Coordinator, Budget and Personnel

Special Instructions to Applicants This position requires candidates to submit a Resume and Cover Letter in addition to the UCLA Application. Department Summary The Division of Graduate Education is redefining how UCLA supports graduate students by building smarter systems, reducing administrative burden, and creating more equitable and efficient pathways for funding, academic progress, and success. As a campus‑serving division, DGE partners with faculty, school leadership, and central administrative units to modernize policies, streamline processes, and use data and technology to improve both service delivery and student outcomes. The division supports more than 12,000 master’s, doctoral, and professional students across UCLA’s schools and divisions and plays a key role in advancing the university’s academic mission, research enterprise, and commitment to equity. Position Summary Under the general direction of the Director of Budget and Personnel for the Division of Graduate Education (DGE), the Budget & Personnel Coordinator oversees payroll and personnel activities, including hires, reclassifications, separations, and transfers. This position serves as the primary liaison between DGE and CHR, including employee and labor relations, compensation, benefits, and payroll services, to address issues like grievances, layoffs, and disciplinary actions. Other key responsibilities include advising leadership and staff on HR policies, supporting recruitment processes, receiving and distributing confidential union materials, and collaborating with the Associate Dean/Chief Administrative Officer (AD/CAO) and Director to develop internal HR and DGE standard operating procedures. Secondary duties include processing travel reimbursements and purchasing transactions, fund management, grant administration, and ensuring compliance with University, State, and Federal policies. This position requires a combination of HR expertise, fiscal management skills, and the ability to work effectively with internal and external stakeholders to support operational excellence within the Division of Graduate Education. Salary & Compensation UCLA provides a full pay range. Actual salary offers consider factors, including budget, prior experience, skills, knowledge, abilities, education, licensure and certifications, and other business considerations. Salary offers at the top of the range are not common. Visit UC Benefit package to discover benefits that start on day one, and UC Total Compensation Estimator to calculate the total compensation value with benefits. Qualifications Demonstrated skill in analyze information and problems, define objectives, identify key factors and patterns, and recommend effective solutions. (Required) Demonstrated ability to interpret and apply university policies and procedures regarding human resources, compensation, purchasing, and travel. (Required) Ability to establish and maintain cooperative working relationships with administrators, faculty, staff, and students. Ability to engage effectively with persons of varied backgrounds, and to handle sensitive situations through effective listening, negotiation, diplomacy, and persuasion. (Required) Ability to exercise a high level of discretion and confidentiality regarding personnel and budgetary data information as well as confidential union communications within the framework of professionalism, empathy, and diplomacy. (Required) Ability to perform online post audits for all types of personnel and financial transactions. (Required) Skill in prioritizing assignments to complete work in a timely manner when there are changes in workload, changes in assignments, pressures of deadlines, competing requirements, and a heavy workload. (Required) Excellent verbal, interpersonal, and written communication skills. (Required) Working knowledge of UCLA application programs: UCPath, iCIMS, JDXpert, Tracker I‑9, TRS, BruinBuy Plus, SAP Concur, PAMS, ERS, Financial Web Reports, EPASS, and CDW Data Warehouse. (Preferred) Demonstrated ability to perform complex financial analysis and customized reporting. Proficient in using Excel for spreadsheet preparation, financial analysis, fiscal management, and generating financial reports. Extensive experience with Microsoft products such as Word, Excel, and PowerPoint. (Required) Demonstrated knowledge of University policies and practices related to compensation and human resources with ability to counsel employees regarding coverage, options and eligibility. (Preferred) Education, Licenses, Certifications & Personal Affiliations Bachelor’s Degree or equivalent education and experience (Required) Special Conditions for 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. May be required to work occasional evenings and weekends. (Required) Required to work at least 6 hours per year at DGE special events. (Required) Schedule

8 AM - 5 PM

Union/Policy Covered 99-Policy Covered Complete Position Description #J-18808-Ljbffr University of California Los Angeles