Finance Coordinator

Provide accounting and administrative support functions for Institute for Pure and Applied Mathematics (IPAM) for workshops and conference programs totaling approximately $2 million in annual expenditures. Prepare documentation and coordinate with University entities necessary in processing budgetary projection for multiple scientific programs to create program reports, monitor program budgets and reconcile expenses. Set priorities and accomplish travel reimbursements and posting BruinBuy orders for international and domestic visitors, program participants, international and domestic institutions. Process daily deposits via Cashnet. Assist in fund management activities from inception to closure in accordance to grant policy and procedures. Provide tasks while maintaining high volume of travel reimbursements. Reconcile monthly ledgers and compile fiscal information to be used in preparing annual budgets, agency required progress reports and financial reports. Assist local, national and international participants in travel arrangements and hotel accommodations; compose email correspondence relating to financial policies and international travel. Develop and maintain liaisons and interactive relationships with Corporate Financial Services, including Travel Accounting and Accounts Payable, Gift Services, and Financial Aid Office. Perform special projects as needed.

Percentage of Time:
100

Shift Start:
8:00 am

Shift End:
5:00 pm

Qualifications for Position

19
Records

Qualifications

Required/Preferred

Strong communication and organizational skills.

Required

Expert knowledge of UCLA and Federal Agencies' travel policies and procedures.

Preferred

Demonstrated ability to complete various University processes such as Travel Reimbursements, Travel Express, BruinBuy Orders, Stipend Award Transmittal Forms, Recharge Requests, Facility Service Requests, etc.

Preferred

Ability to advise department of University policies, procedures, and funding agency regulations governing travel expenses, and the purchases of supplies and equipment.

Required

Ability to adjust to changing priorities and heavy workload under conditions of frequent interruptions and distractions to meet deadlines.

Required

Ability to think creatively and critically, to understand complex issues and detailed procedures, to formulate logical and objective conclusions considering alternatives and implications while staying focused on attention to details with minimal supervision.

Required

Excellent interpersonal skills, communications skills and usage of language to convey information clearly and concisely both orally and in writing.

Required

Demonstrated skills in interacting in a professional manner with local, national and international participants in a polite and poised manner; individuals from diverse cultural, ethnic and professional backgrounds while exhibiting grace under pressure.

Required

Working knowledge of the UCLA Travel, and Purchasing policies, the Bruin Buy and online Financial Systems.

Preferred

Mathematical skills sufficient to calculate budgetary figures using computations such as ratios, rates, and percentages applied to general categories including participant costs, programmatic data and other financial information with speed and accuracy.

Required

Knowledge of Generally Accepted Accounting Principles (GAAP), particularly as applicable to Federal contracts and grants.

Preferred

Knowledge of Extramural Funding and Gift tender process.

Preferred

Demonstrated ability of taking a proactive approach when compiling and reviewing financial information that would provide multiple data models for analysis, attending to discrepancies and recommending ways of evaluating and comparing data.

Required

Working knowledge and experience with MS Windows including proficiency in MS Word, MS Excel, Outlook and Access. General skill in word processing for correspondence and financial tables/reports with speed and accuracy. Ability to learn new software programs related to job requirements.

Required

Skill in handling confidential matters with discretion, tact and sensitivity.

Required

Ability to work as a part of a team and establish and maintain cooperative working relationships with staff, administrators, campus/intercampus personnel, directors, and program participants.

Required

Working knowledge of University and federal grant policies and procedures.

Preferred

Ability to stay focused and to pay careful attention to details.

Required

Ability to solve problematic situations or difficulties and follow through to completion on all assignments with minimal supervision.

Required

Additional Posting Information

Bargaining Unit:
99-Policy Covered

Application Deadline:
11-03-2019

External Posting Date: