Fund Manager

FINANCIAL SVC ANL 2 CX (004754)

UCPath Position ID: 40083476

Position Description History/Status

For Reference ONLY - PeopleAdmin JA Number:

1104424

Approved Date:

7/21/2026 11:51:02 PM

Date Last Edited:

7/21/2026 11:50:52 PM

Last Action Effective Date:

2/15/2024

Organization Details

Business Unit (Location):

LACMP

Organization Code:

1300O

Organization:

LETTERS AND SCIENCE                    

Division Code:

1340D

Division:

L&S PHYSICAL SCIENCES                  

Department:

101000 - MATHEMATICS

Position Details

UCPath Position Number:

40083476

Position Description ID

165638

UC Payroll Title:

FINANCIAL SVC ANL 2 CX (004754)

Personnel Program

Professional and Support Staff (PSS)

Salary Grade:

STEPS

Job Code FLSA:

Non-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:

40063957

Reports to Payroll Title:

FINANCIAL ANL 4

UCPath Department Head Position Number:

40049196

Department Head Payroll Title:

ADMIN MGR 1

DIRECTION - Indicates that the incumbent establishes procedures for attaining specific goals and objectives in a broad area of work. Only the final results of work done are typically reviewed. Incumbent typically develops procedures within the limits of established policy guidelines.

0

POSITION SUMMARY

Reporting to the Department Finance Officer and as part of the Financial Services team, the Fund Manager is a member of a two person team who manages approximately 135 federal contract and grants totaling around $12 million in the Department of Mathematics. When needed, also, assist with department operational funds of approximately $30 million. Primary responsibilities are to consult with CFO, CAO, PIs and Contracts & Grants Office by compiling financial data, researching income and expenses, developing single and multi-year budgets, preparing necessary projections for fiscally sound budget recommendations, and providing contract and grant administration to include pre-proposal through post-award.  Knowledge of University and the software for submission and/or monitoring of contract and grant proposals, and systems for processing graduate student payroll.  Process and maintain current salary and policy data, analyzing payroll expenditures and commitments via UCPath.  Actively monitors all research funds to prepare quarterly expenditure reports to PI's, Department Finance Officer and CAO as applicable, outlining all current income and expenses, providing projections to avoid overdrafts.  Works with General Accounting and Extramural Fund Management to provide accurate and timely invoicing of expenses and close out the activity as required. Additional duties include responsible for providing backup support for payroll, including benefits support for staff and academic apprentice titles.  These responsibilities include providing comprehensive, analytic and administrative support for a broad range of personnel/payroll benefits functions.  Initiate and process on-line payroll and benefits transactions using UCPath, QDB, and TRS. Investigate and resolve discrepancies; initiate and process Direct Retros. The incumbent ensures the accurate and timely processing of payments and other personnel actions to comply with campus policy and federal employment regulations. Complete special projects for CAO and Financial Manager.

The UCLA Math department is a large department within the Division of Physical Sciences with approximately 40 ladder faculty, 26 staff members, 150 graduate majors, and 2000 undergraduate majors.  The research program is significant and covers multiple fields: Algebra, Analysis, Combinatorics, Functional Analysis, Geometry, Logic, Number Theory, Probability & Mathematical Physics and Topology.  Also, Computational Applied Math & Mathematical and Statistical Finance.

PAYROLL & BENEFITS

1. Provide backup assistance to the Payroll staff member when they are not in the office. (E)  2. Independently initiate and process payroll transactions, utilizing EDB, PTR and TRS systems. (E)  3. If the Payroll staff member is unavailable, assist with reconciling monthly payroll ledgers using the appropriate systems to ensure payroll has been accurately determined and applied to appropriate funding sources. Independently investigate and resolve discrepancies and/or make corrections in response to changes in assignments and funding sources. Initiate and process Direct Retro to rectify modifications and errors. (E)

10%

RESEARCH ADMINISTRATION & FUND MANAGEMENT

1. Provide fund management services to CFO, CAO and PIs funded by Department of Mathematics and Program in Computing operational and sponsored research funds. (E)  2. Develop budgets, calculating and projecting income and expenses for extramural budgets including related academic salaries and benefits, supplies and related expense, equipment, travel, sub-awards, and indirect costs as applicable. (E)  3. Review for contracts and grants all invoices and payroll as applicable to funding sources to ensure appropriate placement of income and expense. Consult with PIs, Department Finance Officer, CAO, and/or student services office prior to processing to ensure correct use of funds. (E)  4. Reconcile monthly ledgers with backup documents, initiate timely payroll and non-payroll expense transfers as needed for research contract and grants. (E)  5. Initiate EPASS, 700 and 740U forms, and ERAS requests based on information from PI's and their proposals. Obtain necessary approval signatures from PI's and Chairman as required. Submit forms in a timely manner to Contracts and Grants Officer for final approvals and submission to agencies as required. (E)  6. Review award snapshots, interpret terms and conditions, to verify appropriate set-up of contract and grant awards. Re-distribute contract and grant awards to appropriate subs as awarded. Establish recharge ID's. Prepare and submit paperwork to Purchasing Office for sub-awards as needed. Review and check all sub-award invoices for accuracy and backup documentation. (E)  7. Prepare re-budget and/or no-cost time extension requests for PI's as applicable and forward to Contract and Grants office for submittal to funding agency in a timely manner. Monitor such requests for approval status. (E)  8. Respond to Extramural Fund Management Office regarding project invoicing to funding agency. Prepare final project reports for close out at the end of awards. Review for unallowable expenses, verify that indirect costs are appropriately credited, and balance subs. Prepare cost-sharing reports and submit to Extramural Fund Management. (E)

85%

RECORDS MANAGEMENT

1. Establish document storage system to ensure that all payroll information and assigned contract and grant financials are secure and orderly so that all documents can be easily retrieved. Systematize fund files so that payroll, general ledgers and backup documents are identifiable. (E)  2. File documents in chronological order for easy retrieval during ledger reconciliation process. (E)  3. Maintain files for up to five years including all ledgers and supporting documentation that may be required for audit purposes. (E)

5%

•

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

. Experience as a fund manager in operational, gifts, endowments, sales and services and extramural funds, including pre- and post-awards for federal and state funded contract and grant awards and awards made by private foundations.

Required

Knowledge of federal and state contract and grant fiscal policies and procedures, including proposal preparation and requirements and budget justification.

Required

Demonstrated experience in analyzing financial data, preparing financial reports and projections, and making financial recommendations for budget planning, financial decision making, as well as closing of awards.

Required

Demonstrated experience using financial mainframe systems for processing and recording of income and expenditures such as UCPath, BruinBuy, PAC, Travel Express, QDB, gifts, endowments, sales and service, and extramural funds.

Preferred

Demonstrated experience handling University and UCLA Foundation online systems for auditing of extramural, operational, gifts, endowments, and sales and service income and expenditures such as QDB, PPQDB, ASAP, PAN, ERS, NPear's, and TOF.

Preferred

Demonstrated skill in analyzing and verifying financial and payroll reports and to resolve discrepancies.

Preferred

Skill in preparing budgets and projections utilizing University online and UCLA foundation systems, and current spreadsheet and database software tools.

Preferred

Skill in speaking clearly, using appropriate vocabulary and grammar to communicate effectively and convey information or explain procedures to individuals and groups, as well as using diplomacy and respecting confidentiality in situations as appropriate.

Required

Demonstrated interpersonal skills and experience in working closely with staff, faculty, students, and campus departments to convey information concisely, accurately, and tactfully.

Required

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

Required

Ability to keep abreast of University business, financial, purchasing, travel and payroll policies and procedures.

Required

Experience in bookkeeping, accounting, accounts payable, accounts receivable, processing invoices, check requests and reimbursements. Skill in performing detailed work with a high degree of accuracy.

Required

SPECIAL REQUIREMENTS AND/OR CONDITIONS OF EMPLOYMENT

Background Check: Continued employment is contingent upon the completion of a satisfactory background investigation.

LOCATION AND PHYSICAL, ENVIRONMENTAL, MENTAL (PEM) REQUIREMENTS

Environment and Work Location Information

Environment Type:

Non-Clinical Setting

Location Setting:

Campus

Location:

Math Sciences Building

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.