Fund Manager

RSCH ADM 2 (006205)

UCPath Position ID: 40102200

Position Description History/Status

For Reference ONLY - PeopleAdmin JA Number:

601520

Approved Date:

12/7/2021 1:08:23 PM

Date Last Edited:

8/18/2023 8:47:00 PM

Last Action Effective Date:

12/1/2021

Organization Details

Business Unit (Location):

LACMP

Organization Code:

1130O

Organization:

HENRY SAMUELI SCHOOL ENGR & APPL SCIENCE

Division Code:

1131D

Division:

ENGINEERING & APPLIED SCIEN DIV        

Department:

012500 - BIOENGINEERING DEPARTMENT

Position Details

UCPath Position Number:

40102200

Position Description ID

164699

UC Payroll Title:

RSCH ADM 2 (006205)

Personnel Program

Professional and Support Staff (PSS)

Salary Grade:

Grade 20

Job Code FLSA:

Non-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:

40063687

Reports to Payroll Title:

ADMIN SUPV 1

UCPath Department Head Position Number:

40041721

Department Head Payroll Title:

#N/A

POSITION SUMMARY

The Bioengineering department is seeking a fund manager to manage pre- and post-award activities associated with with federal, state, private and other agencies for Principal Investigators with expenditures totaling approximately $60 million for both Materials Science and Engineering (MSE) department and Bioengineering (BE) department while ensuring compliance with University and governmental rules, regulations and policies. Under the direction of Senior Fund Manager, the candidate will be responsible for the management of all contract, grants, gifts, and department funds from proposal preparation to fund closing including award setup, subawards, preparation of monthly financial reports, and manage funds for all PIs.  Serve as preparer for BruinBuy processing LVOs and purchase requisitions and travel reimbursements.  Responsible for the analysis, reconciliation, and financial reporting of extramural funds. Act as liaison with The Office of Contract & Grant Administration, Extramural Fund Management, General Accounting, Graduate Division and other central academic personnel in the acquisition and administration of research funding. Assist Principal Investigators (P.I.s) and on proposal preparation and submission; monitor and analyze project expenses and project status, identify potential problems and work to resolve the issues, prepare internal financial reports and projections on monthly basis; handle close out of award; approve payroll and non-payroll expenses charged to grant. Serve as Reviewer for Travel Express, Bruinbuy, and UCPath. All of the above is performed in a very dynamic environment as MSE and BE departments maintain a faculty roster of approximately 30 members and collaborate with other departments which often creates complex and/or unique situations.

Proposal Preparation & Award Set-up

1. Prepare budgets for proposals to be submitted by Principal Investigators to funding agencies, ensuring that requested budget follows all travel and allowances for merit increases and inflation. (E) 2. Revise budgets, in conjunction with Principal Investigators, for resubmission as requested by agency. (E) 3. Work with PI as necessary on  IRB approval for animal research protocols. (E) 4. Review Award Synopsis and set up accounts for new and continuation awards in accordance with University and fund agency guidelines. (E) 5. Prepare and/or review gift acceptance forms to ensure compliance with Gifts Policy Administration, Office of Contracts and Grants and General Accounting guidelines. (E) 6. Assist PIs in the preparation of Requests for Authorization to Spend (RAS), as necessary. Monitor authorized expenditures in the pre-award period, as appropriate. (E) 7. Assemble proposals in accordance to the guidelines and documentation requested by the funding agency. (E) 8. Prepare golden rods and coordinate all required signatures on all paperwork. Work with OCGA, EFM and PI to send out proposals to meet deadlines. (E) 9. Work with Dean's Office Accounting and General Accounting to set up and assign accounts and recharge Ids for all awards. (E)

25%

Fund Management

1. Reconcile on a monthly basis all financial transactions appearing on the General Ledgers, utilizing a computerized reconciliation program and by comparing ledgers to supporting documentation. (E) 2. Analyze and audit monthly payroll ledgers, initiate corrective actions and monitor such corrections until reflected on subsequent ledgers. (E) 3. Correct and/or justify financial discrepancies appearing on University ledgers by preparing Non-Payroll Expenditure Adjustment Requests, Payroll Cost Transfers and on-line Transfer of Funds according to University policies and procedures, and funding agency guidelines and regulations. (E) 4. Analyze and audit monthly reports from various campus departments and reconcile the reports to Departmental records; initiate corrective action when necessary. (E) 5. Establish and maintain cooperative working relationships with the offices of Contracts and Grants, Extramural Fund Management and General Accounting to resolve problems and expedite processing of paperwork. (E) 6. Assist PIs in requests for re-budgeting and in implementing the same. (E) 7. Use all sources of appropriate accounting information including, but not limited to, on-line University systems, the Department's Ledger" Program and its related Modules, and inquiries to the Query Database through the School of Engineering server. (E) 8. Manage funds in a proactive manner to minimize retroactive transfers and adjustments. (E) 9. Maintain fully documented files on all funds. (E) 10. Serve as Effort Reporting Coordinator to review and report efforts on research projects through the Effort Reporting System (ERS). (E) 11. Work with EFM to close out awards using the RAPID Smart Closeout tool. (E) 12. Handle ARRA Report submission on grants that require ARRA reporting. (E)"

35%

Purchasing and Expense Monitoring

1. Advise Principal Investigators regarding University and agency policies and procedures governing the purchase of supplies, services, equipment, travel expenses and the payment of salary and benefits. (E) 2. Process purchase orders over $5000 and requisitions through Bruinbuy and Purchasing Department and serve as backup bruinbuy preparer. (E) 3. Assist Administrative Specialist with processing entertainment reimbursements. (E) 4. Review UCPath and Time Reporting to ensure availability and appropriateness of the funds being charged and working with Department payroll to correct errors as necessary. (E) 5. Establish and maintain cooperative relationships with UCLA departments (Purchasing & Accounts Payable) and outside vendors. (E) 6. Monitor encumbrances and work with Accounts Payable to make sure that invoices are paid in a timely manner. (E) 7. Monitor expenses on contracts and grants in accordance with award guidelines by reviewing PANs. (E)

15%

Fund Status Reporting

1. Generate monthly financial reports for PIs showing appropriations, expenditures, commitments and projections for each fund. (E) 2. Prepare summary reports for all funds to distribute to PI. (E) 3. Prepare fund projections upon request. (E) 4. Produce reports via the QDB QDBPPP systems, CDW Data Warehouse, Financial Ledgers. (E) 5. Make sure PIs expenditure rate is consistent with proposal end date. (E)

15%

Equipment Management

1. Oversee management of equipment inventory for the department. (E) 2. Work with Administrative Specialist to coordinate annual equipment inventory audits, make sure that all equipments are properly tagged and maintain equipment database. (E) 3. Handle all surveys and requests from campus Equipment Management Office. (E) 4. Verify that equipment purchases on contracts and grants are included in the budget and track funding agency owned equipment. (E)

5%

Payroll/Personnel and Office Maintenance

1. Serve as backup Department Security Administrator (DSA). (E) 2. Serve as backup to process Payroll Time Reporting. (E) 3.              Serve as Reviewer for Travel Express, Bruinbuy, Payroll, TOF, NON-PEARs. (E) 4.              Serve as backup for Travel Express and Bruinbuy when preparer is absent. (E) 5.              Assist in personnel UCPath entries as necessary. (E) 6.              Assist with front desk duties as needed. (E) 7.              Manage the day-to-day operations of the department when MSO is absent. (E) 8.              Provide departmental support as needed. (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

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:

Location Setting:

Location:

Standing/Walking

Sitting

Bending/Stooping

Squatting/Kneeling

Climbing

Lifting/Carrying/Push/Pull 0-25 lbs

Lifting/Carrying/Push/Pull 26-50 lbs

Lifting/Carrying/Push/Pull over 50 lbs

Physical requirements other

Chemicals, dust, gases, or fumes

Loud noise levels

Marked changes in humidity or temperature

Microwave/Radiation

Operating motor vehicles and/or equipment

Exposures other

Sustained attention and concentration

Complex problem solving/reasoning

Ability to organize & prioritize

Communication skills

Numerical Skills

Mental demands other