Fund Manager, Sr.

RSCH ADM 3 RP (005264)

UCPath Position ID: 40087676

Position Description History/Status

For Reference ONLY - PeopleAdmin JA Number:

1111379

Approved Date:

8/18/2026 3:43:08 PM

Date Last Edited:

8/18/2026 3:43:04 PM

Last Action Effective Date:

10/1/2021

Organization Details

Business Unit (Location):

LACMP

Organization Code:

2400O

Organization:

UCLA FIELDING SCHOOL OF PUBLIC HEALTH  

Division Code:

2410D

Division:

PUBLIC HEALTH DIV                      

Department:

192500 - BIOSTATISTICS

Position Details

UCPath Position Number:

40087676

Position Description ID

165939

UC Payroll Title:

RSCH ADM 3 RP (005264)

Personnel Program

Professional and Support Staff (PSS)

Salary Grade:

STEPS

Job Code FLSA:

Exempt

Union Code (Collective Bargaining Unit):

RP: Research and Public Service PR

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:

40064782

Reports to Payroll Title:

ADMIN SUPV 2

UCPath Department Head Position Number:

40047511

Department Head Payroll Title:

#N/A

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

Under the general direction of the Department of Biostatistics Management Services Officer and Chair, the Financial Manager will provide fiscal management and analyses for the Department with extramural and operating funds in excess of $6 million. The incumbent is responsible for the analysis, reconciliation, problem resolution, and financial annual operating budget. Prepare monthly analyses of account activity, including prior periods and future projections, and take appropriate action to resolve any problems relating to the account. Provide administrative support and financial tracking of funds, including sales and service. Responsible for purchasing and material management, travel reimbursements, deposits, transfer of funds, Bruinbuy, recharges, MTFs, FSRs and other tasks. Analyze payroll expenditures, and commitments via UC Path. Provide regular scheduled budget analysis spreadsheets and monthly reconciliation of expense to ledgers. Advise Principal Investigators on agency guidelines. Interpret and explain University extramural accounting procedures and requirements to PI and research staff. Perform other duties as required.

The Department of Biostatistics at the UCLA Fielding School of Public Health is internationally recognized for excellence in biostatistical research, education, and interdisciplinary collaboration. Faculty and students conduct innovative research in Bayesian methods, causal inference, data science, machine learning, statistical genetics, longitudinal and survival analysis, and spatial statistics. The Department collaborates extensively with investigators across UCLA Health, the David Geffen School of Medicine, and other research institutions to advance discoveries that improve public health and healthcare outcomes. In addition to its nationally ranked graduate programs, the Department is home to the Master of Data Science in Health (MDSH) program, which prepares students to apply advanced data science, statistical, and computational methods to complex biomedical and health-related challenges. The Department is known for its collegial, collaborative, and supportive environment and its commitment to advancing data-driven approaches to public health and medicine.

Department Budget

1. Manage Departmental expenditure activity. Manage all department funding including endowments, foundation, donor, sales and service, state support (19900), scholarship, agency and others. Ensure UCLA financial and business policies and procedures are followed in managing departmental financial data.

2. Assist Department MSO with mandatory review of purchases, reimbursements, travel, and personnel expenses. Where applicable, oversee, train, advise, and troubleshoot for departmental preparers of purchasing, reimbursement, and travel transactions. Review invoices in H&I status reports on a monthly basis and resolve outstanding issues.

3. Manage Departmental PCard activity. Develop and implement internal procedures that govern departmental use of the PCard. Review Post-Authorization Notification (PAN) transactions and monitor designated accounts. Communicate with the PCard Administrator regarding new, modified, or canceled cards. Review cardholder purchases, statements, and supporting documentation to ensure all transactions are legitimate and allowable business expenses.

4. Work with the Department MSO to provide long-range planning for faculty, staff, and student salaries and benefits.

5. In conjunction with the MSO, manage the Department's operational funds, sales and services funds, donor and unrestricted funds, and all budget and CBIG analysis and entry. Review and prepare accounts for fiscal year-end close. Work with the Department MSO and Fielding School of Public Health CFO to ensure appropriate allocations.

6. Produce monthly, quarterly, and ad hoc financial reports using Cognos, UCPath, Excel, and Online Financial System Reports (OFSR).

7. Manage departmental sales and services funds. Assist the Department CAO with budget planning and annual budget submissions. Manage copy code assignments. Prepare and submit monthly billings to appropriate FAUs.

8. Serve as mandatory reviewer and periodic preparer for all departmental financial transactions, including transfers of funds, payroll and non-payroll expense transfers, purchasing, reimbursements, and related financial actions.

9. Initiate transactions in UCPath and reconcile all personnel expenses with UCPath and the General Ledger. Process funding entries and salary cost transfers in UCPath and ensure expenses are appropriately charged. Transfer expenses as necessary, and coordinate with the UCPath Center (UCPC) or CRU to resolve payroll and funding issues.

10. Administer the Biostatistics Consulting Services account (Sales & Service). Manage recharging, invoicing, and billing for faculty and student services provided to UCLA departments and external organizations. Process deposits for services rendered, track income and expenses by faculty and student, and provide timely and accurate financial reports.

50%

Contracts and Grants

1. Manage post-award administration for assigned departmental faculty and all departmental complex, multi-million-dollar state, federal, and private contracts and grants. Examples of complex awards include interdisciplinary multi-departmental projects, training grants, projects with multiple subawards including foreign institutions, multi-campus awards, and projects with more than one indirect cost rate.

2. Manage contract and grant administration activities including proposal preparation, IRB approval/exemption coordination, award monitoring, and adherence to University and sponsor policies and guidelines. Work with investigators to plan, develop, and prepare grant proposals for submission, including budgets, budget justifications, and required agency and internal documentation.

3. Work directly with the Central Contracts and Grants Office to track, verify, and ensure that contracts and grants for departmental faculty are prepared, submitted, and managed appropriately.

4. Prepare monthly and quarterly financial reports using UCPath, Cognos, and other University reporting systems for Principal Investigators. Reconcile payroll expenses in UCPath and the General Ledger, and reconcile non-payroll expenses and award expenditures.

5. Verify annually that all applicable indirect cost recovery funds are received and properly allocated from the Central Finance Office.

6. Process award setup activities including coordinating with the Office of Contract and Grant Administration (OCGA) regarding pending awards; initiating ERAS transactions; allocating funds; linking FAUs; initiating payroll changes; establishing recharge IDs and petty cash funds; and processing intercampus and interdepartmental transfers. Establish subawards when applicable.

7. Work closely with OCGA, Extramural Fund Management (EFM), and Purchasing to ensure domestic and foreign subawards are executed accurately and timely and managed in accordance with University and sponsor requirements. Process modifications and perform subaward closeout activities.

8. Ensure contracts and grants remain in compliance with University and funding agency policies, procedures, terms, and conditions. Identify issues and collaborate with departmental, school, University, and agency personnel to negotiate and resolve problems. Follow through to ensure complete resolution.

9. Review individual projects on a regular basis to identify, investigate, and correct errors, discrepancies, compliance concerns, and potential financial issues.

10. Reconcile effort reports within the University Effort Reporting System (ERS) for employees paid from federally funded awards, ensuring Principal Investigators review and certify effort in a timely manner.

11. In consultation with Principal Investigators, process appropriate transactions to modify funding distributions and personnel expenses. Meet regularly with Principal Investigators to review project status, monitor expenditures, analyze financial activity, and ensure expenses are consistent with approved budgets and sponsor requirements.

12. Coordinate agency financial reporting requirements and prepare correspondence related to rebudgeting requests, no-cost extensions, and other award modifications. Resolve outstanding financial and administrative discrepancies as needed.

13. Assist the Department MSO and Principal Investigators in responding to inquiries from Internal Audit, funding agencies, and University departments regarding contracts, grants, compliance matters, and audits.

14. Audit and review all Biostatistics contracts and grants administered through the Department. Monitor spending to ensure award funds are appropriately utilized within project periods and assist with extension requests and award closeout activities.

50%

•

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

Advanced knowledge and demonstrated experience serving as a Fund Manager in all aspects of research administration, including pre-award proposal development, post-award administration, financial management, compliance monitoring, and award closeout.

Required

Advanced knowledge of contract and grant administration, including proposal preparation, budget development and justification, sponsor guideline interpretation, award management, effort reporting, reconciliations, financial reporting, and closeout activities.

Required

Working knowledge of funding agency regulations, policies, and procedures, including federal, state, private, and nonprofit sponsors, and the ability to apply those requirements throughout the award lifecycle.

Required

Knowledge of University accounting principles, financial management practices, internal controls, audit requirements, and administrative policies and procedures related to purchasing, travel, payroll, reimbursements, and personnel actions.

Required

Working knowledge of UCLA financial and administrative systems and related business applications, including financial reporting, payroll, purchasing, fund transfers, travel, and reimbursement systems.

Required

Demonstrated ability to interpret, apply, and communicate University policies, sponsor regulations, and administrative procedures, exercising sound judgment to resolve complex financial and compliance issues.

Required

Advanced analytical, mathematical, and problem-solving skills sufficient to evaluate financial data, reconcile accounts, assess risk, monitor expenditures, develop projections, and prepare financial analyses and recommendations.

Required

Demonstrated skill in budget development, forecasting, financial planning, and preparation of accurate financial reports using Microsoft Excel and other financial reporting tools.

Required

Demonstrated ability to independently prioritize and manage a complex, high-volume workload with competing deadlines while maintaining a high degree of accuracy, efficiency, and attention to detail.

Required

Excellent written, verbal, interpersonal, consultation, and customer service skills sufficient to communicate complex financial information and establish effective working relationships with faculty, staff, students, sponsors, and campus partners.

Required

Demonstrated experience utilizing financial, payroll, purchasing, and reporting systems to manage contracts, grants, gifts, endowments, discretionary funds, and other funding sources while ensuring compliance with University and sponsor requirements.

Required

Demonstrated ability to identify financial risks, implement process improvements, maintain confidentiality, and support operational excellence and best practices in research administration and fund management.

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:

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.