Posting Salary: Recommended hiring range is $71,000 to $83,000, commensurate with experience.
Position Summary: Reporting to the Business Resource Center (BRC) Purchase Orders & Payments (POP) team lead, provide direction to POP team staff in accordance with established policies and management guidance. Lead and guide POP team staff who perform financial and accounting transactions, set priorities and manage workflow.
Under direction of the BRC POP team lead, direct staff to complete assignments using established guidelines, procedures, and policies. Supervise procure-to-pay and data management work; perform a broad range of moderate to complex transactions, problem resolution, risk analysis and mitigation, data analysis and reporting; and project management activities. Administer policies that directly affect subordinate staff. Recommend changes to department policies and practices to enhance/optimize workflow and client service.
Functional expert in purchasing/payment and reimbursement policies and procedures, sub-awards and other sponsored agreements, contracts and professional services agreements, data analysis and reporting, and federal, state and/or UC policies and regulations. Additionally, working knowledge in one or more of the following areas: compliance, audit, financial accounting and reporting, budget transactions, travel programs support/management, corporate card programs, recharges and cost transfers, cashiering, financial systems.
Develop and maintain vendor and UCOP client department relationships, as well as relationships with internal and external auditors, credit card vendors, UCLA Purchasing and Travel units, and UCOP Operations departments.
Special Conditions of Employment:
Other Special Conditions of Employment: Successful completion of a background check is required for appointment to this critical position.
Job Close Date:
Duty 1: - Supervise, coordinate, direct, and monitor workflow and assigned activities of POP team transactional support staff to ensure financial processing functions are performed using department service management system within service standards, and to ensure daily operations run smoothly. - Assume responsibility for quality and quantity of work; review, process, and approve financial data and transactions, as appropriate, and ensure financial activity is captured and reported accurately and in a timely manner. - Ensure compliance with relevant UC policies and procedures and other government reporting and auditing requirements for financial activities by developing and monitoring transactions and activities. - Recruit, select, develop, and evaluate direct reports to ensure effective and efficient operations; recommend personnel and performance management actions. - Develop, revise, implement, and train POP team staff on relevant policies and procedures including new accounting and financial reporting procedures and methods systems and other support tools, and client service strategies. - Provide leadership in the absence of the POP team lead. Function:Supervision Percent: 45
Duty 2: - Prepare, review, approve, and/or research complex purchase order and payment transactions for UCOP client departments using UCLA's BruinBuy and financial system in compliance with UC and BRC policies and procedures. - Apply financial and accounting concepts to independently perform analyses of moderate to complex financial services such as researching and analyzing discrepancies and compliance with external regulations and internal policies. - Serve as a primary resource to client departments, responding to procure-to-pay queries or issues, including, but not limited to, general purchasing, purchasing under blanket agreements, service agreements, and procurement card; ensure delivery of quality client service to various constituencies. - Provide training to client departments. - Serve as initial contact to BRC professional and support staff and UCOP client departments on escalated calls and provide consultative services on complex business services issues, policies and procedures that require interpretation or research; independently make decisions for prompt resolution or escalation to POP team lead or BRC director. Function:Transactions, Client Service and Problem Resolution Percent: 30
Duty 3: - Contribute to the development and implementation of financial data management systems, service management systems, and internal reporting systems. - Perform detailed data analyses and report on workflow and performance metrics for submission to decision makers or external agencies, or answer questions from client departments. - Assess, recommend, and implement changes, as needed, to ensure processes maintain compliance with UC and other requirements, and to ensure quality client services. - Participate in internal and external audits. Function:Analysis and Reporting Percent: 10
Duty 4: - Lead, participate in, and/or provide staff support to BRC or UCOP Operations projects and process improvement initiatives with UCOP-wide impact. - Assume responsibility for one or more project component such as timeline/schedule, delegation of tasks, critical path, status reports, and/or on-time deliverables. - Provide support and training to POP team support staff to facilitate implementation. - Provide support to internal systems testing and development, including feedback and recommendations Function:Project Management Percent: 10
Duty 5: - Participate regularly in accounting, finance, systems, policy, and performance management training. - Provide back-up support to colleagues. - Perform other assignments/duties, as requested. Function:Other Duties Percent: 5
Job Requirements Education Bachelor's degree in accounting, finance, business administration or a related field, and three to four years professional experience in analysis, interpretation and application of financial and accounting policies, practices and procedures (preferably in a higher education and/or public sector setting); or an equivalent combination of education and experience. Required
Job Requirements At least one year of supervisory or team lead experience, with a demonstrated ability to inspire others to meet both organizational and individual goals and objectives in a varied, high-volume environment with competing priorities; skills to exercise effective control of situations in the absence of higher-level management; and ability to make recommendations or decisions that affect operations and activities.
Minimum of three years demonstrated experience serving as a functional expert for accounts payable, procure to pay functions, financial or accounting concepts/systems, purchasing contract administration and/or compliance, accounting, reporting, audit or policy actions and activities.
Familiarity with, or demonstrated ability, to learn systems and programs used by BRC and its constituencies, including ServiceNow or other service management systems.
Strong analytical and problem-solving skills to identify, research, analyze and resolve transactions and issues, and enhance systems, processes and services.
Ability to gather, synthesize and integrate essential information from multiple sources; identify key factors, patterns/trends and issues; interpret policies and procedures; analyze and summarize possible implications; evaluate reasonable alternatives; and make logical recommendations.
Ability to understand and advise others regarding a broad range of financial transactions with excellent attention to detail and a high degree of accuracy.
Excellent interpersonal skills with demonstrated ability to work effectively and collaboratively across all levels, including active listening, critical thinking, judgment and decision making.
Excellent service orientation that demonstrates responsiveness in proactively addressing issues and commitment to operations excellence.
Effective verbal and written communication skills.
Strong skills using Microsoft Office and common desktop/web applications. Required
Knowledge of UC systems, processes and procedures, and rules and regulations. Preferred
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