Fund Manager

RSCH ADM 2 CX (004486)

UCPath Position ID: 40948318

Position Description History/Status

For Reference ONLY - PeopleAdmin JA Number:

1134667

Approved Date:

4/12/2024 7:41:36 PM

Date Last Edited:

4/12/2024 7:41:33 PM

Last Action Effective Date:

6/1/2022

Organization Details

Business Unit (Location):

LACMP

Organization Code:

2400O

Organization:

UCLA FIELDING SCHOOL OF PUBLIC HEALTH  

Division Code:

2410D

Division:

PUBLIC HEALTH DIV                      

Department:

193500 - EPIDEMIOLOGY

Position Details

UCPath Position Number:

40948318

Position Description ID

171484

UC Payroll Title:

RSCH ADM 2 CX (004486)

Business Title:

Fund Manager

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:

40063649

Reports to Payroll Title:

ADMIN SUPV 2

UCPath Department Head Position Number:

40038895

Department Head Payroll Title:

DEPARTMENT CHAIR

SUPERVISION - Indicates that the incumbent performs a variety of routine duties within established policies and procedures or by referral to the supervisor’s guidelines.

POSITION SUMMARY

Under the direction of the Department Manager, the Research Administration Analyst is responsible for all aspects of contract and grant activities. This position will focus on pre-award proposal submissions and post award fund management. Major duties include grant submission process, budget preparation, collation of research materials, collection of subcontract materials and issuance of subcontracts, etc.; and managing post award administration of highly complex multi-million dollar state, federal and private contracts and grants. But, not limited to financial management of departmental funds, gifts, and faculty discretionary funds. Effort reporting, NSTP management, reconciliation of purchasing, travel, and reimbursements, UCPath transactions and serve as backup when needed.

The Epidemiology department in the Fielding School of Public Health is a national leader in preparing a new generation of epidemiologists. Through specialized methodologies, epidemiologists identify, track, and analyze how diseases and other conditions are caused, transmitted, and prevented, as well as how they are distributed throughout the population. Such information plays a critical role in guiding policies and other evidence-based strategies to promote health and work toward health equity. The vital importance of epidemiologic research was highlighted by the COVID-19 pandemic, in which epidemiologists have helped to track outbreaks and provide guidance on how the virus spreads in community settings.

Contract & Grant

Adminstration &

Management

1. Responsible for grant submission process, including review of Funding Opportunity Announcement, budget preparation, collation of research materials, collection of subcontract materials, issuance of subcontracts, IRB approval/exemption, award monitoring, and adherence to University and federal policies and guidelines. Coordinate/collect/finalize application materials and ensure all compliance requirements of application materials are met.

2. When applicable, consult with principal investigators (PIs), departments, and Sponsored Research regarding appropriateness and feasibility of expenditures on various contract and grant funding sources. Manage Procard activity. Submit statements and supporting documentation (receipts) and sign statements to indicate all purchases reflected were for legitimate and allowable business purposes. Review email/Post- Authorization Notification (PAN) notifications purchases reflected were for legitimate and allowable business purposes. Communicate with Pcard Administrator when card cancellations are required. 5. Manage post-award administration of highly complex multi-million dollar state, federal, and private contracts and grants. Process award set up including contacting OCGA regarding impending award, initiating ERAS, allocating funds, linking FAUs, initiating payroll changes, establishing recharge ids and petty cash funds, initiating inter campus transfers, and interdepartmental transfers. Establish subawards. Construct and provide closing documents to EFM to close funds upon project completion in compliance with university and agency deadlines. Work with other departments on interdisciplinary projects to complete closing. Reconcile the university Effort Reporting System (ERS) reports for employees paid from federal funds, ensuring that Principal Investigators review and approve the effort charged to their projects in a timely manner. Review individual projects on a regular basis. Identify and correct errors and potential problems. Reconcile and adjust indirect cost charges. Work with the Principal Investigators to resolve issues, prepare scheduled and ad hoc custom internal financial reports from UCPath, Cognos and other online systems including expense forecasts based on trends and planned changes.

3. Work closely with OCGA, EFM, and Purchasing to ensure that domestic and foreign subawards are accurately executed in a timely manner and managed in accordance with University and agency guidelines. Process modifications and perform closeout of sub awards. Ensure that Contracts and Grants remain in compliance with University and various funding agency policies, procedures, terms and conditions. Identify problems and work with appropriate departmental, school, university and agency personnel to negotiate and resolve issues. Follow up to ensure complete resolution.

4. In consultation with Principal Investigator, process appropriate paperwork to change distribution and funding status of academic and staff personnel expenses including NSTP management and submissions. Resolve UCPath issues where feasible, provide guidance to PIs where possible. Reconcile the university Effort Reporting System (ERS) reports for employees paid from federal funds, ensuring that Principal Investigators review and approve the effort charged to their projects in a timely manner. Meet with the Principal Investigators on a regular basis to review and discuss project status. Collaborate with Principal Investigators on contracts and grants post-award administration; plan, monitor and analyze project expenses and project status, and ensure that all contract and grant funds are spent prior to the close of the granting period. Advise faculty on policies, financial matters, and letters to agencies.

60%

Financial Management

1. Assist with departmental financial activity including operational funds, gifts,various donor/unrestricted funds, sales and service funds, scholarship funds, research funds, and state funds (19900). Ensure UCLA financial and business policies and procedures are followed in managing departmental financial data. Manage Procard activity. Submit statements and supporting documentation (receipts) and sign statements to indicate all purchases reflected were for legitimate and allowable business purposes. Review email/Post- Authorization Notification (PAN) notifications purchases reflected were for legitimate and allowable business purposes. Communicate with Pcard Administrator when card cancellations are required.

2. Assist with departmental sales and services account. Assist with copy code assignment. Prepare and submit monthly billing to appropriate FAUs. Troubleshoot equipment malfunctions, contacting and coordinating maintenance as needed.

3. Produce monthly, quarterly, and ad hoc financial reports using Cognos, UCPath, Excel, and Online Financial System Reports (OFSR). Work with the Department Manager to provide financial analyses and long-range planning for faculty, staff, and student salaries and benefits. Process financial actions for department and research funds including Transfer of Funds (TOF), Non-Payroll Expenditure Adjustment Requests (NPEAR), Monetary Transfer of Funds (MTF) purchases, Intercampus Transfers (ITF), reimbursements, and travel using BruinBuy+, Concur/Express Travel, Pre-trip authorizations and related systems. Interpret and comply with University and Agency policies and procedures and follow through with transactions to ensure timely and accurate posting and payment.

4. Perform fiscal closing for department in accordance with UCLA policies and procedures. Work with Fielding School of Public Health CFO to ensure appropriate allocations. Review financial transactions in PANs by auditing review of purchases, reimbursements, travel, and personnel expenses. Oversee, advise and troubleshoot for departmental preparers of purchasing, reimbursement and travel transactions. Review invoices in H&I status on a monthly basis and resolve outstanding issues. Prepare Gift Transmittals and process on-line check deposit(s) using Cashnet system into designated account(s) and forward documentation to appropriate campus departments/units.

5. Process funding entry and direct retro transactions in UCPath, reconcile personnel expenses with UCPath and the GL, and ensure expenses don't hit the suspense/default FAU. Transfer expenses as appropriate to clear the suspense/default FAU. Correspond with /submit cases to UCPC or CRU as appropriate to resolve issues.

6. Assist with processing stipend payments to students, visiting Scholars, Visiting Graduate researchers, and post docs using appropriate mechanisms (GoGrad, Award Transmittal, UCPath).

40%

•

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 Public Health, Business Administration or related field or an equivalent combination of education and experience.

Required

1-2 years

in contract and grant administration in an academic setting.

Preferred

1-2 years

Strong understanding of grant/contract regulations and standard proposal requirements required.

Preferred

1-2 years

Preparation, submission, and management of contracts and grants.

Preferred

Experience in University policies, practices, and procedures pertaining to accounting transactions and

internal controls. Experience in contract and grant administration in an academic setting.

Required

Well-established track record of contributing to the preparation, and successful competition for external

funding opportunities, as well as outstanding verbal and written communication skills.

Required

Experience in University contract and grant pre and postaward, budgeting and accounting policies and procedures. Familiarity with federal rules and regulations as pertains to the administration of higher education grants.

Preferred

Experience in University policies, practices, and procedures pertaining to accounting transactions and

internal controls.

Required

Experience with proposal submission process in order to advise staff and faculty on how to complete forms and

process through appropriate channels.

Preferred

Experience in campus administrative units and their services, role, and responsibilities; ability to contact them appropriately to obtain needed information, troubleshoot, and resolve issues.

Required

Ability to effectively work under pressure, use independent judgment and produce quality work product within tight time constraints. Ability to handle sensitive materials and confidential information with discretion and tact.

Required

Excellent skill in setting priorities to meet rigorous deadlines and reflect accurately the relative importance of job duties and assignments. Flexibility to respond effectively to changing priorities and fluctuating workloads.

Required

Demonstrated skill to write clear, precise, detailed, comprehensive and grammatically correct letters, memos, reports and training material. Ability to plan, organize and give group presentations to provide information or explain relevant policies and procedures.

Required

Interpersonal skills to maintain cooperative and effective working relations with faculty, students and other administrators. Skill in working as a team member.

Required

Working knowledge of university systems such as but not limited to: BruinBuy+, OFSR, PATH, Concur, University databases, knowledge of UCLA department policies and accounting processes and general knowledge of purchasing practices.

Required

Demonstrated skill in budgetary analysis and control which includes reconciling ledgers and monitoring expenditures.

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:

71-254 CHS

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.