Assistant Director of Grant and Finance Administration

FINANCIAL ANL 3 (007709)

UCPath Position ID: 40191268

Position Description History/Status

For Reference ONLY - PeopleAdmin JA Number:

1107268

Approved Date:

6/9/2026 7:04:21 PM

Date Last Edited:

6/9/2026 7:04:13 PM

Last Action Effective Date:

4/22/2019

Organization Details

Business Unit (Location):

LACMP

Organization Code:

1140O

Organization:

SCHOOL OF LAW                          

Division Code:

1141D

Division:

LAW DIV                                

Department:

025000 - LAW

Position Details

UCPath Position Number:

40191268

Position Description ID

171023

UC Payroll Title:

FINANCIAL ANL 3 (007709)

Personnel Program

Professional and Support Staff (PSS)

Salary Grade:

Grade 22

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:

40058229

Reports to Payroll Title:

ASSOC DEAN

UCPath Department Head Position Number:

40040696

Department Head Payroll Title:

DEAN

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.

4722

BLANK AST 3

2.0

POSITION SUMMARY

Under the general direction of the Executive Director of the Williams Institute or their designee, the Assistant Director of Grant and Finance Administration will provide a broad range of professional financial and operational services for the Institute. This position is responsible for ensuring the overall financial health and operational efficiency of the Institute. These services can include budgeting, financial management and reporting (including to internal and external constituents), forecasting, contractual services, payroll, recharge services, management of the contract and grant process, tracking expenses against project budgets, overseeing the hiring process with Human Resources and onboarding of new staff, acting as a liaison with the Human Resources department, office management including coordination with the Facilities and IT departments, and other duties as assigned. The Assistant Director of Grant and Finance Administration will work in close collaboration with the Executive Director, the Research Director, and other senior administrators, and with University central campus administrators, Law School administrators, and the Office of the Vice Chancellor for Research, as well as contract and grant officials at extramural funding agencies. Strong analytical skills, problem-solving, and ease of manipulating and interpreting a broad range of financial data are required.  This position supervises two other staff positions: the Events and Community Engagement Specialist and the Executive Administrator.

FINANCIAL ADMINISTRATION

1. In line with Williams Institute objectives, set budget expectations and projections. Including preparing the annual fiscal year budget and completing continuous forecasting. (E)

2. Collaborate with senior leadership to develop long-term financial strategies.

3. Oversee all financial management functions, encompassing the current operating budget, including allocation of salary and expenses to endowment and grant funds in a timely fashion. (E)

4. Manage project specific expenditures; collaborate with Senior Scholars to build budgets that correspond with projects and respective deliverables. (E)

5. Prepare and submit financial reports to sponsors; liaise with Law School Business Office to ensure expenses are allocated to appropriate funds; in close coordination with Law School administration, Office of Contracts and Grants Administration (OCGA), and Extramural Fund Management (EFM), ensure that financial reporting meets applicable regulatory standards and procedures. (E)

6. Collaborate with Sr. Director of Development to track revenue streams and endowment updates; liaise with Law School Business office, External Affairs, and Foundation as necessary. (E)

7. Compile Standard Annual Report in conjunction with Law School Business Office.

8. Establish internal controls through developing financial procedures for the Institute and ensure compliance with UCLA policy. (E)

40%

CONTRACTS AND GRANTS ADMINISTRATION

1. Administer incoming and outgoing professional services contracts, grants, and subawards; coordinate with vendors, sponsors, UCLA Purchasing, OCGA, and Business & Finance to ensure follow-through. (E)

2. Act as the centralized point of contact for all grant applications.  Coordinate with staff across the Institute to manage all aspects of proposals and facilitate the approval process for submission with OCGA.

3. Monitor incoming and outgoing contracts and grants to ensure compliance with terms of agreements and payment schedules. (E)

4. Manage all staging of grants administration, including compliance with requirements of OCGA and of public and private funders. Develop a system to manage the administrative paperwork required by foundations, such as audited financials, board lists, 501c3 documentation, etc. Gather UCLA documents as required by OCGA, EFM, and OIP. (E)

5. Advise Williams Institute staff on grant and contract deadlines, financial proposals, renewals, and reporting. (E)

30%

ADMINISTRATIVE OPERATIONS

1. Coordinate all hiring and onboarding for Williams Institute staff with the Law HR and Academic Personnel Offices. (E)

2. Provide support as the liaison with the Law HR Office for all personnel matters at the Institute. (E)

3. Oversee office management, including coordinating with UCLA and Law Facilities and ITS departments. (E)

4. Facilitate the planning, coordination, and execution of office-related projects and initiatives. (E)

5. Interpret and implement applicable UCLA policies and procedures; stay informed about current rules and practices and recommend changes in Williams Institute policies and procedures to keep program current. (E)

6. Create or revise written policies and procedures and implement them within the Institute. (E)

30%

ADMINISTRATIVE OPERATIONS (cont'd)

7. Disseminate information to impacted staff to ensure departmental compliance with federal, state, UCOP and Law School policy changes. (E)

8. Supervise, assign tasks, and provide coaching and training to two Williams Institute staff members. (E)

9. Foster and cultivate an administrative environment of efficiency, organization, and support across the Institute. (E)

0%

•

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 Business Administration, Finance or related area and/or equivalent combination of education and experience /training.

Required

Master's Degree

in Business Administration

Preferred

5+ Years

Experience in Grants Management

Required

Experience with computers, research databases, and software necessary to perform responsibilities.

Required

Advanced ability to plan, direct and monitor budgetary matters, including budget preparation and administration of expenditures.

Required

Advanced skill in writing in order to produce professional, clear and compelling proposals, public announcements, and routine business correspondence; and the ability to evaluate and edit any of these for content, style and format.

Required

Excellent command of the English language and facility in spelling, grammar, usage and style consistent with professional writing standards.

Required

Excellent interpersonal skills, demonstrated ability to work with the donors,

alumni, students, administrators, and colleagues. Skill in interacting diplomatically and discretely with the public in a public contact setting.

Required

Demonstrated skill in working independently and following through on assignments with minimal supervision.

Required

Ability to maintain confidentiality of information with tact and discretion.

Required

Strong organizational skills and ability to work effectively under conditions of heavy workload, frequent interruptions, distractions, and deadlines.

Required

A high level of individual initiative and relentless commitment to meeting and exceeding goals.

Required

A true passion about advancing the work of the Williams Institute and lesbian, gay, bisexual and transgender (LGBT) rights more generally.

Preferred

Knowledge of UCLA grants and contracts requirements and procedures.

Required

Knowledge of UCLA financial requirements and procedures.

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.

Ability to work some overtime, evenings, and weekends for fund-raising special events.

Required

LOCATION AND PHYSICAL, ENVIRONMENTAL, MENTAL (PEM) REQUIREMENTS

Environment and Work Location Information

Environment Type:

Non-Clinical Setting

Location Setting:

Campus

Location:

1060 Veteran Ave, Los Angeles, CA

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.