Senior Fellowship, Scholarship and Training Grant Administrator

RSCH ADM 3 RP (005264)

UCPath Position ID: TBD_940527

Position Description History/Status

Approved Date:

10/1/2026 7:05:54 PM

Date Last Edited:

10/16/2026 4:03:24 PM

Last Action Effective Date:

10/16/2026

Organization Details

Business Unit (Location):

LACMP

Organization Code:

1300O

Organization:

LETTERS AND SCIENCE                    

Division Code:

1330D

Division:

L&S LIFE SCIENCES                      

Department:

088800 - LIFE SCIENCES ADMINISTRATION

Position Details

UCPath Position Number:

TBD_940527

Position Description ID

246214

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:

41271640

Reports to Payroll Title:

ADMIN MGR 1

UCPath Department Head Position Number:

40043455

Department Head Payroll Title:

DEAN

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

Under the direction of the Executive Director of Research Administration and Academic Financial Services (EDRA & AFS), the Senior Fellowship, Scholarship and Training Grant Administrator provides advanced analytical and administrative support for the pre- and post-award management of fellowships, training grants, and student scholarship programs across the biology units within the Division of Life Sciences. The Division encompasses seven academic departments, seven interdepartmental degree programs, three institutes, and nine centers. The position is based in the Life Sciences Dean's Office.

Serving as a campus expert and divisional resource, the incumbent oversees all matters related to postdoctoral, predoctoral, and undergraduate fellowship and training programs. Responsibilities include ensuring compliance with federal, state, university, and sponsor regulations; managing complex, multi-year training grant budgets and reporting; and developing standardized procedures to enhance operational consistency and promote best practices across departments.

The position requires independent judgment, advanced analytical and problem-solving skills, and a deep understanding of sponsored research administration, graduate student funding mechanisms, and institutional scholarship awarding systems. The incumbent works in close partnership with faculty, department fund managers, finance supervisors, personnel/payroll analysts, and student affairs officers to strategically allocate sponsored and institutional awards to postdoctoral, predoctoral, and undergraduate trainees. The incumbent also monitors and ensures that all fellowship, training grant, and scholarship awards are administered accurately and in accordance with applicable policies and funding requirements.

Additionally, the role involves comprehensive financial management of fellowships, training grants, and students and trainees financial support, including developing financial tracking tools, advising on program funding strategies, and ensuring accurate disbursement of payroll and fellowship payments in partnership with the Graduate Division, Financial Aid Office, and department administrators.

Through a strong commitment to financial stewardship, regulatory compliance, and operational excellence, the Senior Fellowship, Scholarship, and Training Grant Administrator plays a critical role in advancing the Division's mission, fostering research administration excellence, and supporting the success of students and trainees.

The Life Sciences Research Administration Office oversees the supervision, management, and strategic planning for the division's research programs, which exceed $80 million annually. The office leads a team responsible for both pre-award and post-award contract and grant activities within the Division of Life Sciences. This division comprises 7 academic departments, 7 interdepartmental degree programs, 3 institutes, and 9 centers.

Additionally, the office collaborates on managing the efficiency of the division's fund management teams, which includes training, development, recruitment, and retention. This oversight extends to the departmental contracts and grants offices across the entire Division of Life Sciences, ensuring comprehensive support for sponsored research activities and staff.

Fellowship and Training Grant Management: Pre-Award Administration

A1. Provide expert guidance to faculty, researchers, and departmental fund managers on all aspects of fellowship and training grant proposal development, ensuring compliance with sponsor guidelines and university policies. Serve as backup pre-award administrator for other types of research awards as needed. (E) A2. Develop complex, multi-year budgets for fellowship and training grant proposals, ensuring accuracy, internal consistency, and compliance with funding agency requirements. Prepare budget justifications and other required documentation. (E) A3. Interpret and apply federal, state, and private funding agency regulations to minimize institutional risk and ensure policy compliance. Develop and implement standardized checklists, templates, and resources to streamline proposal preparation and improve efficiency across departments. (E) A4. Provide ongoing support to faculty and fund managers in resolving pre-award challenges. Assist with navigating administrative and financial complexities, optimizing funding strategies, and ensuring proper resource allocation. (E)

25%

Fellowship and Training Grant Management: Post-Award Administration

B1. Serve as a strategic partner to department fund managers and faculty, providing advanced guidance on the post-award administration of fellowships and training grants, including financial management, compliance, and reporting. (E) B2. Act as the divisional point of contact for fellowship and training grants sponsored by federal, state, private, and institutional sources, addressing issues related to grant administration for all trainees within Life Sciences Biology unit departments. (E) B3. Prepare and maintain all appointment and termination records for trainees; advise on budgetary and policy guidelines; coordinate with sponsors, OCGA, EFM, Graduate Division and Financial Aid Office to resolve administrative issues; oversee stipend disbursements and trainee expense tracking. (E) B4. Lead the preparation and submission of annual progress reports (RPPRs), including compiling trainee data, outcomes, and performance metrics. Manage records of expenditures and transactions, analyze financial data, and prepare closeout materials in accordance with sponsor guidelines. (E)

25%

Postdoctoral and Graduate Student Trainee Financial Administration

C1. Develop and maintain financial tracking tools to monitor complex trainee funding commitments and expenses across multiple funding sources. Review financial reports for accuracy and policy compliance. (E) C2. Oversee the preparation and approval of graduate and postdoctoral award actions, including fee remissions, nonresident tuition, and health insurance allocations for trainees supported on fellowships and training grants. Coordinate stipend and salary payments via UCPath, GoGrad, and Award Transmittals. (E) C3. Collaborate with the Graduate Division, departmental finance supervisors, personnel/payroll analysts, and student affairs staff to verify correct funding levels based on postdoc and student experience and policy. Manage divisional fellowship, academic apprentice, and reader funds. (E) C4. Under the direction of EDRA, project trainee funding needs, analyze trends, and identify sustainable funding strategies to support long-term program viability. (E)

25%

Scholarship Program Administration and Undergraduate Trainee Support

D1. Administer undergraduate scholarship programs across the Life Sciences biology unit departments, including strategic allocation of scholarship funds, budget development, and award communication. Prepare undergraduate student support budget and financial reports. Monitor and track stipend and tuition award expenditures and purchases against approved budget. (E) D2. Process scholarship awards and provide comprehensive reporting of scholarships and stipends awarded to students. Prepare Financial Aid forms for awarding student stipends and scholarships payments to ensure timely disbursement to award recipients. (E) D3. Research student problems and/or concerns regarding scholarship awards using appropriate mechanisms (BAM, BAR, BFA). Liaise with the Financial Aid Office to resolve problems or to obtain status of student scholarship/stipend payment. (E) D4. Manage and process other financial transactions for the student trainees in Bruinbuy Plus and Concur, including purchase order, direct pays, PTAs, supplies and travel reimbursements. (E)

25%

•

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

Accounting, Business Administration or related area and/or equivalent experience / training

Required

And

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

Required

5+ Years

previous experience as a financial manager and contract/grant administrator responsible for federal and state funded contract and grant awards and awards made by private foundation

Required

Demonstrated student affairs experience. Ability to establish and maintain professional working relationships with faculty, students, staff, and other stakeholders. Ability to communicate well

Preferred

Thorough understanding of research administration guidelines of Federal and non-Federal sponsors supporting research and educational activities, preferably in a university environment.

Required

Advanced skill in analyzing complex financial data to identify/define problems and formulate creative, logical, objective conclusions and solutions.

Required

Demonstrated ability to analyze information, problems or situations to define the problem, formulate accurate and objective resolutions based on knowledge of financial aid and scholarship policies.

Required

Demonstrated ability to work independently, accepting challenging circumstances and taking initiative to solve problems where solutions are not always readily apparent.

Required

Advance organizational skills to maintain materials and information in a systematic way. Demonstrated ability to maintain confidentiality and acute attention to detail.

Required

Detail working knowledge of UCLA business applications such as GoGrad, Jasmine Bruinbuy+, Concur, UCPath, BAM, BAR, BFA, etc.

Required

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.

Required

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

Required

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

Ability to analyze task requirements and to coordinate and manage a number of projects simultaneously and to prioritize work in order to meet deadlines. Analytical ability to resolve conflict and implement new procedures for faculty, department fund managers, finance supervisors, personnel/payroll analysts and student affair officers.

Required

Demonstrated working knowledge of UCLA postdoc and graduate student employment policies and procedures, fellowship funding policies, and collective bargaining agreement (CBA) terms.

Required

Working knowledge of federal, state and university policies in order to answer student inquiries about financial aid and scholarship programs.

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.

LOCATION AND PHYSICAL, ENVIRONMENTAL, MENTAL (PEM) REQUIREMENTS

Environment and Work Location Information

Environment Type:

Non-Clinical Setting

Location Setting:

Campus

Location:

Hershey Hall

Standing/Walking

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

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.