Financial Manager

RSCH ADM 3 (006206)

UCPath Position ID: 40049922

Position Description History/Status

For Reference ONLY - PeopleAdmin JA Number:

1103588

Approved Date:

1/21/2025 5:38:53 PM

Date Last Edited:

1/21/2025 5:38:50 PM

Last Action Effective Date:

3/6/2024

Organization Details

Business Unit (Location):

LACMP

Organization Code:

2400O

Organization:

UCLA FIELDING SCHOOL OF PUBLIC HEALTH

Division Code:

2410D

Division:

PUBLIC HEALTH DIV

Department:

192000 - COMMUNITY HEALTH SCIENCES

Position Details

UCPath Position Number:

40049922

Position Description ID

165605

UC Payroll Title:

RSCH ADM 3 (006206)

Business Title:

Financial Manager

Personnel Program

Professional and Support Staff (PSS)

Salary Grade:

Grade 21

Job Code FLSA:

Exempt

Union Code (Collective Bargaining Unit):

99: Non-Represented (PPSM)

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:

40037203

Reports to Payroll Title:

ADMIN SUPV 2

UCPath Department Head Position Number:

40063918

Department Head Payroll Title:

Chair

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

004486

RSCH ADM 2 CX

1

None

POSITION SUMMARY

Under the direction of the Department of Community Health Sciences' Manager and Chair, the Financial Manager has broad and high-level responsibility for all phases of the accounting and financial management process/ and pre/post-award proposal process for intra/extramurally funded research awards for Principal Investigators in the Department of Community Health Sciences. Serves a leadership role in developing departmental policies for fund management and/or contracts and grant administration, ensuring that unit goals are met. The Department currently has 18 ladder faculty, with total annual research resources (direct cost) in excess of $13 million. Includes high-volume, high-level responsibility for independently reconciling accounts for CHS Department and Centers, verifying of appropriateness of all charges, identifying and resolving expenditure problems, developing complex budget and expense projection models for multi-fund, multi-year, multi-institution research programs, generate analytical financial reports to aid PI's in expert grant administration and proposal preparation. Departmental liaison to other key University administrative units to lead these actions (Extramural Fund Management, OCGA, etc.) Expertly utilize QDB and front- end tools for assembly of information and generation of periodic and ad hoc reports for PI's and in support of various data needs of the department. The incumbent manages department funding entry, and direct retros, and reviews reports for UCPath.

The discipline of community health sciences emphasizes that a person’s health isn’t simply about genes or habits, but also depends on where they live, work, and play. Structural issues — such as housing, discrimination, geography, and education — are key social determinants of health. These factors help explain why people who live in affluent communities can live a decade longer than those living in low-income communities. 

The UCLA Fielding School of Public Health’s Department of Community Health Sciences (CHS) is ideally positioned for optimal impact in research, training, and practice in these structural issues because of its strong community ties, multidisciplinary teamwork, theory-driven approach, and practical experience.

Contract & Grant Management

1. Manage post-award administration of highly complex multimillion-dollar state, federal, 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, and projects with more than one indirect cost rate.

2. Process award setup including contacting OCGA regarding impending award, initiating ERAS, allocating funds, linking FAUs, initiating payroll changes, establishing recharge IDs and petty cash funds, initiating intercampus 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 subawards.

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 including expense forecasts based on trends and planned changes. Advise faculty on policies, financial matters, and letters to agencies.

6. Coordinate the University Effort Reporting System (ERS) 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 Investigators and Department Manager, process appropriate paperwork to change distribution and funding status of academic and staff personnel expenses.

8. Meet with 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.

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 Department Manager and Principal Investigators in responding to inquiries from Internal Audit, agencies, and campus units regarding audits.   11. Construct and provide closing documents to EFM using PAMS to close funds upon project completion.

65%

Financial Processing

Responsible for assuring accurate and timely processing of accounts payable transactions including purchases and reimbursements using BruinBuy and Travel Express systems. Follow through with transactions to ensure timely and accurate payment. Initiate subawards and amendments, tracking invoices, receiving, approvals and payments. Produce regular and ad hoc financial reports using Excel and Online Financial Systems Reports (OFSR) for external and internal use. Reconcile invoices in I" status report and work with preparers to resolve entries. Process non-payroll expense transfers (NPEAR) and transfers of funds. Maintain accounting and grant files. Provide backup support to office coworkers as needed.

10%

Department Financial Management and Support

1. Manage Departmental expenditure activity. Assist Department Manager with mandatory review to 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 I" status report on a monthly basis and resolve outstanding issues.

2. Manage department funding entry, direct retros and reviews CDW reports for UCPath and take corrective action as and when necessary.

3. Work with Department Manager to provide quarterly financial analyses and long-range planning for faculty, staff, and student salaries and benefits; and manage the Department's sales and services finances, various donors/unrestricted funds, and all budget/C-Big entries. Work with School of Public Health CFO to ensure appropriate allocations

4. Manage departmental sales and services account. Assist Department Manager with budget planning. Manage copy code assignment. Prepare and submit monthly billing to appropriate FAUs. Troubleshoot equipment malfunctions, contacting and coordinating maintenance as needed.

4. Work independently on special projects as assigned by the Department Manager which are of a short-term nature.

5. Act as backup for the preparation of contract and grant proposals, including preparation of budgets and processing of required internal Contract & Grant forms.

6. Act as backup to perform duties of Specialist when position is vacant or individual is on vacation.

7. Assist Department Manager in supervising Jr. Fund Manager that includes training, assignment and evaluation of work.

20%

Financial Policy Development

1. Review and recommend new administrative organizational policies and procedures to improve awards administration and minimize the risk of potential overdrafts and disallowances. Create policy-driven procedures and documents to meet audit requirements and standards. Disseminate policy updates to department financial procedures at regular staff meetings.

5%

•

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 / training

Required

Thorough knowledge of University of California accounting procedures and policies; strong mathematical skills to perform complex and broad-ranging fiscal analysis.

Preferred

Thorough knowledge of applicable compliance requirements related to major federal, state, and private extramural funding agencies

Required

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

Required

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

Required

Strong and demonstrated knowledge of the use of QDB/other on-line data in data assembly, manipulation, and analysis.

Required

Demonstrated ability to understand and apply goals of the Department, PI, grasp sophisticated and/or complex ideas and issues, discern implications of various actions.

Demonstrated skill in analyzing information, practices, or procedures to define problem or objective, identify relevant concerns or factors, formulate logical and objective conclusions and recognize alternatives and their implications.

Required

Ability to maintain independent judgment; strong organization and communication skills; and a customer service focus across broad and diverse subject areas.

Required

Demonstrated ability to develop professional and effective working relationships with staff, faculty, and administration.

Ability to train, assign, review work of less experienced administrative staff.

Required

Strong skills in communicating (verbally, electronically, written form) to convey accurate and timely information to individuals at various organizational levels; with great discretion, handle confidential matters with diplomacy. Ability to effectively represent the needs/views of the PI or Department to upper-level campus administration, other University administrators, the public, etc., efficiently.

Required

Demonstrated expertise in Windows environments, Office Professional software (Word, Excel, Access), Word Perfect, Adobe Acrobat, e-mail systems, internet, to manage, access, analyze, manipulate data.

Required

Ability to maintain equanimity in the face of resistance, indifference, or hostility.

Ability to manage significant volume of transactions and work with frequent interruptions and/or with short timelines for completion of projects; demonstrated ability to prioritize work, reflecting understanding of relative importance of competing assignments in a large and complex environment. Expert time-management and organization skills.

Required

Demonstrated ability to function as a member of a team and provide guidance to less experienced staff.

Skill in working independently and following through on assignments with minimal direction or follow-up required from supervisor

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:

Department of Community Health Sciences

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.