Contract and Grants Manager

CONTRACTS AND GRANTS SUPV 2 (006216)

UCPath Position ID: 40063477

Position Description History/Status

For Reference ONLY - PeopleAdmin JA Number:

1103166

Approved Date:

10/1/2026 1:28:40 PM

Date Last Edited:

10/1/2026 1:28:34 PM

Last Action Effective Date:

12/1/2022

Organization Details

Business Unit (Location):

LACMP

Organization Code:

1600O

Organization:

BASIC BIOMEDICAL SCIENCES              

Division Code:

1610D

Division:

BASIC BIOMEDICAL SCIENCES DIV          

Department:

230100 - MICROBIOLOGY, IMMUNO & MOLECULAR GENETIC

Position Details

UCPath Position Number:

40063477

Position Description ID

165590

UC Payroll Title:

CONTRACTS AND GRANTS SUPV 2 (006216)

Personnel Program

Management and Senior Professional (MSP)

Salary Grade:

Grade 24

Job Code FLSA:

Exempt

Union Code (Collective Bargaining Unit):

99: Non-Represented (PPSM)

Employee Relations Code:

C: Supervisor - Not Confidential

Employee Class (Appt Type):

2 - Staff: Career

Full-Time Equivalent (FTE)

1

SUPERVISION

UCPath Reports to Position Number:

TBD

Reports to Payroll Title:

FINANCIAL ANL 1

UCPath Department Head Position Number:

40039596

Department Head Payroll Title:

Dept Chair

GENERAL DIRECTION - Indicates that the incumbent receives guidance in terms of broad goals and overall objectives and is responsible for establishing the methods to attain them. Generally the incumbent is in charge of an area of work, and typically formulates policy for this area but does not necessarily have final authority for approving policy.

5264

RSCH ADM 3 RP

3

6217

CONTRACTS & GRANTS SUPV 1

1

4754

FIN SVC ANL 2 CX

3

4486

RSCH ADM 2 CX

1

POSITION SUMMARY

Under minimal supervision and reporting to the Financial Manager/CFO, the C&G Manager for the MIMG Department oversees the management of a contracts and grants portfolio consisting of approximately $32 miliion across approximately 100 accounts, with direct responsibility for the high performance of the Department's Finance Office, comprised of four contracts and grants officers (1 C&G Sup 1, 3 Research Administrator 3, and 1 Research Administrator 2) and three purchasing officers (Financial Services Analyst 2 CX). Performs multi-year financial planning and analysis, overseeing the preparation of budgets, forecasts, and variance and trend analysis. Through the work of subordinates, the C&G Manager ensures that MIMG sponsored research proposals and awards are in compliance with federal and state agency and University policies. Assumes full management, supervision, and accountability for both formal and hands-on training and professional development support for MIMG's research administration, including contracts and grants pre-award proposal and budget development, post-award fund management, institutional compliance review, management of subaward/subcontract issuance, and closeout activities for awards.  Recommends to CAO and Financial Manager/CFO regarding the strategic planning, establishment of goals and objectives, and management for the Finance Office. Develops and maintains positive and highly collaborative working relationships with other University organizations and outside agencies, including DGSOM, College of Letters & Science, Division of Life Sciences, Office of Research Administration, Corporate Financial Services, Purchasing and Accounts Payable, and federal, state and private research sponsoring agencies, such as the National Institute of Health (NIH), the Department of Defense (DoD), California's Stem Cell Agency (CIRM), and with non-UC institutions that provide multi-org/multi-department/subawards to UCLA, among others.

The MIMG department’s mission is to provide the highest quality research and education possible in the fields of Microbiology, Immunology and Molecular Genetics, informed by diverse scientific viewpoints. To meet this goal, we shall foster an inclusive climate and recruit a diverse group of scientists, educators, and students, who will address the most relevant problems in microbial pathogenesis, host cell biology, immune defense, and the host-pathogen interface.

SUPERVISION, ADMINISTRATION AND INTERNAL CONTROLS RELATED TO C&G ACTIVITY

1. Manage the operations & HR resources of the Dept Finance Office & its comprehensive contracts & grants & purchasing activities in alignment with dept goals & objectives.(E)  2. Through the coordinated efforts & performance of Contracts & Grants Officers & purchasing staff, direct all administrative aspects of contracts & grants management, from inception to close out, including procurement of research equipment, supplies & services.(E) 3.Oversee guidance & support provided to faculty, researchers, postdoctoral scholars, graduate trainees by Contracts & Grants Officers on interpretation of program announcements; proposal &  budget review & development; award submissions and acceptances; fulfillment of reporting responsibilities to ensure compliance with University, College, School of Medicine & agency policies &  guidelines.(E)  4. Serve as leadership for administrative policies & procedures related to sponsored projects issues & concerns.(E)  5. Independently recruit, interview, hire, train, supervise & provide professional development for fund management & procurement team to ensure accurate & up-to-date subject matter knowledge in contracts & grants areas (pre- & post-award support, accurate tracking of procurement & other costs associated with contracts & grants, accurate review of award terms and conditions & reports).(E) 6. Manages through subordinates, the provision of timely & accurate financial reports to Principal Investigators, monitoring and projecting expenditures to ensure best use of funding & to avoid overdrafts or cost disallowances.(E)  7. Ensures subordinate staff adhere to defined internal controls.(E)  8. Manage the interface between purchasing & contract & grant expenditure activities, ensuring seamless & effective operations to support audit & other requirements.(E) 9. Independently evaluate staff performance, provide annual written performance evaluations for each direct staff report employee, make recommendations for improvement & take necessary disciplinary action when performance does not meet satisfactory.(E) 10. Participate in monthly training workshops (RAFs, Master Training Courses, etc.); continuously investigate & develop new approaches to improve unit's processes related to contracts & grants administration to meet the needs of faculty, staff, students; recommend & implement procedures & internal controls when deemed compliant with organization policies & procedures.(E)  11. Coordination of all internal, federal, and statewide audit activities that affect contract & grants in the department in collaboration with department Financial Manager and CAO.(E)  12. Develop resources & training materials to conduct periodic updates with department staff (individually or in group settings); disseminate policy & procedure changes with respect to contract &  grant administration & maintain internal protocols for communicating standard proposal submission & associated requirements to staff.(E)

50%

Financial Planning, Analysis, Accounting, and Internal Controls

1. Collaborate with CFO/Financial Manager on financial management of C&G team supervised by the incumbent for over $32M annual budget in extramural funds on ongoing basis. Manage & review fund management team's multi-year financial forecasts across diverse financial portfolios.(E) 2. Analyze &  synthesize complex financial information for sponsored project budgets to generate monthly financial reports. Analyze expenditure trends & provide proactive recommendations to Principal Investigators & dept leadership to ensure compliance with applicable policies. (E) 3. Develop budget proposals in collaboration with Principal Investigators, in full compliance with various sponsoring agencies application guidelines and consistent with University policy regarding proposal preparation as needed. Draft budget justifications as required to provide supporting documentation and assure compliance issues are explicitly addressed.(E) 4. Directly supervise and review all financial transactions for compliance with University policy and procedure as well as agency guidelines regarding allowable/unallowable costs on a regular basis. Interact with the accounting specialist, payroll analyst & academic personnel staff to provide guidance and implement procedures, which support accurate, complete, and appropriate on-line transactions at the point of entry at least on a monthly basis.(E) 5. Function as a fund manager to proactively manage all resources from inception to close out for approximately $12 million in extramural and intramural funds on a regular basis.(E)  A) Monitor financial activity monthly & conduct periodic internal audits using the University on-line financial system.(E)  B) Reconcile and/or supervise reconciliation of the general & payroll ledgers, identify discrepancies to report to the FSM & recommend appropriate resolutions along with being able to handle sensitive & confidential personnel information.(E) C) Supervise maintenance of files for all fund sources, including necessary audit documentation for expenditures.(E) D) Prepare non-salary cost transfers or budgetary transfers using Non- PEAR and on-line transfer of funds, respectively.(E) E) Oversee the preparation of salary cost transfers in accordance with University & agency guidelines. Monitor associated Personnel Activity Reports to assure effort reporting matches financial accounting.(E)  F) Enter & review UCPATH transactions in connection with budget management for all fund sources, especially contract & grants in order to maintain accurate budget accounting for awards.(E) 6. Collaborate with the Financial Manager to develop & implement sound internal controls, financial management practices and long-term strategic planning consistent with generally accepted accounting principles and University policy.

20%

PRE & POST AWARD ADMINISTRATION

1. Serve as the main point of contact for faculty & researchers on proposal preparation for federal, state, foundation & local agency proposals including development of budgets, review of proposals of fund management team to ensure they conform with University & funding agency requirements, preparation of appropriate forms, securing necessary approvals, & coordinate assembly & submission of proposals.(E)  2. Independently review award synopses; interpret terms & conditions of agreements; resolve unclear issues; coordinate with various central administration offices to establish full accounting unit(s) & recharge ID within 3-5 working days of award receipt. Work with EFM and OCGA to resolve issues regarding award synopsis & any other problems that arise, which could inhibit award process.(E) 3. Identify the need and collaborate with project directors to initiate no-cost time extension requests, semi-annual and yearly Progress Reports, Requests for approval to spend funds in advance of an award, coordinate award closeouts with the business office and Extramural Fund Management (EFM), and assist EFM in preparation of final financial reports to agencies.(E)  4. Advise Principal Investigators & work closely with accounting specialist, payroll analyst, academic personnel staff regarding university & agency/award specific policies & guidelines, financial details as they apply to use of financial resources allowable/unallowable costs, etc.(E) 5. Reconcile all expenses charged against University ledgers. Ensure that all charges are appropriate & applicable to the grant based on approved budget & agency guidelines. Ensure that authorizing documentation is in compliant with University, State, Federal audit requirements.(E) 6. When necessary, work closely with the analyst in the Office of Contracts & Grants in uploading grant proposals within the required electronic proposal systems (NSF Fastlane & S2S), ensuring University signatures are obtained along with the submission of necessary documents to OCGA and/or EFM.(E) 7. Directly assist Principal Investigators with fulfilling their required effort reporting through the Effort Reporting System (ERS). Answer any questions they may have regarding the system, & research & resolve any special issues.(E) 8. Review visa applications in conjunction with the academic personnel manager to verify allowability on contracts & grants. Advise Principal Investigator on appropriate visa category to pay foreign visitors appropriately.(E)  9. Coordinate with fund management team, Personnel/Payroll and Student Services offices upon receipt and closure of grants.(E) 10. Provide consultation & expertise to faculty & staff regarding terms and conditions, allowability & feasibility of expenditures & grant related issues. Resolve problems that arise under active contracts &grants, and provide direction to Principal Investigators regarding appropriate use of grant funds.(E)

30%

•

Performs other duties as assigned.

•

Complies with all policies and standards.

•

Complies with the University of California, Los Angeles (UCLA) Principles of Community.

•

This position description is not intended to be a complete list of all responsibilities, duties or skills required for the job and is subject to review and change at any time, with or without notice, in accordance with the needs of the organization.

QUALIFICATIONS

Bachelor's Degree

In related area and / or equivalent experience / training

Required

Demonstrated leadership skills and business acumen to positively contribute to the mission of the department as well as the University community.

Required

Ability to set appropriate short and long range organizational goals, to define goals in an objective and measurable fashion and to formulate strategies and work plans to achieve the goals.

Required

Interpersonal skills to diplomatically establish and maintain excellent, cooperative working relationship with all stakeholders in all facets of the organization (faculty, academics, researchers, administrators, staff employees, etc.) to create a harmonious environment.

Required

Expert knowledge of University policies and procedures for purchasing for contracts and grants administration, purchasing, HR, payroll, accounting, and fund management.

Preferred

Demonstrated expertise in all facets of financial analysis, planning, and administration and evaluation of an academic research unit with multi-million-dollar budget with multiple funding sources. Expert level knowledge and demonstrated experience in the research environment of a major university/medical center and its education, public service and research missions.

Required

Strong ability to solve problems and apply analytical approaches in financial management using data analysis, trend analysis, control mechanisms, judgment and discretion.

Required

Ability to supervise and evaluate performance of professional staff. Ability to delegate responsibilities and conduct performance management. Strong leadership skills to develop and implement the effective organization and operation of financial and HR/payroll units within a large academic department in a major research university.

Required

Demonstrated ability to assess complex proposals, initiatives, and situations, bringing expertise and insight to the decision making process on both the granular and global levels. Demonstrated ability to apply a high level of original thinking and judgment, skills innovative application of policy and requirements, flexibility, and ability to develop successful situational solutions at both the micro and macro levels.

Required

Ability to secure ORA approval to serve as DRA (departmental research administrator) in order to submit proposals directly to funding agency without prior review by OCGA.

Preferred

Demonstrated knowledge of staff recruiting, hiring, payroll, and personnel policies and practices; understanding of policies/procedures concerning visas. Demonstrated experience as an effective team leader and supervisor.

Preferred

Advanced Excel and Power Point skills. Excellent communication skills (written, verbal, and presentation).

Required

High level of ethics, integrity, discretion, and confidentiality.

Required

SPECIAL REQUIREMENTS AND/OR CONDITIONS OF 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.

E-Verify Check: The position is funded by federal contracts/subcontracts requiring UCLA to notify job applicants that an E-Verify check will be conducted and the successful candidate(s) must pass the E-Verify check.

Age Requirement: Candidate(s) must be 18 years or older to be eligible to be hired.

COVID and Flu Vaccinations: The position is subject to providing evidence of inoculation.

LOCATION AND PHYSICAL, ENVIRONMENTAL, MENTAL (PEM) REQUIREMENTS

Environment and Work Location Information

Environment Type:

Non-Clinical Setting

Location Setting:

Campus

Location:

1602 Molecular Sciences Bldg

Standing/Walking

X

Sitting

X

X

Bending/Stooping

X

Squatting/Kneeling

X

Climbing

X

Lifting/Carrying/Push/Pull 0-25 lbs

X

X

Lifting/Carrying/Push/Pull 26-50 lbs

X

Lifting/Carrying/Push/Pull over 50 lbs

X

Physical requirements other

X

Chemicals, dust, gases, or fumes

X

Loud noise levels

X

Marked changes in humidity or temperature

X

Microwave/Radiation

X

Operating motor vehicles and/or equipment

X

Exposures other

X

Sustained attention and concentration

X

X

Complex problem solving/reasoning

X

X

Ability to organize & prioritize

X

X

Communication skills

X

X

Numerical skills

X

X

Mental demands other

X

X

Classification 3:  Position in which exposure to blood, body fluids or tissues is not part of the position description. The normal routine task involves no exposure to blood, body fluids or tissues and the employee can decline to perform tasks which involve a perceived risk without retribution.