Senior Fund Manager

FINANCIAL ANL 3 CX (005183)

UCPath Position ID: 40987201

Position Description History/Status

For Reference ONLY - PeopleAdmin JA Number:

1136792

Approved Date:

12/3/2025 1:48:33 PM

Date Last Edited:

9/23/2026 7:30:57 PM

Last Action Effective Date:

3/1/2023

Organization Details

Business Unit (Location):

LACMP

Organization Code:

1120O

Organization:

EDUCATION & INFO STUDIES               

Division Code:

1121D

Division:

EDUCATION & INFO STUDIES DIV           

Department:

028800 - DEAN, GSE&IS

Position Details

UCPath Position Number:

40987201

Position Description ID

167499

UC Payroll Title:

FINANCIAL ANL 3 CX (005183)

Personnel Program

Professional and Support Staff (PSS)

Salary Grade:

STEPS

Job Code FLSA:

Exempt

Union Code (Collective Bargaining Unit):

CX: Clerical & Allied Services

Employee Relations Code:

E: All Others - Not Confidential

Employee Class (Appt Type):

2 - Staff: Career

Full-Time Equivalent (FTE)

1

SUPERVISION

UCPath Reports to Position Number:

40125639

Reports to Payroll Title:

FINANCIAL ANL SUPV 2

UCPath Department Head Position Number:

41051550

Department Head Payroll Title:

HR MGR 1

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.

POSITION SUMMARY

Under the direction of the Director of Finance, serve as a Senior Fund Manager. Primary responsibilities as the Senior Fund Manager include advanced financial analysis, compliance monitoring and accounting of federal, state, and private contract/grant funding sources. Independently oversee and manage all pre-award and post-award administration related to contract & grants proposals of assigned individual faculty and large research unit, with an annual budget of over $10 million. Provide direct support and oversight in a full range of contract and grant activities and sales & service activities while proactively promoting compliance with Federal regulations, University policy, and School guidelines. Produce monthly detailed analysis and financial reports to deliver coherent and concise financial data to project directors, faculty, and Center Leadership. Incumbent is also responsible with exhibiting interpersonal skills needed to establish and maintain dynamic and effective working relationship with faculty, staff, students, other campus units.

The Deans Department at the UCLA School of Education and Information Studies (Ed&IS) serves as the administrative hub responsible for overseeing the strategic direction, academic programs, faculty affairs, student services, and overall operations within the school. Committed to excellence in education, research, and community engagement, the department plays a pivotal role in advancing the mission and vision of Ed&IS.

Financial Analysis & Compliance Services

Independently develop financial management tools to synthesize financial information for investigators with multiple funding sources and large research units. Analyze expenditure trends, project ending balance, and provide proactive recommendations to investigators/managers to avoid overdrafts. Provide financial reports to individual faculty bi-monthly.

Develop complex proposal budgets in full compliance with the various sponsoring agencies application guidelines and consistent with University policy regarding proposal preparation. Draft budget justifications as required to provide supporting documentation and assure compliance issues are explicitly addressed.

Review all financial transactions across all types of fund sources for compliance with University policy and procedure as well as agency guidelines regarding allowable/unallowable costs. Work collaboratively with Business Office staff to provide guidance and implement procedures, which support accurate, complete, and appropriate on-line transactions at the point of entry.

Function as a Senior Fund Manager to proactively manage all financial activities from inception to close out for approximately $10 million in extramural, funds.

1) Monitor financial activity monthly for individual faculty using the University on-line financial system.

2) Reconcile or supervise reconciliation of the general ledger for individual faculty; identify discrepancies to report to the Assistant Manager for Finance Administration.

3) Maintain files for all fund sources, including necessary audit documentation for expenditures.

4) Prepare non-salary cost transfers or budgetary transfers using Non-PEAR and on-line transfer of funds, respectively.

In collaboration with the Assistant Manager for Finance Administration develop and implement sound financial management practices consistent with generally accepted accounting principles.

Develop and assess the need for resources and practical tools, which proactively promote compliance with Federal regulations, University policy, and Center guidelines.

Create reporting tools to accurately represent a variety of funding sources to deliver at a glance" financial summaries to faculty and project directors.

In collaboration with the appropriate vendor contacts, oversee and reconcile Sales & Service (S&S) activities including create & monitor invoice activities, process deposits, balance appropriate S&S accounts.

60%

Contract & Grant Pre- and Post- Award Services

Independently review award synopses for accuracy; interpret terms and conditions of agreements; resolve unclear issues; coordinate with various central administration offices to establish full accounting unit(s) and recharge ID within 3 working days of award receipt.

Independently prepare no-cost time extension requests, submit electronic Requests for Approval to Spend Funds in Advance of an Award, coordinate award closeouts with the office of Extramural Fund Management (EFM), and assist EFM in preparation of final financial reports to agencies.

Advise Principal Investigators and train associated staff regarding standard and agency/award specific policies, guidelines, and financial details as they apply to use of human subjects, publication and copyright of data, conflict of interest issues, effort reporting, management of confidential data, allowable/unallowable costs, etc.

Develop resources and training materials to conduct periodic updates with staff (individually or in group settings) to disseminate policy and procedure changes with respect to contract and grant administration and maintain internal protocol for communicating standard proposal submission and associated requirements to staff.

Directly assist faculty and researchers with proposal preparation for federal, state, foundation and local agency proposals including development of budgets, review of proposals to ensure they conform with University and funding agency requirements, preparation of appropriate forms, securing necessary approvals, and coordinate assembly and submission of proposals.

40%

•

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 combination of education and experience

Required

Advanced working knowledge of accounting principles and computerized purchasing and accounts payable systems in a large University of higher education setting.

Required

Demonstrated experience in acceptable accounting and business practices to provide guidance and direction in financial, contract and grant, and administrative issues.

Required

Advanced working knowledge of contract and grant administration to direct and manage a nonlinear proposal process, prepare appropriate documents associated with a proposal, and coordinate submission (including web-based) with cognizant University offices.

Required

Demonstrated experience to create financial reports for audiences at the executive management level, including trend analyses, forecasts, and accurately project ending balances.

Required

Ability to prepare single project or program/project budgets, potentially involving multiple institutions, for extramural funds in accordance with University and funding agency guidelines and policies.

Required

Demonstrated ability to manage multiple project budgets to synthesize data in a user-friendly format and use advanced financial and accounting skills to perform functions effectively.

Required

Ability to handle confidential and sensitive information with discretion, and to maintain professional working relationships with sponsors, industry, government, the UC and other academic and corporate institutions.

Required

Excellent interpersonal skills, communication skills, and usage of language to clearly and professionally convey information verbally and in writing. Ability to present persuasive arguments and use negotiation skills to achieve mutually agreeable solutions.

Required

Ability to independently validate expectations, problem-solve obstacles, and follow-up to completion and/or proactively report status of assignments/projects.

Required

Demonstrated ability to work independently, establish priorities, meet fixed deadlines, and follow through tasks to completion often with frequent interruption.

Required

Working knowledge of policies and procedures in a large institution of higher education, such as accounting, travel, purchasing, consultants, and subawards to coordinate and expedite tasks with associated central offices.

Required

Demonstrated ability to efficiently operate Macintosh and PC computers and the most current software versions with advanced working knowledge of Excel; working knowledge of Word and PowerPoint.

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.

5%

Domestic travel

LOCATION AND PHYSICAL, ENVIRONMENTAL, MENTAL (PEM) REQUIREMENTS

Environment and Work Location Information

Environment Type:

Non-Clinical Setting

Location Setting:

Campus

Location:

Moore Hall

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.