Fund Manager

FINANCIAL SVC ANL 3 CX (005184)

UCPath Position ID: 40931554

Position Description History/Status

Approved Date:

2/27/2026 1:55:45 PM

Date Last Edited:

2/27/2026 1:55:40 PM

Last Action Effective Date:

Organization Details

Business Unit (Location):

LACMP

Organization Code:

1300O

Organization:

LETTERS AND SCIENCE

Division Code:

1350D

Division:

L&S SOCIAL SCIENCES

Department:

108500 - ANTHROPOLOGY

Position Details

UCPath Position Number:

40931554

Position Description ID

244503

UC Payroll Title:

FINANCIAL SVC ANL 3 CX (005184)

Personnel Program

Professional and Support Staff (PSS)

Salary Grade:

STEPS

Job Code FLSA:

Exempt

Union Code (Collective Bargaining Unit):

99: Non-Represented (PPSM)

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:

40060799

Reports to Payroll Title:

ADMIN SUPV 2

UCPath Department Head Position Number:

40046273

Department Head Payroll Title:

DEPARTMENT 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

Under the direction of the department manager, the fund manager is responsible for managing the department's extramural and intramural funds, as assigned, and the administration of fund activities. The fund manager prepares financial reports for PIs, analyzes financial data and identifies discrepancies, performs accounts payable and payroll adjustment transactions and advises faculty and students on university financial policies and procedures and other administrative issues. The fund manager reviews and approves travel reimbursements, ensuring that the proper fund sources are charged. Further, the role generates regular and customized financial reports for the departmental budget, provides short- and long-term fiscal planning, monthly reporting on faculty research accounts, expenses and projections and serves as an informational resource for faculty and grad students for their contracts & grants. They also assist faculty and graduate students with the proposal process for intramural and extramural grants and interact with OCGA and EFM on the submission and approval of grant proposals, administration of grant and fellowship award funds, and management and closeout of awards. The fund manager also assists the department manager with financial projects and other tasks as needed.

The UCLA Department of Anthropology has always taken a broad view of anthropology, maintaining both balance and integration among the four fields (archaeology, biological, sociocultural, and linguistic), which have traditionally characterized the discipline. Established in 1941, the department grew to prominence immediately after World War II and has consistently ranked among the top ten departments in the country, both for the distinction of its faculty and the quality of its teaching. Many faculty members actively engage in research and teaching in two or more fields, and many hold joint appointments in other departments and schools at UCLA. Indeed, Anthropology has ties with many other major departments in the university, offering a rich fare to graduate students. Our faculty and students are dedicated to resolving fundamental questions that lie at the core of Anthropology as a field of intellectual inquiry. Their work encompasses such topics as the nature of evolutionary processes, human development, emotions and the mind, culture and communicative strategies, health and illness, the development of socio-political complexity across the historical and archeological record, and the impacts of differential access to power in the contemporary world. To that end, we conduct research in all parts of the world and engage in innovative collaborations that cross traditional sub-disciplinary and disciplinary boundaries.

Budget Administration & Fund Management

Manage and generate complex  financial reports for assigned accounts. Develop and Update reports as needed so that reports reflect allocations (carry forward and current year), current year expenditures, and projected expenses.

Establish and maintain advanced financial reporting systems and processes.

Independently Audit and resolve  financial discrepancies., Authorize and process appropriate transfer of funds (TOF), non-payroll expenditure adjustment requests (NPEARs), and recharges, to ensure account/funds reflect accurate allocations and expenses using the university policies and procedures.

Direct the Auditing payments appearing on the closed general ledger to the actual documentation of accounts assigned and ensure that proper recordkeeping and backup documentation is filed appropriately

Perform comprehensive short range yearly fiscal planning related to the department's budget activities. Partner with the department manager to develop strategic financial roadmaps

Prepare and present monthly and annual budget reports for manager, Chair, and faculty in the department. Conduct high level budget expenditure projection analysis, identifying financial trends and providing recommendations to leadership as needed.

Develop, monitor and control multiple budgets of the funds/accounts of all faculty and departmental interest groups. Propose and implement departmental policies to manager for the efficiency and preservation of funds.

Design and implement reporting and control mechanisms for operating budget and direct expense files, background documents, and financial reports.

Lead  fiscal closing activities following standard University practices. Analyze problems and make recommendations for resolution to accounting/financial procedures and directives.

Partner and coordinate with faculty to manage inter departmental  payroll and expenses. Facilitate fund transfers and and account access, serving as the primary liaison for financial transactions for multiple units.

Oversee the Reconcilaition  of monthly payroll charges to faculty or Interest Group funds and ensure payroll expenses do not exceed available funds.

Spearhead  the processing of departmental and faculty research gifts as well as the management and expenditure of Regents and UCLA Foundation fellowship, prize, endowment, and gift accounts.

50%

Finance Administration

Use Online Financial System, Cognos, and QDB financial tools to manage financial accounts assigned. Verify and conduct high level audit allocations, expenses, and open encumbrances.

Serve as the primary point of contact for the the Chair, Principle Investigators (PIs), and staff, regarding financial policy. Interpret and provide clear guidance on how they impact departmental budgets and spending.

Develop ideas for process improvement, problem solve on a wide range of issues related to financial management and policy compliance, develop possible solutions, and advise leadership on policy recommendations, etc.

Coordinate with Staff & Academic Personnel Coordinator to provide funding information for all hires and ensure all department payroll is charged to correct funding source at the appropriate time/date.

Manage the workflow for  invoices, payments, reimbursements, and recharges. Verify correct accounts (FAUs) are used by staff. Create and maintain spreadsheet of accounts for use by all staff as needed.

Monitor the open commitment ledger on a continual basis.Take the lead in working with Accounting & Purchasing to resolve any issues.

Work with the Staff & Academic Personnel Coordinator to request payroll transfers (salary cost transfers), as necessary, to remove overdrafts and communicate changes in fund source as needed.

Create Cost Centers and Recharge IDs as needed, monitor and track special allocations for faculty such as recruitment and retention, endowment, search expenses, scholarships, grants, awards & fellowships. Keep faculty informed of these allocations and restrictions of use.

Serve as primary Departmental Security Administrator (DSA) for the department, managing security access assigned to staff, in consultation with the department manager.

Oversee procurement, accounting, honoraria, entertainment, and travel expenses and mentor junior staff on purchasing, accounting, and travel policy to provide guidance and direction on appropriate processing and funds compliance.

Manage departmental financial audits. Investigate and rectify unique financial problems.

35%

Contract & Grant

Management

Hold primary responsibility for grant management for both intra and extramural

funding support.

Work with faculty to develop grant application budgets, including items such as benefits, graduate student fee remissions, summer ninth expense, course buy-outs, and travel.

Provide  high level administrative consultation to faculty and departmental graduate students for submission, award, and financial support of contracts and grants and any related campus or UC policies and procedures.

 Manage the preparation of  contracts and /grants to  ensure compliance with University, State, and Federal audit policies. Work with PI on submitting Effort Reports.

 Serve as the department’s primary representative with central offices including Academic Senate, Office of Contract & Grant Administration (OCGA), and Extramural Fund Management (EFM)  to facilitate the administration of  funded awards.

Meet Conduct regular meetings with individual faculty and graduate students to ensure fund usage falls within grant guidelines. Work with granting agencies when the faculty have questions or need to change budgeting categories.

15%

•

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

Ability to work independently, accept challenging circumstances, and take initiative to solve problems where solutions are not always readily apparent.

Required

Demonstrated skill in reading and interpreting technical documents, such as agency policies, statements, manuals, award documents and other materials.

Required

Demonstrated working knowledge of federal and state contract and grant policies and procedures, including proposal preparation requirements.

Preferred

Strong proficiency in designing and using complex spreadsheets (MS Excel) and database tools for financial and administrative purposes.

Required

Skill in writing clear, correct business memoranda, letters, emails, reports and other material.

Required

Excellent analytical skills to access financial information, anticipate problems, develop solutions, make recommendations, and implement changes and the ability to understand, interpret, process, and review online entries for the campus systems for accounting, payroll, and personnel.

Required

Ability to maintain confidentiality and to perform work with high level of tact, discretion, and diplomacy.

Required

Demonstrated knowledge of basic accounting principles and procedures, including debit, credit, encumbrances, liens and record reconciliation and skill in analyzing financial data to produce clear and concise reports.

Required

Demonstrated interpersonal skills to build and maintain productive working relationships with faculty, staff and other campus and non-campus entities; ability to work as a team player and well-developed leadership skills to mentor others

Required

Ability to effectively prioritize, work with frequent interruptions and/or with short timelines for completion of projects.

Required

Demonstrated ability to work independently with initiative, setting priorities to complete tasks in an organized and timely manner 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.

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:

Haines 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.