Grant Implementation and Reporting Coordinator

PROJECT POLICY ANL 3 RP (005257)

UCPath Position ID: TBD_941018

Position Description History/Status

Approved Date:

2/20/2026 1:53:28 PM

Date Last Edited:

2/20/2026 1:53:26 PM

Last Action Effective Date:

Organization Details

Business Unit (Location):

LACMP

Organization Code:

5000O

Organization:

ADMINISTRATIVE VICE CHANCELLOR

Division Code:

5901D

Division:

ADMINISTRATION

Department:

333500 - FLEET AND TRANSIT SERVICES

Position Details

UCPath Position Number:

TBD_941018

Position Description ID

252433

UC Payroll Title:

PROJECT POLICY ANL 3 RP (005257)

Personnel Program

Professional and Support Staff (PSS)

Salary Grade:

STEPS

Job Code FLSA:

Exempt

Union Code (Collective Bargaining Unit):

RP: RESEARCH AND PUBLIC SERVICE PR

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:

41078980

Reports to Payroll Title:

ADMIN SUPV 2

UCPath Department Head Position Number:

40044653

Department Head Payroll Title:

PARKING AND TRANSPORT MGR 2

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

As a member of Fleet & Transit business unit within UCLA Events & Transportation, the Grant Implementation and Reporting Coordinator manages implementation of grants post award and ensures all required dates and deadlines are recorded and met to the reporting agency. This position is responsible for project proposals that generate $2 million or more annually. In collaboration with colleagues overseeing our vehicle replacement plan, shared use motor pool, transit operations, and other Transportation units develops all project documentation required for the implementation of awarded grant programs. Managing all projects funded by grants to support the motor pool expansion, fleet services, transit operations, and other projects as assigned. The coordinator would also develop strategy for developing reports and analyzing data to meet reporting requirements for grant compliance. The coordinator would also be responsible for providing information to the Events & Transportation finance team to ensure timely and accurate reporting as required by the grant. Ongoing reports of progress are expected through graphical and written reports of funding pursued and awarded, along with programming and spending of funds on successful projects and acquisitions. The Grant Coordinator ensures that terms and conditions of grant contracts are followed and assists finance and legal colleagues in the negotiation of these contracts.

GRANT IMPLEMENTATION MANAGEMENT & FULFILLMENT

1. Manage a comprehensive calendar of key deadlines, Budgets and key grant requirements, manage implementation projects with internal and external stakeholders, and manage multiple concurrent grant projects. (E) 2. Conduct the full range of activities required to prepare, submit, and manage grant reporting. (E) 3. Implement an on-going grant report writing program to include data collection, preparing reports, and narrative reporting. (E) 4. Write and produce multiple grant status reports in coordination with the Director of Fleet & Transit, the Fleet Manager, the Transit Manager, and other university colleagues as needed.

70%

PROJECT TECHNICAL, FINANCIAL, & REPORTING RESEARCH

1. Keep appraised of developing needs of the department with respect to necessary capital improvements projects and financial trends for project implementation that require outside funding. (E) 2. Lead and coordinate university leaders to meet with decision-makers and influencers for grant programs relevant to departmental projects. (E) 3. Lead Project teams that liaise with other university staff working on proposals for grants that support administrative departments and similar technologies/equipment to those needed in Events & Transportation. (E)

15%

GRANT PROGRESS REPORTING AND INTERDEPARTMENTAL COLLABORATION

1. Develop grant appropriate financial tracking procedures and gather information necessary to report to local/regional, state, federal, and NGO funders on current grant programs from finance and funded stakeholders. (E) 2. Ensure compliance with complex grant reporting procedures as required by funders, including those used by public agencies based on legislation and regulation. (E) 3. Develop and maintain current records in databases and other appropriate types of electronic files, including grant tracking and reporting. (E)

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

Bachelor's degree in a relevant field.

Preferred

1. A successful record of demonstrable accomplishments in project management, program implementation, and report creation. Minimum of five years.

Required

2. Exceptional written communication skills; ability to write and edit effective correspondence and generate grant and gift reports. Demonstrated skill in generating clear, structured, articulate narratives for multiple stakeholders.

Required

3. Strong communication skills to express, in writing, the mission of the university and the department. Ability to make oral group presentations to provide information.

Required

4. Ability to interpret campus policy and communicate expectations and requirements to multiple stakeholders.

Required

5. Demonstrate the ability to navigate the demands of multiple stakeholders to ensure successful completion of Grant requirements.

Required

6. Ability to lead teams and delegate responsibilities in the implementation of grant projects and coordinate the ongoing compliance of Grant requirements, including exercising leadership with colleagues up to and including managers, directors, members of the faculty senate, and others.

Required

7. Experienced with negotiating, exchanging ideas, information, and opinions with others to formulate policies and programs and/or arrive jointly at decisions, conclusions or solutions.

Required

8. Skill in establishing and maintaining cooperative working relationships with university colleagues; community leaders; vendors; and entities offering grants.

Required

9. Demonstrate analytical and organizational skills including the ability to lead and coordinate staff from multiple areas in meetings, project teams, and requirements gathering.

Required

10. Ability to prioritize and adjust heavy workload, manage a variety of tasks, and meet various deadlines with changing priorities, frequent interruptions, and conflicting deadlines.

Required

11. Proven skill and experience using a PC and Microsoft Office Suite to execute goals and objectives, and effectively communicate with stakeholders, including but not limited to optimizing all aspects of Microsoft Outlook and using Excel to manage, organize, and analyze data.

Required

12. Experience with budget preparation, management, reporting and cost control. Demonstrated skill in overseeing complex projects with high dollar budgets.

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:

Standing/Walking

X

Sitting

X

Bending/Stooping

X

Squatting/Kneeling

X

Climbing

X

Lifting/Carrying/Push/Pull 0-25 lbs

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.