Senior Fund Manager

RSCH ADM 3 RP (005264)

UCPath Position ID: 40205596

Position Description History/Status

For Reference ONLY - PeopleAdmin JA Number:

908788

Approved Date:

8/5/2026 12:22:41 AM

Date Last Edited:

8/5/2026 12:22:37 AM

Last Action Effective Date:

11/1/2020

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:

40205596

Position Description ID

170199

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:

40063649

Reports to Payroll Title:

ADMIN SUPV 2

UCPath Department Head Position Number:

40038895

Department Head Payroll Title:

DEPARTMENT CHAIR

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 direction of the Department MSO, the Senior Fund Manager 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, NSP management, reconciliation of purchasing, travel, and reimbursements, UCPath transactions and serve as backup when needed. Assist with other projects as needed.

Contract & Grant Management

1. Responsible for grant submission process, including review of FOA, budget preparation, collation of research materials, collection of subcontract materials, issuance of subcontracts, IRB approval/exemption, award monitoring, & adherence to policies, etc.

2. Provide guidance & support to faculty & staff with regard to grant applications. Serve as research resource to asst in navigating the research environment.

3. Coordinate/collect/finalize application materials & ensure all compliance requirements of application materials are met.

4. Consult with PIs, dept, &Sponsored Research regarding appropriateness & feasibility of expenditures on various contract & grant funding sources.

5. Manage post-award admin of highly complex multi-million dollar state, federal, & private contracts & grants.

6. Process award set up including contacting OCGA regarding impending award, initiating ERAS, allocating funds, linking FAUs, initiating payroll changes, establishing recharge ids & petty cash funds, initiating inter campus transfers, & inter dept transfers. Establish subawards.

7. Work closely with OCGA, EFM, & Purchasing to ensure subawards are accurately executed in a timely manner & managed in accordance with agency guidelines. Process modifications & perform closeout of sub awards.

8. Ensure Contracts & Grants remain in compliance with University & various funding agency policies, procedures, terms & conditions. Identify problems & work with appropriate dept, school, university & agency personnel to negotiate & resolve issues. Follow up to ensure complete resolution.

9. Review individual projects on a regular basis. Identify & correct errors & potential problems. Work with the PIs to resolve issues, prepare scheduled & ad hoc custom internal financial reports from UCPath, Cognos & other online systems including expense forecasts based on trends & planned changes.

10. Reconcile the university Effort Reporting System reports for employees paid from federal funds, ensuring that PIs review & approve the effort charged to their projects in a timely manner.

11. In consultation with PI, process appropriate paperwork to change distribution & funding status of academic & staff personnel expenses including NSP management & submissions. Resolve UCPath issues where feasible, provide guidance to PIs where possible.

12. Process stipend payments to students, visiting Scholars, visiting graduate researchers, & post docs using appropriate mechanisms (GoGrad, Award Transmittal, UCPath).

13. Meet with the PIs on a regular basis to review & discuss project status. Collaborate with PIs on contracts & grants post-award administration; plan, monitor and analyze project expenses & project status, & ensure  that all contract & grant funds are spent prior to the close of the granting period. Advise faculty on policies, financial matters, & letters to agencies.

14. In coordination with FSPH HR, the senior fund manager is responsible for assisting PI's with the hiring of Graduate Student Researchers. Advise faculty on policies surrounding new UAW contracts for GSR's. Prepare Written Notice of Appointment for new hires & extensions. Prepare hiring paperwork & input appointment information into FSPH HR spreadsheet.

15. Construct & provide closing documents to EFM to close funds upon project completion in compliance with university & agency deadlines. Work with other depts on interdisciplinary projects to complete closing.

16. Manage Procard activity. Submit statements & supporting doc, sign to indicate all purchases reflected were for legitimate and allowable business purposes.

17.Review email/PAN purchases reflected.

80%

Department Financial Management

1. Oversee 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

2. Assist Department Manager with mandatory review and approve all financial transactions by audit review of purchases, reimbursements, travel, and personnel expenses. Oversee, train, 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.

3. Oversee the processing of financial actions for department and research funds including Transfer of Funds (TOF), Non-Payroll Expenditure Adjustment Requests (NPEAR), Monetary Transfer of Funds (MTF) purchases, reimbursements, and travel using BruinBuy Plus, Concur, 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. Oversee the process of funding entry and Salary Cost Transfer transactions in UCPath.

5. Oversee preparation of Gift transmittals and process on-line check deposit(s) using Cashnet system into designated account(s) and forward documentation to appropriate campus

departments/units.

6. Work independently on special projects as assigned by the Departmental Manager which are of a short term nature.

20%

•

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

or equivalent combination of education and/or experience/training

Required

Experience as a Fund Manager and resource in all aspects of planning and managing the contract and grant finances including closeout.

Required

Experience in negotiating, exchanging ideas, information and opinions in collaboration with faculty, staff and administrators to arrive at mutually acceptable solutions to problems.

Required

Experience in knowledge of University policies, practices, and procedures pertaining to accounting transactions and internal controls. Ability to advise staff and

academic personnel on how to complete

Required

Experience in University regulations, legal requirements and accounting guidelines pertaining to University business activity.

Required

Experience in reading and interpreting documents written in standard English such as administrative policy and procedure manuals, contract and grant regulations and

guidelines.

Required

Experience in utilizing personal computer spreadsheet and word processing applications to prepare reports and presentations and to analyze financial data. Skills in

utilizing tools such as, Microsoft

Required

Experience with computing ratios, rates and percentages to prepare analytical financial reports.

Required

Experience working in a busy office with significant traffic, frequent interruptions and/or distractions in the midst of diversified responsibilities and changing priorities.

Required

Experience with maintaining strict confidentiality of information related to financial matters.

Required

Experience in establishing and maintain positive and productive working relationships with faculty, staff, administrators, and coworkers.

Required

Experience with university purchasing and travel reimbursement systems.

Required

Experience with procurement practices.

Required

Skill in effective management of multiple budgets, with different time-lines, project personnel, and deliverables from multiple sources.

Required

Skill in financial analysis, planning, preparation and administration for a budget with multiple funding sources.

Required

Skill in identifying and resolving discrepancies with appropriate follow through to resolve issues.

Required

Skills in analyzing information, practices, or procedures to: - Identify problems or objectives - Identify patterns, trends and relationships - Formulate logical and objective conclusions - Recognize alternative and their implications.

Required

Skill in designing, generating, presenting and discussing statistical and financial reports which are clear, concise, and detailed.

Required

Skill in gathering, organizing, analyzing information, problems, situations, practices or procedures to identify and define the problem or objective; conclusions, and recommended solutions.

Required

Skill in coordinating and contributing to projects from the conceptual through the implementation stages.

Required

Skill in creativity and initiative to develop workable solutions to problems when answers are not readily apparent.

Required

Knowledge of Campus Administrative units and their services, role, and responsibilities; ability to contact them appropriately to obtain needed information, troubleshoot and resolve issues. 

Required

Working knowledge of UCLA processes and financial systems including UCPath, Cognos, QDB, BruinBuy Plus, Transfer of Funds (TOF), Transfer of Non-Payroll Expense (NPEAR), Transfer of Payroll Expense (Salary Cost Transfer), UCLA Foundation Monetary Transfer of Fund.

Required

Ability to train department professionals engaged in various fund management activities, cost-effective management of their financial affairs.

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:

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

Other Mental Requirements

If "Mental demands other" was selected above, please explain:

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.