Job Description

Under the direction of the Associate Director of Dining Operation, the Dining Services Business Office Manager manages the accounting, business, and financial matters for UCLA Dining Services. The position must have the ability to independently prioritize work, and complete projects and daily tasks as outlined and within established deadlines.
This includes management of financial reporting, trend and variance analysis, budget planning, accounting, and accounts payable for UCLA Dining Services. The Business Office Manager leads the annual budget planning process for all operation, and the central administrative unit. Prepares and oversees staff in completing complex financial analyses to support strategic planning and operating decisions. Monitors and reports key financial activity, performance measures, and benchmarks for UCLA Dining Services. Supports the monthly process of reviewing and analyzing operating statements prepared by H&HS Housing Business Office. Manage the processing of approximately $40 million accounts payable transactions for ten restaurant operations and the Geffen Academy. Supervise, train, motivate, and evaluate approximately 3 full-time staff, including one Administrative Analyst, one Administrative Specialist and one Administrative Assistant III’s, as well as 6 part-time student workers. Provide strong team leadership and build effective work teams. As a member of the Senior Management team, participate in strategic planning and decision making for the department. Develop implement, streamline, and evaluate the business processes, operational plans, procedural manuals, and daily tasks. Research and implement technological solutions to improve and support the business processes. Interface with various campus and other UC entities on issues of policy, procedure, and compliance regulations, and future system enhancements. Also, responsible for ensuring the department is in compliance with all University policies that apply to the areas managed. Act as the main contact for all internal audits conducted by the Auditing and Advisory Service department. Supervise, audit, evaluate, and improve the processing all information input to the various computerized systems including, FoodPro, BruinBuy, Single and Excel Uploaded Recharge entries, and Kronos. Also manage the monthly ledger reconciliation, filing systems, and statement reconciliations. Prepare purchasing requisitions for major expenses and repetitive food and nonfood purchases, and the related new vendor set up, if applicable. Prepare the monthly accrual report and other required financial and payroll reports for Senior Dining Management. Responsible for all functions related to accounts payable and Kronos Timekeeping related tasks, such as overtime reporting, for Dining Services. Possess a high intermediate skill set in Excel to include mutli-functional formula creation, knowledge of Pivot Tables, and the management of external links to other files and other programs. Perform other duties as assigned by the Senior Director of Food & Beverage.

Job Qualifications

Demonstrated skill in supervising diverse staff including organization of workflow, delegating responsibility, training, motivating, hiring, coaching, counseling, and evaluating.
Required

Demonstrated skill in managing financial, human, and capital resources.
Required

Skill in analyzing operating procedures and recommending necessary changes consistent with sound business practices.
Required

Demonstrate advanced knowledge of accounting practices and procedures, and the ability to apply these to accounts payable activities, and overall management of an administrative unit.
Required

Demonstrated knowledge of successful planning, budgeting, financial analysis and fiscal management.
Required

Skill in budget coordination, preparation, analyses, and cost controlling.
Required

Working knowledge of accounts payable and payroll processing activities for a large food service organization.
Preferred

Skill in organizing information, people, finances and other resources to develop or maximize effective procedures and operational systems.
Required

Understanding of University accounting and auditing practices and procedures, as well as the Payment Card Industry (PCI) policies and procedures.
Required

Ability to communicate effectively on a one to one basis and in small group settings, to delegate work assignments, conduct unit business, and explain departmental/University policies and procedures as applicable.
Required

Ability to organize assignments and work flow in a productive and efficient manner.
Required

Skill to develop and analyze various reports for senior management including financial expenditures, customer counts, and eating patterns.
Required

Ability to establish and maintain cooperative working relationships with staff, coworkers, and other university personnel and interact diplomatically with a diversified public.
Required

Skill in working independently and following through on assignments with minimal direction.
Required

Analytic skill in formatting and analyzing statistically based spreadsheets and financial reports sufficient to determine trends and inconsistencies.
Required

Skill in recognizing appropriate long-range objectives based on data accumulated and ability to work toward long range objectives.
Required

High intermediate skill level in Excel and Word to prepare business correspondence and spreadsheets.
Required

Ability to maintain and keep confidential information.
Required

Knowledge of University and operational accounts payable and payroll procedures.
Preferred

Skill in writing concise, logical, and grammatically correct English to prepare written schedules, plans, procedures, employee performance reviews, reports such as budgets variances and other financial administrative related reports and correspondences.
Required

Skill in organizing work and prioritizing assignments when there are interruptions, changing priorities, multiple projects, changes in workload, deadlines, handling diverse and conflicting constituent needs and competing requirements.
Required

Knowledge of Dining Service operations and a good understanding of culinary terminology.
Preferred

Working knowledge of computerized food production systems; computerized time keeping programs and electronic access systems.
Preferred