Fund Manager

RSCH ADM 2 CX (004486)

UCPath Position ID: 40872686

Position Description History/Status

For Reference ONLY - PeopleAdmin JA Number:

1132267

Approved Date:

10/31/2025 12:00:07 AM

Date Last Edited:

10/30/2025 11:59:54 PM

Last Action Effective Date:

10/20/2021

Organization Details

Business Unit (Location):

LACMP

Organization Code:

1300O

Organization:

LETTERS AND SCIENCE

Division Code:

1330D

Division:

L&S LIFE SCIENCES

Department:

302200 - INSTITUTE FOR SOCIETY AND GENETICS

Position Details

UCPath Position Number:

40872686

Position Description ID

171061

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:

40059504

Reports to Payroll Title:

Admin Sup 2

UCPath Department Head Position Number:

40040785

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.

0

POSITION SUMMARY

The UCLA Institute for Society and Genetics is a Center for Interdisciplinary Instruction (CII) within the Division of Life Sciences, with twelve FTE and 6 non-FTE faculty (joint), temporary instructors, postdoctoral fellows, researchers, and lab staff. The Institute has six career administrative staff, two undergraduate majors (Human Biology and Society BA and BS) and an undergraduate minor in Society and Genetics. Under the general direction of the Institute's CAO, incumbent performs fund manager functions for a portfolio of extramural and unrestricted funds equivalent to approximately $4-$6M in the Institute for Society and Genetics. The incumbent will work with faculty principal investigators (PIs) and proactively manage and maintain fiscal control over a diverse pool of funds from state, federal, and private grants while ensuring compliance with University, State, and Federal audit policies. Key responsibilities are to review extramural award synopsis to interpret terms and conditions of agreements to generate award proposals; establish new accounts and recharge IDs and develop and coordinate budget plans with PIs; process and interpret contract and grant awards in compliance with University policy and agency guidelines; review and manage purchasing and financial transactions; resolve problems or discrepancies; reconcile ledgers on a monthly basis; maintain accounting files for audit acceptance; on a monthly basis prepare accurate and detailed financial reports with projections for each PI and schedule state-of-funds meetings with each; prepare any reports for internal or external use; and work with EFM to process close outs on a timely basis. Incumbent will act as pre-award analyst and as such, prepare all necessary documentation for research proposals to be submitted to federal, state, and industry agencies. Other duties include liaise with campus and funding agencies to provide information, budgets, and answer questions regarding proposals; act as department resource and liaison with OCGA to interpret policy, procedures, agency guidelines; and disseminate information and changes to department staff, faculty, and PIs.  Work closely with the CAO on fiscal closing and C-BIG activities in the areas of expense review and reconciliation, TOF and NPEAR transactions and budget projections. Ensure all FC activities of the Admin Coordinator meet applicable deadlines, and all expenses clear on applicable funds. Incumbent is responsible for audit reviews on all funds under their purview, and in collaboration with CAO systemize Standard Operating Procedures (SOPs) associated with fund management and accounting practices within ISG.

FUND MANAGEMENT

1. Manage $4-6 million in extramural and unrestricted funds for the Institute for Society and Genetics.

2. Analyze extramural award synopses. Interpret terms and conditions of agreements. Advise faculty on allowability and feasibility of expenditures.

3. Communicate with EFM and General Accounting to establish new accounts and recharge IDs. Verify correct creation.

4. Generate University forms required in the administration of contracts and grants including Request to Spend Funds," "Federal Demonstration Project Request Forms," and others, in keeping with University and agency guidelines and with the full intent of the project.

5. Approve purchase orders and reimbursements, based on allowability and availability of funds. Work with the Admin Coordinator to generate orders in the Bruinbuy system. Manage PANS and resolve open commitments.

6. Analyze fund spending patterns, product availability and vendor pricing. Work with Admin Coordinator to negotiate with vendors to obtain best pricing and delivery on goods and services.

7. Reconcile expenses charged to University ledgers. Initiate corrections and adjustments to ledgers using forms and online tools.

8. Analyze payroll expenses and commitments using UCPath, payroll ledgers, and other sources of data. Report on analysis and make recommendations for expenditure strategy.

9. Generate monthly financial reports, including year-to-date expenses and projections, from multiple data sources and information provided by staff and related faculty.

10.  Inform investigators, CAO and others of account financial status. Answer questions from investigators and others about allocations, expenditures and projections.

11. Advise faculty on correspondence to Program Directors requesting re-budgeting, no-cost time extension, supplement status inquiries, and other matters. Draft correspondence.

12. Close out contract and grant accounts on a timely basis. Communicate requirements to Investigators, Extramural Fund Management, and other parties.

13. Design and initiate spreadsheet and database tools for financial and administrative purposes. Generate reports using spreadsheet and database tools.

14. Perform Reviewer and Back-up Preparer duties for all purchases, payments, reimbursements, and expense reports through the University-wide purchasing and travel systems. Oversee complex transactions, pre-empt potential issues or problems, and determine appropriate mechanism for resolution.

70%

Contract and Grant Proposals Preparation

1. Furnish proposal format information, application forms, and templates to interested faculty and staff. Using word processing and other relevant software, complete forms, text and other material.

2. Advise faculty on funding agency policies, guidelines, proposal format, and budgetary details.

3. Calculate project budgets using spreadsheet software and relevant information. Adhere to University and granting agency guidelines.

4. Advise faculty on policy compliance regarding human subjects use, animal use, recombinant DNA research, radioactive materials, and campus computing facilities. Advise on completion of forms, or directly complete forms.

5. Analyze grant proposals to ensure adherence to correct format. Advise faculty of necessary corrections. Advise on changes or additions to strengthen the proposal.

6. Generate proposal and transmittal forms (e.g. Request for Proposal Approval and Submission) and acquire official signatures.

7. Assemble all elements of the proposal. Direct copies to be made, or copy materials. Submit proposals in either paper form or electronically.

8. Communicate with relevant staff to assure expedited submission of proposals. Respond to queries.

30%

•

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

Demonstrated high-level skill in accounting, budgetary analysis and control which includes reconciliation of accounts and monitoring expenditures based on existing revenue and cost data

Required

Leadership skill as demonstrated by exercise of mature judgment in independent decision making without close supervision

Required

Ability to manage simultaneously a wide range of active projects and responsibilities, to perform a variety of duties, and to change from one task to another as necessary without a loss in productivity

Required

Demonstrated ability to set and meet multiple and varied deadlines pertinent to University and funding agency policy and meet established goals set by department.

Required

Superior ability to prioritize work assignments and give keen attention to detail, when faced with pressing and/or conflicting deadlines

Required

Organizational skills to maintain up-to-date paper documentation and electronic documentation

Required

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

Required

Ability to understand, interpret, process, and review on line entries for the campus systems for accounting, payroll, personnel, and other, as required

Required

Ability to access and use effectively the various web-based systems of UCLA Purchasing and Accounts Payable and Finances areas.

Required

Ability to design, execute, and maintain spreadsheets and produce reports for expense tracking, projections, and variance analysis.

Required

Working knowledge of University accounting and other administrative policies and procedures

Preferred

Demonstrated ability to work independently, use initiative and follow-through on assignments to timely completion

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.

0%

No Travel required

LOCATION AND PHYSICAL, ENVIRONMENTAL, MENTAL (PEM) REQUIREMENTS

Environment and Work Location Information

Environment Type:

Non-Clinical Setting

Location Setting:

Campus

Location:

Life Sciences Building

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 2: Position in which required tasks normally do not involve exposure to blood, body fluids or tissues, but may require performing unplanned Classification 1 tasks. In these jobs the normal work performance involves no exposure to blood, body fluids, or tissues. However, exposure or potential exposure may be required as a condition of employment.