Sr. Fund Manager

RSCH ADM 3 (006206)

UCPath Position ID: 40039957

Position Description History/Status

For Reference ONLY - PeopleAdmin JA Number:

602117

Approved Date:

12/10/2025 1:23:19 PM

Date Last Edited:

12/10/2025 1:23:10 PM

Last Action Effective Date:

11/23/2020

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:

40039957

Position Description ID

169789

UC Payroll Title:

RSCH ADM 3 (006206)

Personnel Program

Professional and Support Staff (PSS)

Salary Grade:

Grade 21

Job Code FLSA:

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:

40051714

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

The Fund Manager reports directly to the Manager of the Institute of the Environment and Sustainability providing a variety of professional support to the Institute including backup UCPATH and ERS reporting, human resources, financial services including expense transfers and fund transfers, facilities management, contract/grant administration, fund management, and financial reporting. Assist in preparing single and multi-year contract and grant budgets by coordinating and compiling financial data, research past expenditures, project expenditures for the following year and making budget recommendations. Maintain salary data base for PIs, apprentice personnel, researchers, and post-doctoral appointees. 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. Work with Extramural Fund Management to invoice project expenditures and close out sponsored projects.  Monitor awards that are in overdraft, work with PI and Manager to clear overdrafts. Take corrective action as necessary.  Responsible for all fund activities of designated accounts from fund inception to closure such that financial activities and records do not deviate from approved policy and procedures. Reconcile monthly ledgers. Compile fiscal information to be used to prepare annual budgets, financial reports, statements and projections utilizing information from University ledgers, Query Database (QDB), CDW Cognos and the University On-line Financial Reports. Provide guidance to the PI and researchers for funded projects to ensure proper expenditure. Prepare and/or approve purchasing documents, expenditure invoices and other charges, and resolve any accounting problem or irregularities on a timely basis.  Manage all equipment including telephone and voice mail services, and inventoriable equipment. Receive, investigate, and respond to complaints, inquiries and requests for services.

Research Administration

1. Provide the full range of fund management services for Institute faculty and research appointees supported by sponsored research projects. (E)  2. Calculate and project expense for project budgets including academic, apprentice and staff salaries and benefits, supplies and other expense, equipment, travel, sub-awards, apprentice trainee expenses, and indirect cost. With direction from funding agency and PI, revise project budgets to be in compliance with grant awards. (E)  3. Initiate EPASS, 700 and 740U forms, and ERAS requests based on information from proposals and PIs. Obtain PI and Director signatures and submit forms. (E)  4. Appropriate funds to subs on project awards. Establish recharge IDs, as required by budgets. Prepare and submit paper work to Purchasing Office to establish PO numbers for sub-awards. Review and check all subaward invoices for accuracy and backup documentation. (E)  5. Reconcile ledgers with backup documents, initiate timely payroll and non-payroll expense transfers, prepare monthly project financial reports for PIs and recommend action, as necessary. (E)  6. Prepare rebudget and no-cost time extension requests for PIs and forward to UCLA Contracts and Grants Office for submission to funding agency. (E)  7. Respond to questions from the Office of Extramural Fund Management regarding project invoicing to funding agency. Prepare project accounts for close out at the end of award. Move unallowable expense, check that indirect cost has been appropriately credited to the project account. Balance subs according to project budget. (E)  8. Prepare cost-sharing reports and submit to Extramural Fund Management. (E)  9. Maintain data base on project awards and indirect cost recovery/PI. (E)

55%

Cashiering

1. Establish policies and procedures for handling checks and cash at the IoE. (E)  2. Provide Institute cashier services including: acceptance, preparation and bundling of cash and checks for deposit; entering data in DDF system in preparation for deposit to Main Cashier or Remittance Processing Center. Schedule Dunbar pickups and ensure that deposits include all necessary paperwork and backup documentation. Track deposits in DDF to ensure that they are received. Check QDB to ensure that deposits are credited to appropriate accounts. (E)  3. Establish system for maintaining project-related financial files for timesheets, expense receipts, invoices, and other financial documents prior to ledger reconciliation. Systematize account files so that payroll, general ledgers and backup documents are identifiable, documents are in chronological order, and attached to ledgers. (E)  3. Maintain sponsored research files for up to five years including all documents that would be required in a financial audit. (E)

5%

Records Management

1. Establish document storage systems to ensure that financial records are secure and orderly so that documents can be easily retrieved. (E)  2. File documents in chronological order for easy retrieval during ledger reconciliation. (E)  3. Maintain files for up to five years including all ledgers and documentation that are necessary during an audit. (E)

10%

Financial Management

1. Provide financial management for Institute operating budget including State funds, gifts, Student Accounting/Awards and overhead recovery funds (E).   2. Reconcile ledgers monthly. Prepare monthly financial reports for Manager and Director. (E)  3. With direction from the Manager and/or Director, prepare fund transfers, payroll and non-payroll expense transfers, and other financial transactions related to the Institute operating funds. (E)  4. With direction from the Manager, prepare the operating accounts for fiscal year end close including: balancing sub-0 and sub-1 staffing lists; balancing sub-accounts; closing open commitments that have ended. (E)  5. Assist Manager with development of annual Institute operating budget. (M)  6. Assist Manager with establishing expenditure controls via cost center, project and/or object coding, track expenses and report issues and/or problems. (E)  7. Review and approve for processing all LVOs, Purchase Order requisitions, TSRs, FSRs, Recharge Order Requests, Travel Vouchers, Reimbursements and other University Requisition forms for the Institute. Ensure validity of FAU and compliance with contract/grants on all orders. (E)

20%

Other duties

1. Provide backup for UCPath preparer during absences. Assist with preparation of academic dossiers as requested. (E)  2. Handle facilities and telecommunications requests to ensure that problems are resolved. (E)  3. Manage equipment inventory, conduct audits, update Institute equipment database. (E)  4. Serve as back-up PAC and BruinBuy preparer. (E) 

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

At least five years previous experience as a fund manager responsible for

federal and state funded contract and grant awards and awards made by private

foundations.

Required

Knowledge and experience with federal costing policies, allowable and

unallowable expense.

Required

Experience managing a multi-million dollar operating budget consisting of

sponsored research awards, State-budgeted operating funds, and gifts.

Required

Ability to establish and apply sound business and financial policies and

practices as based on the University's Business and Finance Code, and guidelines

established by external funding sources.

Required

Knowledge and experience with University cashiering policy and practice.

Ability to use online systems to deposit and monitor cash and check income.

Preferred

Knowledge/experience with University online systems: UCPath for payroll,

personnel, purchasing; web-based financial systems such as QDB and CDW

Cognos to conduct financial transactions, run financial reports, identify contract

and grant administration

Preferred

Knowledge and experience with fiscal close out of State operating funds and

contract and grant awards.

Required

Ability to analyze financial data, prepare financial reports and projections,

and make financial recommendations for budget planning, financial decision

making, financial close

Required

Ability to use electronic proposal submission tools such as NSF FastLane to

assist PIs with submission of grant proposals.

Preferred

Excellent communication skills to assist faculty, researchers and

administrative staff with financial problems and issues.

Required

Knowledge and experience using web based financial information systems,

as well as creation and use of Excel spread sheets to present financial

information.

Required

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:

Non-Clinical Setting

Location Setting:

Campus

Location:

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.