Job Responsibilities Reporting to the Assistant Director, Housing Maintenance Administration, provide administrative analyses and project support for Housing Maintenance & Project Management. Incumbent is responsible for providing support to properties managed by UCLA Housing & Hospitality Services and will be required to travel to offsite locations. Primary daily and monthly responsibilities include a variety of operational reconciliations, processing of invoices, monitoring of accounts payable's productivity, compilation and analyses of data for accounts payable and supplies, participation in organizational planning efforts as well as reconciling and verifying Housing Maintenance & Project Management operating expenses, reconciling the Facilities projects (Job Order Contracts, Brief Form contracts, and Capital Program accounts with expenses and payments), training and supervision of Accounts Payable Coordinators. Duties include departmental development of new policies and procedures relating to accounts payable/receivable and the budget, supervision of accounts payable. Responsible for the administrative coordination of reconciling supply orders placed with receipt of goods through payment of invoices. Responsible for primary budgeting for the entire department which consists of 5 different budgets spread over dozens of FAU's.
About the Department
At UCLA Housing & Hospitality Services (H&HS), you become part of UCLA's tradition of excellence by providing quality housing, dining, and hospitality services to student-residents, faculty, staff, and campus visitors.
We believe there's more to a job than simply being employed. In addition to competitive salaries and comprehensive benefits and retirement plans, H&HS team members enjoy significant opportunities for professional and personal growth in a supportive work environment.
No matter what your role, you will join more than 2,600+ H&HS team members who understand that our motto Hospitality First! means that a warm, gracious attitude makes a difference in the lives of the people we serve.
Job Qualifications 1. Skill in utilizing personal computer, spreadsheet, word processing, presentation, database, and electronic mail applications to prepare analyses and communicate effectively with others. (Required)
2. Working knowledge of Bruin Buy and UC Path etc. (Preferred)
3. Demonstrated skill and knowledge in data collection/ verification to ensure the accuracy of the reports generated from the system. (Required)
4. Skill in supervising diverse staff including organization of workflow, delegating responsibility, training, evaluating, motivating, hiring and counseling. (Required) 5. Working knowledge of management principles, trends, and practices as applicable to staff supervision and motivation. (Preferred)
6. Ability to establish and maintain cooperative working relationships with staff, coworkers, and other university personnel and interact diplomatically with a diversified public. (Required)
7. Skill in analyzing operating procedures and recommending necessary changes consistent with accepted accounting practices. (Required) 8. Ability to set goals and priorities which accurately reflect the relative importance of job responsibilities when faced with fluctuating workloads, deadlines and competing requirements. (Require) 9. Ability to work independently and prioritize assignments when faced with fluctuating workload and following through on assignments under pressure with minimal direction. (Required)
10. Skill in operating a 10-key pad by touch with speed and accuracy. (Required)
11. Mathematical skills sufficient to compute figures and check accuracy of invoices and reports. Ability to analyze invoices and corresponding documentation to determine if the transactions are within applicable policies and procedures. Ability to identify with adjustments need to be made and seek approval as required. (Required)
12. Demonstrated advanced knowledge and related experience in accounting practices and procedures, and the ability to apply these to Accounts Payable activities. (Required) 13. Skills to organize information, people, finances and other resources to develop effective programs and bring to closure a variety of project simultaneously while optimizing efficiency and minimizing duplication of effort. (Required) 14. Skill in analyzing information, problems, situations, practices or procedures to formulate logical and objective conclusions when problems encountered are complex, unusual, and non-routine. (Required)
15. Skill in speaking concisely and logically, using grammatically correct language to convey information and explain policies and procedures. (Required)
16. Skill in analyzing operating procedures and recommending necessary changes consistent with accepted accounting practices. (Required) 17. Skill in working as a team member, collaborating with colleagues to accomplish the specific and overall goal of the division. (Required) 18. Demonstrated ability to read, write, and comprehend English sufficient to understand and interpret guidelines, documents, and pertinent policies and procedures. (Required) 19. Ability to travel to various offsite work locations. (Required)
Benefits UCLA offers a comprehensive benefits package, including an average of three weeks of vacation per year; an average of 12 days sick leave per year; 13 paid holidays per year; health, dental and optical benefits; life insurance; disability insurance; the University of California Retirement Plan; various voluntary UC Savings Plans. There are also special programs and privileges available, such as accessibility to cultural and recreational programs, athletic events, the University Credit Union, and much more!
The University of California is an Equal Opportunity/Affirmative Action Employer advancing inclusive excellence. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, age, protected veteran status, or other protected categories covered by the UC nondiscrimination policy.
The University of California is an Equal Opportunity/Affirmative Action Employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, age or protected veteran status. For the complete University of California nondiscrimination and affirmative action policy, see: UC Nondiscrimination & Affirmative Action Policy, https://policy.ucop.edu/doc/4000376/DiscHarassAffirmAction
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UCLA is known worldwide for the breadth and quality of its academic, research, health care, cultural, continuing education and athletic programs. UCLA offers undergraduate degrees in more than 127 majors and graduate degrees in 198 program areas. UCLA has 11 highly regarded professional schools. Eight are ranked among the nation's top 15 in their field by U.S. News & World Report. UCLA is consistently among the most popular campus in the nation for undergraduate applicants. The University of California is an Equal Opportunity/Affirmative Action Employer. All qualified applicants will receive consideration for employment without regard to age, race, color, religion, sex, national origin, disability, or protected veteran status. Benefits:UCLA offers a comprehensive benefits package, including an average of three weeks' vacation per year; an average of 12 days per year sick leave; 13 paid holidays per year; health, dental and optical benefits; life insurance; disability insurance; the University of California Retirement Plan with 5 year vesting and various voluntary UC Savings Plans. There are also special programs and privileges available, such as accessibility to cultural and recreational programs, athletic events, and the University Credit Union.