Senior Fund Manager

RSCH ADM 3 RP (005264)

UCPath Position ID: 40834378

Position Description History/Status

Approved Date:

10/22/2026 8:08:17 PM

Date Last Edited:

10/22/2026 8:08:15 PM

Last Action Effective Date:

9/23/2026

Organization Details

Business Unit (Location):

LACMP

Organization Code:

2100O

Organization:

DENTISTRY                              

Division Code:

2110D

Division:

CLINICAL                               

Department:

135000 - DENTISTRY

Position Details

UCPath Position Number:

40834378

Position Description ID

208523

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:

41150441

Reports to Payroll Title:

CONTRACTS AND GRANTS SUPV 2

UCPath Department Head Position Number:

40061708

Department Head Payroll Title:

DEAN

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 Director of Research Administration, the Senior Fund Manager is responsible for the preparation, analysis, reconciliation, problem resolution, and financial reporting of contract and grant awards, managed at the Research Office of the School of Dentistry. Major duties include pre- and post-award administration of highly complex multi-million-dollar state, federal and private contracts and grants; pre-award preparation/submission and post-award management of large, complex, collaborative center grants and training grants; effort reporting; reconciliation of purchasing, travel, and reimbursements; working with the Research Office team; and providing training or back-up support for other fund managers at the school when needed.

The caliber of our faculty, staff, and student dentists helps foster a dynamic environment, focused towards the future. Along with our passion and dedication to be among the best in the world, UCLA Dentistry is truly unique. As part of a world-renowned research university, combined with excellent educational programs and clinic training, we believe this is where leaders are made.

Contract & Grant Management - Post Award

1. Manage post-award administration of highly complex multi-million-dollar state, federal, local and private contracts and grants. Examples of complex types of awards are interdisciplinary multi-departmental projects, training grants, projects with multiple subawards including foreign institutions, multi-campus awards (MCA), and projects with more than one indirect cost rate.

2. Process award set up including contacting OCGA regarding impending award, initiating ERAS, allocating funds, linking FAUs, initiating payroll changes, establishing recharge IDs and petty cash funds, initiating inter campus transfers, and interdepartmental transfers. Establish subawards.

3. Work closely with OCGA, EFM, and Purchasing to ensure that domestic and foreign subawards are accurately executed in a timely manner and managed in accordance with University and agency guidelines. Process modifications and perform closeout of sub awards.

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

5. Review individual projects on a regular basis. Identify and correct errors and potential problems. Reconcile and adjust indirect cost charges. Work with the Principal Investigators to resolve issues, prepare scheduled and ad hoc custom internal financial reports from Cognos and other online systems including expense forecasts based on trends and planned changes.

6. Reconcile the university Effort Reporting System (ERS) reports for employees paid from federal funds, ensuring that Principal Investigators review and approve the effort charged to their projects in a timely manner.

7. In consultation with Principal Investigator, process appropriate paperwork to change distribution and funding status of academic and staff personnel expenses. Identify payroll issues and work with respective departments to resolve where feasible and provide guidance to PIs where possible.

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

9. Coordinate agency financial reports and prepare written correspondence to agencies required for re-budgeting and project extension requests; resolve any remaining discrepancies.

10. Assist SOD leadership and Principal Investigators in responding to inquiries from Internal Audit, agencies, and campus units regarding audits.

11. Process financial actions for research funds using Transfer of Funds (TOF), Non-Payroll Expenditure Adjustment (NPEAR), Reimbursements, and travel using BruinBuy+, Travel Express, Pre-trip authorizations and other related or updated systems. Interpret and comply with University and Agency policies and procedures and follow through with transactions to ensure timely and accurate posting and payment.

12. Reconcile personnel expenses with the GL, ensure expenses don't hit the suspense/default FAU, and transfer expenses as appropriate to clear the

suspense/default FAU. Coordinate with the Finance Office to process funding entry and direct retro transactions, as well as other transactions as needed.

13. Process stipend payments to students, visiting Scholars, visiting Graduate researchers and post docs using appropriate mechanisms (e.g., GoGrad, Award Transmittal).

14. Produce monthly, quarterly, and ad hoc financial reports using Cognos, Excel, Online Financial System Reports (OFSR) and/or other appropriate systems, which also includes financial analyses, projections and long-range planning for faculty, staff, and student salaries and benefits.

60%

Contract & Grant Management - Pre-Award

1. Assist RO staff with grant submission process, including review of Funding Opportunity Announcement, budget preparation, collation of research materials, collection of subcontract materials and issuance of subcontracts, etc.

2. Collect data and prepare tables for training grant applications.

3. Coordinate/collect/finalize application materials (e.g., biosketches, PMCID numbers appropriately included on citations) and ensuring that all compliance requirements of application materials are met.

4. Create application shell across multiple application systems (e.g., Proposal Central, Cayuse, ASSIST, Research.gov). Uploading application materials and preparing final presentation/packing of final proposal (e.g., clean and consistent formatting of section categories and subcategories of narrative). Serve as the liaison between UCLA Office of Contracts and Grants and the Principal Investigator during the application review and submission process.

5. Utilize new and emerging online systems for proposal and document management.

6. Serve as research resource for faculty and staff to assist them in navigating the research environment at UCLA.

7. When applicable, manage preparation of IRB approval/exemption, award monitoring, and adherence to University and federal policies and guidelines.

8. Provide information regarding University policies and procedures to PIs so they can communicate effectively with public and private agencies.

9. Provide important Contracts and Grants policies and procedures information to new faculty including an overview of Campus and School organization.

10. Coordinate with PIs requests to agencies for review and approval of exception to policy, providing documentation to authorized signing official negotiating contracts with funding agencies, and reporting to the agency.

11. Serve as liaison between PIs and campus contract and grant offices to submit and execute grants and contracts, request extensions, modifications, and amendments.

12. Provide emergency pre & post award back-up support to school as necessary.

13. Work independently on special projects as assigned by the Director of Research Administration which are of a short-term nature.

25%

Training & Policy

1. Make significant contributions to SOD policies and procedures for the conduct and administration of extramurally sponsored projects.

2. Communicates with professionalism, demonstrating exceptional skill and experience and positive problem-solving aptitude when addressing complex problems and recommends changes to policies, processes, and resources.

3. Develop and present Town Hall meetings for SOD faculty research community.

15%

•

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

Bachelor's degree in related area and / or equivalent experience / training 

Required

Minimum 7-10 years

Experience in contract and grant administration in an academic setting, with preference for center and training grant expertise.

Required

And

Recent working experience as a fund manager/financial analyst and well-established track record of contributing to the preparation, submission and management of contracts and grants.

Required

Strong understanding of federal, state, and private grant/contract regulations and standard proposal requirements as they pertain to the administration of higher education contracts and grants.

Required

Ability to monitor, learn, interpret, and train/advise on changing University or federal regulations, administrative policy and procedure manuals, contract and grant regulations and guidelines, as well as legal requirements and accounting guidelines pertaining to University business activities.

Required

Skill in effective management of various budgets, with different timelines, project personnel, and deliverables from multiple sources. Demonstrated skill in standard accounting transactions, budgetary control, computational excellence, interpretation of financial data, and reconciliation of expenses.

Required

Skill in analyzing information, practices, or procedures to Identify and define problems or objectives; Identify patterns, trends, and relationships; Articulate concerns and formulate logical and objective conclusions; Recognize alternatives and their implications; Provide appropriate follow through, refer or escalate as needed to resolve issues.

Required

Mastery of Excel as well as other Microsoft Office and Adobe programs to prepare reports, presentations, documents, and to analyze financial data. Working knowledge and effective organization of Outlook and preservation of documents. Experience designing and developing clear and detailed correspondences, memos, financial presentations, mathematically accurate spreadsheets, and other advanced reports.

Required

Excellent time management and organizational skills to meet pre-determined goals and ad-hoc requests. Demonstrated follow-through on multiple tasks, often under fluctuating priorities, competing deadlines, and frequent interruptions.

Required

Interpersonal skills to effectively establish and maintain positive and productive working relationships with faculty, staff, students, administrators, and coworkers, students and other administrators.

Required

Ability to work under pressure, be detail oriented and exercise individual judgment and initiative to work both independently and as a team, while following through on assignments and produce high quality work products with minimal direction or supervision and within tight time constraints.

Required

Ability to maintain strict confidentiality of information related to financial matters and other materials, as appropriate.

Required

Skill in negotiating, exchanging ideas, information, and opinions in collaboration with faculty, staff and administrators. Creativity and strong 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.

Preferred

Working knowledge of UCLA processes and financial systems including Cognos, QDB, BruinBuy+, Transfer of Funds (TOF), Transfer of Non-Payroll Expense (NPEAR), Travel Express, and other online financial systems.

Preferred

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.

COVID and Flu Vaccinations: The position is subject to providing evidence of inoculation.

CANRA: The position is designated as a mandatory reporter under CANRA. The employee must sign the "Statement Acknowledging Requirement to Report Child Abuse".

LOCATION AND PHYSICAL, ENVIRONMENTAL, MENTAL (PEM) REQUIREMENTS

Environment and Work Location Information

Environment Type:

Non-Clinical Setting

Location Setting:

Campus

Location:

School of Dentistry

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.