Research Administrator 2 CX

RSCH ADM 2 CX (004486)

UCPath Position ID: 40135974

Position Description History/Status

Approved Date:

8/28/2025 5:47:20 PM

Date Last Edited:

8/28/2025 5:47:16 PM

Last Action Effective Date:

Organization Details

Business Unit (Location):

LACMP

Organization Code:

1300O

Organization:

LETTERS AND SCIENCE

Division Code:

1380D

Division:

INSTITUTE OF THE ENVIRONMENT

Department:

215500 - INST OF ENVIRONMENT AND SUSTAINABILITY

Position Details

UCPath Position Number:

40135974

Position Description ID

242741

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:

F: All Others - Confidential

Employee Class (Appt Type):

2 - Staff: Career

Full-Time Equivalent (FTE)

1

SUPERVISION

UCPath Reports to Position Number:

40093879

Reports to Payroll Title:

ADMIN MGR 1

UCPath Department Head Position Number:

40050139

Department Head Payroll Title:

Director

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 general direction of the Chief Financial and Administrative Officer (CFAO), serve as Fund Manager for approximately 20 Principal Investigators (PIs) in the Institute of the Environment and Sustainability. The Fund Manager will assist with fund management responsibilities including pre-award, award set-up, expenditure control, fund status reporting, and post-award administration for more than $5-6 million of extramural funds. Prepare monthly analyses of account activity, including prior periods and future projections, and take appropriate action to resolve any problems relating to all accounts. Provide full-service contract and grant administration and fund management for a variety of related research projects and programs: process and track research contracts and grants from pre- through post-awards. Collaborate with Extramural Fund Management to invoice project expenditures and finalize sponsored projects.

The Institute of the Environment and Sustainability moves science to action on the front lines of environmental progress. Using Los Angeles and California as a testbed, IoES develops solutions for the broader world—and our commitment to effective communication ensures that those ideas are heard. With our research centers and field stations, plus extensive partnerships across UCLA, IoES has local, national and global reach. We work closely with campus leaders such as the Emmett Institute on Climate Change, the Luskin Center for Public Policy and the Anderson School of Management. These collaborations bring together diverse talent to focus on today’s most urgent environmental problems.

Research Administration (Contract & Grants)

Managing over $5 million in extramural funds for roughly 20 Principal Investigators within the Institute of the Environment and Sustainability. Key duties include preparing and submitting proposals, setting up and allocating funds for grant accounts, reconciling ledgers, preparing financial reports, and handling expense transfers. The role also covers rebudgeting, no-cost extensions, invoicing inquiries, and grant close-outs. Collaboration and providing expert consultation on grant-related issues are also essential.

45%

Financial Management

This role primarily focuses on financial management of grants. Key responsibilities include reconciling expenses against university ledgers, correcting ledger errors, and preparing monthly financial reports with cost-to-date and year-end projections. The position requires frequent interaction with Principal Investigators (PIs) to resolve account issues, manage overdrafts and under-expenditures, and coordinate award close-outs. It also involves ensuring proper documentation for student-related charges, advising PIs on agency guidelines and reporting deadlines, and assisting with rebudgeting, no-cost extensions, and supplements. Finally, the role supports the Chief Administrative Officer (CAO) with internal and external audit activities related to contracts and grants

45%

Cashiering, purchasing & travel

Processing deposits, and providing general financial administration of purchasing, travel & expense reports, and ensuring secure financial record-keeping.

10%

•

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

5 or more years

Demonstrated knowledge and recent working experience with fund accounting systems, contracts and grants administration, purchasing, payroll, and other financial services.

Required

5 or more years

Demonstrated skill in preparing budget and projections using spreadsheet and database data, and knowledge of database management functions.

Required

5 or more years

Demonstrated working knowledge of federal and state contract and grant fiscal policies and procedures, including proposal preparation requirements. Working knowledge ofvarious grant/award applications s

Required

5 or more years

Working knowledge of University systems such as OnlineFinancial System Reports, QDB, Transfer of Funds, NPEAR,Recharge Order Requests, BruinBuy, Express, StudentInformation System, GoGrad, and UCPath.

Required

Interpersonal skills to maintain cooperative and effectiveworking relations with faculty, staff, students, and visitors ofvarious social, cultural and educational backgrounds. Ability touse diplomacy and respect confidentiality in sensitivesituations.

Required

Demonstrated skill in setting priorities to accurately reflectvarying levels of importance of multiple work assignments.Organizational skills to maintain accurate records of varioustransactions.

Required

Ability to work independently and as a team member,completing assigned tasks with minimal supervision.

Required

Skill in performing effectively with frequent interruptionsor distractions. Ability to maintain equanimity in the face ofresistance, indifference or hostility.

Required

Skill in writing grammatically correct businesscorrespondence to convey policy, procedures, and instructionsto a diversified audience.

Required

Ability to communicate effectively and speak clearly, usingappropriate vocabulary and grammar. Ability to obtain andconvey information to individuals and groups of varying sizesat multiple organizational levels.

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.

LOCATION AND PHYSICAL, ENVIRONMENTAL, MENTAL (PEM) REQUIREMENTS

Environment and Work Location Information

Environment Type:

Non-Clinical Setting

Location Setting:

Campus

Location:

La Kretz Hall 300

•

Computer and office supplies

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.