Senior Fund Manager

RSCH ADM 3 (006206)

UCPath Position ID: 40047148

Position Description History/Status

For Reference ONLY - PeopleAdmin JA Number:

500560

Approved Date:

7/2/2026 12:44:22 PM

Date Last Edited:

7/2/2026 12:07:10 PM

Last Action Effective Date:

2/9/2023

Organization Details

Business Unit (Location):

LACMP

Organization Code:

1300O

Organization:

LETTERS AND SCIENCE                    

Division Code:

1340D

Division:

L&S PHYSICAL SCIENCES                  

Department:

101000 - MATHEMATICS

Position Details

UCPath Position Number:

40047148

Position Description ID

164619

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:

40063957

Reports to Payroll Title:

FINANCIAL ANL 4

UCPath Department Head Position Number:

40040854

Department Head Payroll Title:

ACADEMIC TITLE

DIRECTION - Indicates that the incumbent establishes procedures for attaining specific goals and objectives in a broad area of work. Only the final results of work done are typically reviewed. Incumbent typically develops procedures within the limits of established policy guidelines.

POSITION SUMMARY

Serve as Senior Contracts and Grants Manager for the Department of Mathematics/Program in Computing with a total of $15 million in expenditures and 157 accounts. Primary responsibilities include advanced financial analysis, compliance monitoring and accounting of federal, state, and private contract/grant funding sources.  Administer grants from pre-award through post-award with proactive adherence to compliance with Agency regulations and University policies. Prepare and submit extramurally funded research proposals and budgets. Actively monitor funds on a monthly basis, and produce quarterly financial reports to deliver coherent and concise financial information to principal investigators.   Interpersonal skills needed to establish and maintain a dynamic and effective working relationship with faculty, staff, students, other campus units. Conduct special projects.

Serve as Senior Contracts and Grants Manager for the Department of Mathematics/Program in Computing with a total of $15 million in expenditures and 157 accounts. Primary responsibilities include advanced financial analysis, compliance monitoring and accounting of federal, state, and private contract/grant funding sources.  Administer grants from pre-award through post-award with proactive adherence to compliance with Agency regulations and University policies. Prepare and submit extramurally funded research proposals and budgets. Actively monitor funds on a monthly basis, and produce quarterly financial reports to deliver coherent and concise financial information to principal investigators.   Interpersonal skills needed to establish and maintain a dynamic and effective working relationship with faculty, staff, students, other campus units. Conduct special projects.

FINANCIAL ANALYSIS & ACCOUNTING

1. Analyze and synthesize complex financial information for sponsored project budgets to generate quarterly financial reports. Analyze expenditure trends and provide proactive recommendations to avoid overdrafts when needed. (E)

2. Develop fully-costed budget proposals in collaboration with the Principal Investigator, in full compliance with various sponsoring agencies application guidelines and consistent with University policy regarding proposal preparation as needed. Draft budget justifications as required to provide supporting documentation and assure compliance issues are explicitly addressed. (E)

3. Directly supervise and review all financial transactions for compliance with University policy and procedure as well as agency guidelines regarding allowable/unallowable costs on a regular basis. Interact with the accounting specialist, payroll analyst and academic personnel staff to provide guidance and implement procedures, which support accurate, complete, and appropriate on-line transactions at the point of entry at least on a monthly basis. (E)

4. Function as a fund manager to proactively manage all resources from inception to close out for approximately $10 million in extramural and intramural funds on a regular basis. (E)

A) Monitor financial activity monthly and conduct periodic internal audits using the University on-line financial system. (E)

B) Reconcile and/or supervise reconciliation of the general and payroll ledgers, identify discrepancies to report to the CFO and recommend appropriate resolutions along with being able to handle sensitive and confidential personnel information. (E)

C) Supervise maintenance of files for all fund sources, including necessary audit documentation for expenditures. (E)

D) Prepare non-salary cost transfers or budgetary transfers using Non-PEAR and on-line transfer of funds, respectively. (E)

E) Oversee the preparation of salary cost transfers in accordance with University and agency guidelines. Monitor associated Personnel Activity Reports to assure effort reporting matches financial accounting. (E)

F) Review EDB transactions in connection with budget management for all fund sources, especially contract and grants in order to maintain accurate budget accounting for awards. (E)

5. In collaboration with the CFO, develop and implement sound financial management practices and long term strategic planning consistent with generally accepted accounting principles and University policy. (E)

50%

PRE & POST AWARD ADMINISTRATION

1. Directly assist faculty and researchers with proposal preparation for federal, state, foundation and local agency proposals including development of budgets, review of proposals to ensure they conform with University and funding agency requirements, preparation of appropriate forms, securing necessary approvals, and coordinate assembly and submission of proposals. (E)

2. Independently review award synopses; interpret terms and conditions of agreements; resolve unclear issues; coordinate with various central administration offices to establish full accounting unit(s) and recharge ID within 3-5 working days of award receipt. Work with EFM and OCGA to resolve issues regarding award synopsis and any other problems that arise, which could inhibit award process. (E)

3. Identify the need and collaborate with project directors to initiate no-cost time extension requests, semi-annual and yearly Progress Reports, Requests for Approval to Spend Funds in Advance of an Award, coordinate award closeouts with the business office and Extramural Fund Management (EFM), and assist EFM in preparation of final financial reports to agencies. (E)

4. Advise the Principal Investigator and work closely with accounting specialist, payroll analyst and academic personnel staff regarding university and agency/award specific policies and guidelines, and financial details as they apply to use of financial resources allowable/unallowable costs, etc. (E)

5. Develop resources and training materials to conduct periodic updates with staff (individually or in group settings) to disseminate policy and procedure changes with respect to contract and grant administration and maintain internal protocol for communicating standard proposal submission and associated requirements to staff. (E)

6. Work closely with the analyst in the Office of Contracts and Grants in uploading grant proposals within the required electronic proposal systems (NSF Fastlane and S2S), ensuring University signatures are obtained along with the submission of necessary documents to OCGA and/or EFM. (E)

7. Directly assist the Principal Investigators with fulfilling their required effort reporting through the Effort Reporting System (ERS). Answer any questions they may have regarding the system, and research and resolve any special issues. (E)

8. Review Visa Applications in conjunction with the academic personnel manager to verify allowability on contracts and grants. Advise Principal Investigator on appropriate visa category to pay foreign visitors appropriately.

45%

ADMINISTRATION

1. Serve as back-up Department Security Administrator and process review for University automated transactions. (E)

2. Complete special projects. (E)

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 experience / training

Required

Demonstrated ability to manage a high volume of pre- and post-award extramural activity from federal and state funded grants and private foundation awards.

Required

Demonstrated ability to apply advanced financial and accounting principles to develop and monitor accounts using spreadsheet and database technology.

Required

Demonstrated ability to prepare budgets for extramural funds in accordance with University and funding agency guidelines and policies.

Required

Demonstrated skill to accurately reconcile, analyze, project and report financial status.

Required

Advanced knowledge of contract and grant policies, procedures and practices. Demonstrated knowledge of federal, state and private funding policies and procedures.

Required

Working knowledge of personnel recruitment, hiring, payroll and personnel policies and procedures.

Required

Demonstrated skill in the use of UCLA on-line systems including, UCPath, EDB, Bruin Buy, Travel Express, QDB, TOF, NPEAR, OFSR, Fastlane, S2S, EFM Close Out Tool, ERAS, and others.

Required

Demonstrated skill in compiling and organizing information and statistics for reports and reviews.

Required

Demonstrated skill in writing concise, logical and grammatically correct correspondence and reports for a variety of uses.

Required

Excellent communication skills to provide or obtain information, explain policies and procedures, and to persuade others to accept proposed actions or ideas.

Required

Skill in analyzing information, problems, situations, practices or procedures to define the problem or objective; identify relevant concerns or factors; identify patterns, tendencies and relations; formulate logical and objective conclusions; and recognize alternatives and their implications.

Required

Demonstrated ability to supervise support personnel including organizing objectives, delegating responsibility, training, evaluating subordinate effectiveness and administering necessary discipline.

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:

UCLA Main Campus

Standing/Walking

X

X

Sitting

X

X

Bending/Stooping

X

Squatting/Kneeling

X

Climbing

X

Lifting/Carrying/Push/Pull 0-25 lbs

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

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.