Senior Contract & Grants/Fund Manager

RSCH ADM 3 RP (005264)

UCPath Position ID: 40122134

Position Description History/Status

For Reference ONLY - PeopleAdmin JA Number:

601617

Approved Date:

6/9/2026 4:45:42 PM

Date Last Edited:

6/9/2026 4:45:38 PM

Last Action Effective Date:

5/1/2022

Organization Details

Business Unit (Location):

LACMP

Organization Code:

1120O

Organization:

EDUCATION & INFO STUDIES               

Division Code:

1121D

Division:

EDUCATION & INFO STUDIES DIV           

Department:

028800 - DEAN, GSE&IS

Position Details

UCPath Position Number:

40122134

Position Description ID

164707

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:

40125639

Reports to Payroll Title:

FINANCIAL ANL 4

UCPath Department Head Position Number:

40053303

Department Head Payroll Title:

FINANCIAL ANL MGR 2

GENERAL SUPERVISION - Indicates that the incumbent develops procedures for performance of variety of duties; or performs complex duties within established policy guidelines.

POSITION SUMMARY

Under the direction of the Ed&IS Director of Finance, serve as a Senior Fund Manager in the central Business Office within the School of Education and Information Studies (Ed&IS), a school that houses two departments that are very well regarded nationally and offer both professional and scholarly programs. Primary responsibilities include providing advanced financial analysis, monitoring compliance and accounting of federal, state, and private contract/grant funding sources. Independently oversee and manage all pre-award and post-award administration related to contract & grants proposals. The Senior Fund Manager will manage an annual budget of over $8-$10 million for an assigned list of individual faculty as well as a large research unit. The incumbent will provide direct support and oversight in a full range of contract and grant activities while proactively promoting compliance with Federal regulations, University policy, and School guidelines. Other responsibilities include the development and dissemination of monthly detailed analysis and financial reports to provide coherent and concise financial data to project directors, faculty, research units and the Director of Finance. Incumbent is also responsible with exhibiting interpersonal skills needed to establish and maintain a dynamic and effective working relationship with faculty, staff, students, other campus units.

The Deans Department at the UCLA School of Education and Information Studies (Ed&IS) serves as the administrative hub responsible for overseeing the strategic direction, academic programs, faculty affairs, student services, and overall operations within the school. Committed to excellence in education, research, and community engagement, the department plays a pivotal role in advancing the mission and vision of Ed&IS.

Financial Analysis & Compliance Services

1. Develop financial management tools to synthesize financial information for Principle Investigators (PIs) with multiple funding sources and large research units. Analyze expenditure trends, project ending balance, and provide proactive recommendations to investigators/managers to avoid overdrafts. Provide financial reports to individual faculty bi-monthly or monthly when high activity.

2. Independently develop complex proposal budgets in full compliance with the various sponsoring agencies application guidelines. Ensure budgets are consistent with University policy on proposal preparation when needed, draft budget justifications as required to provide supporting documentation, and assure compliance issues are explicitly addressed. Develop at a glance" financial summaries for necessary parties (Faculty, Directors, Unit Managers) to provide a concise overview of the financial statement.

3. Review all financial transactions across all types of fund sources for compliance with University policy and procedure as well as agency guidelines regarding allowable/unallowable costs. Responsibilities include: 

     1) Identifying transactions that require correction and develop appropriate solutions, including the development of new internal systems that would improve the financial transaction process.

     2) Work collaboratively with Ed&IS staff/ Unit Managers to provide guidance and implement procedures, which support accurate, complete, and appropriate online transactions at the point of entry. Coordinate the review process with unit managers.

4. Proactively manage all financial activities from inception to close out for approximately $8-10 million in extramural, funds. This includes: 

     1) Monitoring financial activity monthly for individual faculty using the University on¡ line financial system as well as monitoring summary data for large research units.

     2) Reconciling the general ledger for individual faculty; identify discrepancies to report to the supervisor.

     3) Maintain files for all fund sources, including necessary audit documentation for expenditures. Obtain complete files including reconciled ledgers from research unit(s).

     4) Prepare non¡-salary cost transfers or budgetary transfers using Non-PEAR and online transfer of funds, respectively.

5. In collaboration with the Chief Financial Officer (CFO), develop and implement sound financial management practices consistent with generally accepted accounting principles.

60%

Contract & Grant Pre- and Post-Award Services

1. Review award synopses for accuracy; 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 working days of award receipt.

2. Actively problem ¡solve scenarios related to delays in the pre-award and post¡ award process with various University central offices while developing solutions with the Principal Contract & Grants and Fund Manager to ensure research projects are not jeopardized due to delays.

3. Prepare no ¡cost time extension requests, submit electronic Requests for Approval to Spend Funds in Advance of an Award, coordinate award closeouts with the office of Extramural Fund Management (EFM), and assist EFM in preparation of final financial reports to agencies.

4. Advise and train Principal Investigators and associated staff on standard and agency/award specific policies, guidelines, and financial details as they apply to use of human subjects, publication and copyright of data, conflict of interest issues, effort reporting, management of confidential data, allowable/unallowable costs, etc.

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.

6. 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.

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 related area and/or equivalent combination of education and experience

Required

Or

3-5 years

financial administration, accounting, or equivalent experience

Required

1. Working knowledge of policies and procedures in a large institution of higher education, such as accounting, travel, purchasing, consultants, and subawards to coordinate and expedite tasks with associated central offices.

Required

2. Demonstrated experience in acceptable accounting and business practices to provide guidance and direction in financial, contract and grant, and administrative issues.

Required

3. Advanced working knowledge of contract and grant administration to direct and manage a nonlinear proposal process, prepare appropriate documents associated with a proposal, and coordinate submission (including web¡ based) with cognizant University offices

Required

4. Demonstrated experience to create financial reports for audiences at the executive management level, including trend analyses, forecasts, and accurately project ending balances.

Required

5. Ability to prepare single project or program/project budgets, potentially involving multiple institutions, for extramural funds in accordance with University and funding agency guidelines and policies.

Required

6. Demonstrated ability to manage multiple project budgets to synthesize data in a user-friendly format and use advanced financial and accounting skills to perform functions effectively.

Preferred

7. Ability to compose, edit, disseminate materials using proper grammar, syntax, spelling and punctuation.

Required

8. Ability to handle confidential and sensitive information with discretion, and to maintain professional working relationships with sponsors, industry, government, the UC and other academic and corporate institutions.

Required

9. Excellent interpersonal skills, communication skills, and usage of language to clearly and professionally convey information verbally and in writing. Ability to present persuasive arguments and use negotiation skills to achieve mutually agreeable solution

Required

10. Demonstrated ability to work as part of a team in an integrated office environment and assist other administrative staff during peak workloads as needed.

Required

11. Ability to independently validate expectations, problem solve obstacles, and follow-up to completion and/or proactively report status of assignments/projects.

Required

12. Demonstrated ability to work independently, establish priorities, meet fixed deadlines, and follow through tasks to completion often with frequent interruption.

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:

Moore Hall

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.