Fund Manager

RSCH ADM 2 CX (004486)

UCPath Position ID: 40101805

Position Description History/Status

For Reference ONLY - PeopleAdmin JA Number:

1001491

Approved Date:

11/18/2025 6:18:42 PM

Date Last Edited:

11/18/2025 6:18:33 PM

Last Action Effective Date:

6/13/2021

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:

020500 - MECHANICAL AND AEROSPACE ENGINEERING

Position Details

UCPath Position Number:

40101805

Position Description ID

170365

UC Payroll Title:

RSCH ADM 2 CX (004486)

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:

40048935

Reports to Payroll Title:

RSCH ADM 3

UCPath Department Head Position Number:

40065892

Department Head Payroll Title:

ADMIN MGR 1

GENERAL SUPERVISION - Indicates that the incumbent develops procedures for performance of variety of duties; or performs complex duties within established policy guidelines.

POSITION SUMMARY

Under the direction of the Sr. Administrative Analyst-Supervisor, provide analytical and fiscal support to Principal Investigators through the full spectrum of sponsored research activities.  Major duties include, but are not limited to, pre-award to post-award administration and fund management of approximately $13M of highly complex state, federal, and private contracts and grants.  Prepare budgets and proposal packages and ensure compliance with University, State, and Federal audit policies.  Review total package to ensure procedural compliance with all relevant policies.  Prepare approval forms.  Prepare Principal Investigator (PI) bio-sketches, on-going awards schedule, and other required documentation.  Administer renewals and continuations for all accounts. Interact frequently with other fund managers and PI's and their representatives to resolve questions and problems.  Prepare proposals, requests, and reports using NSF fast lane system and other on-line agency systems.  Distribute funds according to approved budget. Ensure compliance with all contract requirements.  Review and approve invoices for subcontracts and travel vouchers.  Prepare cost transfers, non-payroll adjustments to transfer inappropriate expenses.  Complete the accurate posting and reconciliation of general ledgers and payroll ledgers.  Prepare financial and other analytical reports on a regular basis.  Analyze financial data and identify discrepancies.  Investigate inappropriate ledger charges.  Recommend and implement solutions to identified problems.  Access and retrieve financial information on QDB, and other online information sources.  Using spreadsheets (Excel) and database (Access, UNIX, and INFORMIX) systems maintain accounting systems and provide reports. Monitor telephones charges, shops charges, Nanolab charges, demurrage charges, and any other external or internal recharge services used by the PI.  Provide online financial information to Web-based systems per agency requirements.  Prepare cost sharing reports, as required. Anticipate and prepare closeouts for ending contracts and grants.  Involvement in the department's fiscal closing matters.  Respond to auditors questions and provide any other documents requested.  Prepare and edit drafts of correspondence, reports and other documents. Work cooperatively and provide back up for the other Fund Managers in the Department doing the same work.  Review and verify time sheets submitted by research staff.  Identify fund from which payroll is to be distributed checking for funding. Analyze and monitor accounts to ensure that the right pay rates and percentage of time has been entered.  Provide payroll projections and reports. Approve employment forms for all research accounts.  Review and approve payroll account changes.  Reconcile monthly general ledgers and payroll ledgers.  Provide consultation and advice on University and agency policies and procedures.  Investigate and recommend approved alternative solutions where appropriate.  Act as Reviewer on BruinBuy, EDB, PTR and TOF's, as appropriate, ensuring their correctness or seeing that corrections are made in a timely manner.  Provide backup to Purchasing Assistant and Preparers on contract and grant purchases, including equipment, during periods of heavy loads, vacations, open positions, or at the direction of the Sr. Adm. Analyst - Supervisor.

FUND MANAGEMENT

1. Maintain file of original contract/grants, amendments, extensions, and other correspondence.  2. Ensure that all required contract documentation is on file.  3. Ensure compliance with all contract requirements. 4. Review and approve invoices for subcontracts and travel vouchers. 5. Prepare cost transfers, non-payroll adjustments to transfer inappropriate expenses. 6. Complete the accurate posting and reconciliation of general ledgers and payroll ledgers. 7. Prepare financial and other analytical reports on a regular basis. Analyze financial data and identify discrepancies. Investigate inappropriate ledger charges. Recommend and implement solutions to identified problems. 8. Access and retrieve financial information on QDB, SEAS Ledger, and other online information sources. 9. Using spreadsheets (Excel) and database systems (Access, UNIX, and INFORMIX), maintain accounting systems and provide reports. 10. Monitor monthly encumbrance reports to ensure that they are current, provide information to Purchasing Assistant or resolve on your own, where there are questions. 11. Monitor telephone charges, Shops charges, Nanolab charges, demurrage charges, and any other external or internal recharge services used by the PI so that spending stops prior to close of contract. 12. Advise PI's two months or more in advance of closing of any fund. 13. Provide online financial information to Web-based sites per agency requirements. 14. Prepare cost sharing reports, as required. 15. Provide individualized reports for PI's at her/his request. 16. Anticipate and prepare closeouts for ending contracts and grants by processing necessary adjustments, submitting close out reports to EFM with the necessary supporting documentation. 17. Responsible for fiscal closing matters. 18. Participate in documenting and providing supportive evidence to auditors in the event of any audit. Respond to auditor's questions and provide any other documents requested. 19. Prepare and edit drafts of correspondence, reports, and other documents. 20. Serve as liaison to OCGA, government administrators and private industry agencies. 21. Work cooperatively and provide back up for the other Fund Manager in the Department doing the same work.

50%

PRE-AWARD

1. Prepare budgets and proposal packages and ensure compliance with University, State, and Federal audit policies. 2. Review total package to ensure procedural compliance with all relevant policies. Prepare approval forms. 3. Preparation of PI bio-sketches, on-going awards schedule, and other documentation required. 4. Administer renewals and continuations for all accounts. 5. Interact frequently with other fund managers' and PI's and their representatives to resolve questions and problems. 6. Prepare proposals, request, and reports using NSF Fastlane system and other on-line agency systems. 7. Distribute funds according to approved budget.

30%

REVVIEWING AND BACK UP FUNCTIONS

1. Act as Reviewer on BruinBuy, EDB, PTR and TOF's, as appropriate, ensuring their correctness or seeing that corrections are made in a timely manner. 2. Provide backup to Purchasing Assistant and Preparers on contract and grant purchases, including equipment, during periods of heavy loads, vacations, medical leaves, open positions, or at the direction of the Sr. Adm. Analyst- Supervisor. 3. Participate along with other staff, to help out in times of heavy workloads, absences, open positions, etc.

10%

PERSONNEL ADMINISTRATION

1. Review and verify time sheets submitted by research staff. Identify fund from which payroll is to be distributed, checking for funding. 2. Analyze and monitor accounts to ensure that the right payrates and percentage of time has been entered. 3. Provide payroll projections and reports, both regular and individualized. 4. Approve employment forms on all funded research accounts. 5. Review and approve payroll account changes. 6. Reconcile monthly payroll ledgers against timesheets for accuracy of payments. Review and verify time sheets submitted by research staff. Identify fund from which payroll is to be distributed, checking for funding. 7. Analyze and monitor accounts to ensure that the right payrates and percentage of time has been entered. 8. Provide payroll projections and reports, both regular and individualized. 9. Approve employment forms on all funded research accounts. 10. Review and approve payroll account changes. 6. Reconcile monthly payroll ledgers against timesheets for accuracy of payments.

5%

CONSULTATION

1. Provide consultation and advice on University and agency policies and procedures. 2. Investigate and recommend approved alternative solutions where appropriate.

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 combination of education and experience/training

Required

Working knowledge of university accounting and other administrative policies and procedures

Preferred

Excellent analytical skills to access financial information, anticipate problems, develop alternative solutions, make recommendations and implement changes.

Required

Skill in organizing a complex workload and ability to plan and prioritize the work

Required

Demonstrated ability to work independently with minimal direction.

Required

Ability to organize and perform a variety of tasks that need to be carried out simultaneously with frequent interruptions.

Required

Demonstrated interpersonal skills to interact with students, staff, and faculty

Required

Ability to understand, interpret, process, and review online entries for the campus AIS systems for accounting, payroll, personnel, and other, as required.

Required

Knowledge of payroll/personnel systems as it relates to contract and grant payroll to work in conjunction with the Payroll/Personnel Analyst; Ability to access and use Web-based systems such as QDB, PPP, and others.

Preferred

Ability to create and maintain individualized Excel spreadsheets to track funding at the request of one or many PI's.

Required

Ability to work cooperatively with co-workers and to assist in areas outside of assigned duties occasionally to help ensure that the mission of the department is completed.

Required

Demonstrated skill in preparing budgets and projections using spreadsheet and database personal computer software.

Required

Working knowledge of agency on-line systems to process proposals-federal and state contract and grant fiscal policies and procedures.

Required

SPECIAL REQUIREMENTS AND/OR CONDITIONS OF EMPLOYMENT

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

Live Scan Background Check: A Live Scan background check must be completed prior to the start of employment.

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:

420 Westwood Boulevard 48-121

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.