Fund Manager

FINANCIAL SVC ANL 2 CX (004754)

UCPath Position ID: 41079904

Position Description History/Status

For Reference ONLY - PeopleAdmin JA Number:

1143015

Approved Date:

6/16/2026 10:19:54 PM

Date Last Edited:

6/16/2026 10:19:47 PM

Last Action Effective Date:

2/14/2024

Organization Details

Business Unit (Location):

LACMP

Organization Code:

1300O

Organization:

LETTERS AND SCIENCE                    

Division Code:

1350D

Division:

L&S SOCIAL SCIENCES                    

Department:

110000 - ECONOMICS

Position Details

UCPath Position Number:

41079904

Position Description ID

171575

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:

41072127

Reports to Payroll Title:

Senior Fund Manager

UCPath Department Head Position Number:

40052480

Department Head Payroll Title:

Chair

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 Senior Fund Manager (SFM) and as part of the Financial Services team, the Fund Manager is a member of a four- person team who manages contract and grants and all other funds in the Department of Economics including the Department's operational funds of approximately $20 million, Summer Session, Gifts and Endowments, and MQE self-supporting program. Primary responsibilities are to consult with SFM, 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 purchasing and reimbursement requests. Process and maintain current salary and policy data, analyzing payroll expenditures and commitments via UC Path and CDW reports. Actively monitors all research funds to prepare quarterly expenditure reports to PI's, 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.  Administer faculty research funds, Academic Senate grants, COR travel grants, Fiat Lux and OID mini grants for approximately 50 faculty members. Incumbent is responsible for monitoring budgets, completing financial and time-effort reports, and using all pertinent databases. Manage accounting processes via purchase orders, special requests, one-time payments, grants, and travel reimbursements. Incumbent will coordinate fiscal close.Additional duties include responsible for providing backup support for front office, events, and other departmental needs including Summer Institutes. These responsibilities include providing comprehensive, analytic, and administrative support for a broad range of financial functions. Investigate and resolve discrepancies; initiate and process Direct Retros. The incumbent ensures the accurate and timely processing of payments and other actions to comply with campus policy and federal employment regulations.

UCLA’s Economics Department has two interlocking objectives. We conduct cutting edge research by developing new methodologies and applying them to understand society’s most critical issues. We also seek to train the next generation of economic leaders in the private sector, government and academia.

UCLA is one of the top-ranked economics departments in the world. We have a young and active faculty whose research is shaping policy and informing the public on critical issues affecting the United States and the world. Our work covers a diversity of topics such as the origins and persistence of the Great Depression and its lessons for today’s economy, the relationship between education and health outcomes, cartels and antitrust policy, the economics of health care, and the impact of immigration on labor markets. Many of our faculty have received special recognition for their body of research by election to prestigious institutions such as the National Academy of Science, the American Academy of Arts & Sciences, and the Econometric Society, or have received such celebrated awards such as the Guggenheim and Sloan Fellowships.

Our undergraduates are equally impressive. They are among the brightest students on campus and consistently go on to find success in the job market and in graduate school. We have approximately 3300 majors at any one time making us the largest among major economics departments across the country and the largest major on campus. Our students come from over 60 countries around the world yet the majority call California their home. Many of our students are the first in their families to attend college and we are proud of them and their accomplishments.

Our Alumni play important roles in business, entertainment, and academia. We are proud that many maintain strong ties with UCLA and with the Economics department. Our students attend business schools, law school, medical schools, and graduate schools in a variety of disciplines.

RESEARCH ADMINISTRATION & FUND MANAGEMENT

 1. Provide fund management services to SFM, CAO and PIs funded by Department of Economics 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, SFM, 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 Chair 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)         9. Interpret University financial policies and procedures for faculty and management as related to the budget and well as funding agency regulations governing the purchase of supplies, services, equipment and travel expenses. (E)  10. Review and approve daily financial transactions, monitor and track expenses on spreadsheets, generate monthly reports of department's expenditures and reconcile monthly ledgers. (E)  11. In consultation with faculty, approve requests for expenditures, administer and track funds for Academic Senate research and travel grants, departmental research, MQE self-supporting, Summer session, various donor funds, contract and grant funds, as well as faculty co-sponsorships with other departments for various projects and events. (E)  12. Monitor special allocations for faculty Dean's Discretionary funds, fellowships, OID mini grants and various donor funds. Keep the department informed of the allocations and restrictions on use. (E)  13. Initiate fund transfers in a timely manner to balance accounts. (E)  14. Provide assistance to faculty and staff on the disposition of their funding, balances and reconciliation to the University Financial System. (E)  15. Process departmental travel reimbursements, purchase orders, check requests, for faculty, staff and invited speakers, and resolve problems. (E)

60%

ADMINISTRATION & RESOLUTION

 1. Provide backup assistance to purchasing staff members when they are not in the office. (E)  2. Supervise work-study students for the Department. (E)  3. Support Summer Institutes programs administration. (E)  4. Independently initiate and process payroll transactions as needed, utilizing UC Path and TRS systems. (E)  5. 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)                                                                     6. Provide proactive administrative and fiscal management within established targets and objectives. (E)  7. Provide support, guidance, and training to colleagues on all levels of management as needed on financial activities, policy, or budgetary issues. (E)  8. Assist in special projects as assigned by the CAO in response to meeting departmental goals and objectives. (E)  9. Maintain up-to-date knowledge and proficiency with OMB circulars and UC Financial Policy and Procedures. (E)

35%

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

2 Years

Experience as a fund manager in operational, gifts, endowments, and extramural funds, including pre- and post-awards for federal and state funded contract and grants, and private foundations

Preferred

1. Demonstrated interpersonal skills and experience in working closely with staff, faculty, students, and campus departments to convey information concisely, accurately, and tactfully.   Skill in using diplomacy and respecting confidentiality in situations as appropriate.

Required

2. Demonstrated skill in working pro-actively, independently and following through on tasks with minimal supervision.

Required

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

Required

4. Experience in bookkeeping, accounting, accounts payable, accounts receivable, processing invoices, check requests and reimbursements.

Preferred

5. Skill in performing detailed work with a high degree of accuracy.

Required

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

Required

7. 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

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

Preferred

9. 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, PAN, ERS, NPear's, and TOF.

Preferred

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

Required

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

Required

12. Skill in speaking clearly, using appropriate vocabulary and grammar to communicate effectively and convey information or explain procedures to individuals and groups.

Required

SPECIAL REQUIREMENTS AND/OR CONDITIONS OF EMPLOYMENT

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

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

LOCATION AND PHYSICAL, ENVIRONMENTAL, MENTAL (PEM) REQUIREMENTS

Environment and Work Location Information

Environment Type:

Non-Clinical Setting

Location Setting:

Campus

Location:

Bunche 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.