Administrative Analyst

Position Details

Qualifications

Job Duties and Tasks

• The Administrative Analyst, under the direction of the Manager, will provide fund management services for UCLA Lab School, an innovative school for children ages 4-12 and a laboratory for teachers and researchers in the Graduate School of Education and Information Studies (GSE&IS) at UCLA. Major responsibilities include assisting the Manager in overseeing the fund management of an annual budget of $8 million across fund sources from sales and services funds, gifts, endowment funds, Summer School funds, Chancellor's subsidy, and private gifts to support the academic programs and activities of the School. Project and monitor expenditures, and develop routine financial reports. Reconcile ledgers, and input all the financial data and track expenditures. Analyze expenditure trends and provide proactive recommendations to supervisor to avoid overdrafts on a regular basis. Serve as the backup to the Procurement Specialist on all UCLA Lab School purchases activities, using BruinBuy web-based purchasing system and the UCLA Express Travel and entertainment system. The Analyst will also assist the Manager to oversee the UCLA Lab School cashiering administration and will ensure the School is in compliance with all areas of cashiering and handling of cash. Act as the liaison with the departmental personnel and payroll manager; coordinate payroll and personnel functions for all UCLA Lab School employees, faculty, researchers, and staff. Review timesheets and resolve any payroll problems. Supervise a student clerical worker. Coordinate equipment inventory record and field trip for the School. Incumbent reports directly to the Manager.

Skills, Knowledge, and Abilities Required

• 1. Strong demonstrated experience in preparing budgets, financial reports, and forecasting expenditures.Required
• 2. Demonstrated detailed working knowledge and experience of a large public institution of higher education policies and practices related to accounts receivable, accounts payable, gifts, cash handling, recharges, staff personnel and payroll.Required
• 3. Demonstrated skill and detailed working knowledge in financial management, planning, analysis, monitoring budgets, and control of funds amounting to millions of dollars.Required
• 4. Detailed knowledge of electronic financial reporting system to organize and manipulate a large quantity of data for rapid retrieval of information.Required
• 5. Mathematical skills sufficient to calculate budgetary figures using computations such as ratios, rates, and percentages applied to categories, e.g. personnel costs, programmatic data, and other financial information with speed and accuracy.Required
• 6. Advanced knowledge of MS Office (Excel) and PowerPoint to produce reader friendly computerized financial data and budget reports to perform analysis, and evaluate proper referral for further action.Required
• 7. Demonstrated skill in utilizing the University's on-line Financial Reporting System, BruinBuy, Express, PAN, Administrative Cashiering Systems, and other network programs such as electronic mail, web page, etc.Preferred
• 8. Demonstrated attention to detail and strong organizational and time management skills.Required
• 9. Demonstrated excellent interpersonal skills to interact effectively with personnel within the UC campus, UCLA Lab School faculty and staff and the general public.Required
• 10. Skill in performing trend analyses, budget forecasts to produce reports for the administrators.Required
• 11. Knowledge of University staff/academic personnel and payroll policies and practices associated with a public institution of higher education, including forms processing, benefits information, hiring procedures, and payroll processing and procedures.Preferred
• 12. Demonstrated analytical skill in recognizing potential problems or deficient procedures sufficient to define and isolate the problem, and present viable alternatives.Required
• 13. Skill in writing concise, logical and grammatically correct detailed analytical and financial reports and business correspondence.Required
• 14. Ability to work and speak to people of various social, cultural, economic, and educational background and establish good working relationships with staff, faculty, administrators, and vendors.Required
• 15. Ability to problem solve obstacles or difficulties while maintaining a professional and calm demeanor.Required
• 16. Ability to work independently, set goals and priorities, meet deadlines, and carry out a variety of responsibilities, and follow through tasks to completion.Required
• 17. Demonstrated ability to work as part of a team and assist other administrative support staff with purchasing tasks as needed.Required
• 18. Ability to use discretion and diplomacy with respect to confidential and personnel-related issues and sensitive situations.Required

Additional Info

For more info: Kitty Law

How to Apply

Applications are handled through UCLA's online Employment gateway. To apply, search for the UCLA Human Resources Requisition Number listed above on the Career Opportunities website and follow the instructions provided to submit your application.