via Concur, and collaborating with faculty, department administrators, and central offices to optimize financial operations and resolve financial issues.

In addition to financial management, the senior analyst leads procurement operations, ensuring compliance with institutional policies, resolving invoice discrepancies, and streamlining purchasing workflows in coordination with campus central offices. The incumbent also oversees the financial management of sales and service units by analyzing revenue trends, monitoring expenditures, and partnering with recharge unit directors to enhance financial sustainability and operational efficiency.

The Senior Financial Services Analyst also plays a vital role in administering scholarship programs and undergraduate student financial support, managing scholarship budgets, award allocations, and ensuring compliance with financial aid regulations. Additionally, the incumbent supervises and trains financial services interns, managing workload distribution, performance evaluation, and policy training to strengthen financial operations across the division.

With a strong focus on financial oversight, compliance, and training, the Senior Financial Services Analyst plays a critical role in enhancing financial stewardship, driving efficiency, and supporting the division's mission.

The Life Sciences Research Administration Office oversees the supervision, management, and strategic planning for the division's research programs, which exceed $80 million annually. The office leads a team responsible for both pre-award and post-award contract and grant activities within the Division of Life Sciences. This division comprises 7 academic departments, 7 interdepartmental degree programs, 3 institutes, and 9 centers.

Additionally, the office collaborates on managing the efficiency of the division's fund management teams, which includes training, development, recruitment, and retention. This oversight extends to the departmental contracts and grants offices across the entire Division of Life Sciences, ensuring comprehensive support for sponsored research activities and staff.

The California State Summer School for Mathematics and Science (COSMOS) is an intensive four-week summer residential program for middle school and high school students who have demonstrated an aptitude for academic and professional careers in science, technology, engineering and mathematics (STEM) subjects. Talented and motivated students completing grades 8-12, selected on the basis of merit, have the opportunity to work with renowned University of California faculty, researchers and scientists at several UC campuses in state-of-the-art facilities, while exploring advanced STEM topics.

COSMOS Financial Management

A1. Manage financial activities, budget, and reporting: $1.5M+ operation. (E) A2. Collaborate with all participating departments’ instructors and their financial offices on program budgeting, personnel, and cluster expenses. (E) A3. Coordinate faculty summer salaries according to policy and procedures. (E) A4. Manage the generating of monthly expenditure reports, reconcile ledger expenses, and resolve issues as needed keeping supervisors abreast of discrepancies—includes a year-end fiscal report. (E) A5. Partner with all stakeholders and facilitate receiving of revenue and operating funds from main campus, UCOP, or donors. (E) A6. Interpret policies, analyze liabilities and assist with fiscal closing activities. (E) A7. Oversee the processing of invoices, payment authorizations, and purchase order requests in BruinBuy+. Analyze and resolve individual transactions for any discrepancies and inconsistencies. (E) A8. Manage the resolution of purchasing problems, billing discrepancies, and general inquiries between COSMOS and vendors. (E) A9. Partner with participants to process reimbursements as well as travel expenses in Concur in a timely manner. (E) A10. Oversee the reconciliation of P-Card/T&E-Card expenses regularly by deadlines dates. (E) A11. Process TOF, NPEAR, Recharges, Salary Cost Transfers and other financial functions as needed. (E) A12. Partner with campus vendors, services, and partners on logistical needs. (E)

30%

Procurement Management

B1. Partner with departments to continuously improve purchasing workflows, ensuring timely and accurate completion of all purchase requests. Develop, manage, and maintain fiscal and operational reports to provide analytical insights and drive operational efficiency. (E) B2. Oversee department invoice holds and mismatches by setting goals to resolve, reduce, and prevent such issues whenever possible. Implement strategies to streamline payment processing and minimize disruptions. (E) B3. Manage the drafting and execution of complex purchase orders for goods, services, and technology that require multiple compliance steps and contract reviews. Ensure all procurement processes meet institutional and regulatory standards. (E) B4. Collaborate closely with campus central offices such as Campus Purchasing, Accounts Payable, Travel Services, Strategic Sourcing, Tax Services, and IT Services to resolve complex account discrepancies and ensure accurate financial reporting. (E) B5. Work with the EDRA to develop and disseminate divisional guidelines, best practices, and policy training departmental staff, faculty and external vendors. (E)

20%

Sales and Service Units Financial Management

C1. Manage the divisional sales and services units financial operation, including recharge billing, payroll, purchasing and PCard activities, and reimbursement. (E) C2. Conduct in-depth analyses of recharge unit revenue and expenses, evaluating trends and forecasts to assess their positive or negative impacts. Provide actionable insights to inform strategic decision-making. (E) C3. Facilitate regular meetings with recharge unit directors and the EDRA to discuss current and projected recharge activity. Apply critical thinking to recommend strategies for resolving issues and optimizing recharge operations. (E)

20%

Administration of Scholarship Programs and Undergraduate Student Financial Support

D1. Manage scholarship programs in Life Sciences division, propose strategic allocation of scholarship offers, budget scholarship funds, oversee communication of scholarship awards. (E)  D2. Process scholarship awards and provide comprehensive reporting of scholarships and stipends awarded to students. (E) D3. Prepare Financial Aid forms for awarding student stipends and scholarships payments to ensure timely disbursement to award recipients. (E) D4. Consult with Financial Aid Office and/or Student Accounting to resolve problems or to obtain status of student scholarship/stipend payment. (E) D5. Research student problems and/or concerns regarding scholarship awards. (E) D6. Process all other student financial transactions in Bruinbuy Plus and Concur, including Direct Pay, PTA, supplies and travel reimbursements. (E) D7. Prepare undergraduate student support budget and financial reports, projections and spreadsheets. Monitor and track expenditures and purchases against approved budget. (E)

15%

Supervision, Training, and Department Support

E1. Oversee the training, workload distribution, and performance management of financial services interns. Conduct regular progress reviews and adjust assignments as needed to align with departmental priorities. (E) E2. Supervise interns in processing procurement, recharge, and reimbursement transactions, ensuring accuracy, efficiency, and compliance with financial policies and procedures. (E) E3. Lead training sessions on financial policies, procedures, and best practices to ensure staff competency and compliance. (E) E4. Collaborate with the EDRA to develop training programs and instructional materials (E) E5. Provide backup support for departmental procurement, reimbursement processing, and recharge activities as needed. (E) E6. Act as backup for the preparation of contract and grant proposals, including preparation of budgets and processing of required internal Contract & Grant forms. (E) E7. Assist with additional projects and initiatives as assigned by the EDRA. (E)

15%

•

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

Accounting, Business Administration or related area and/or equivalent experience / training

Required

Ability to generate accurate budgets and projections.

Required

Well-versed in spreadsheets and related productivity tools.

Required

Knowledge of accepted procurement and financial practices.

Required

Ability to communicate clearly and professionally verbally and in writing.

Required

Excellent organizational skills and attention to detail.

Required

Knowledge of UCLA business applications such as Bruinbuy+, Concur, UCPath, etc.

Preferred

Demonstrated experience to create financial reports for audience at the executive management level, including trend analyses, forecasts, and accurately project ending balances.

Required

Ability to handle confidential and sensitive information with discretion, and to maintain professional working relationships with sponsors, industry, government, the UC and other academic and corporate institutions.

Required

Ability to independently validate expectations, problem solve obstacles, and follow-up to completion and/or proactively report status of assignments/project.

Required

Ability to establish and maintain cooperative working relationships with faculty, staff and students, as well as with vendors.

Required

Ability to analyze information, problems or situations to define the problem, formulate accurate and objective resolutions based on knowledge of financial aid policies.

Required

Working knowledge of federal, state and university policies in order to answer student inquiries about financial aid programs.

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.

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:

268 Hershey Hall

Standing/Walking

X

Sitting

X

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.