Research Administrator 2 CX

RSCH ADM 2 CX (004486)

UCPath Position ID: 40093568

Position Description History/Status

Approved Date:

11/20/2024 1:38:57 PM

Date Last Edited:

11/20/2024 1:38:54 PM

Last Action Effective Date:

Organization Details

Business Unit (Location):

LACMP

Organization Code:

1130O

Organization:

HENRY SAMUELI SCHOOL ENGR & APPL SCIENCE

Division Code:

1131D

Division:

ENGINEERING & APPLIED SCIEN DIV        

Department:

020500 - MECHANICAL AND AEROSPACE ENGINEERING

Position Details

UCPath Position Number:

40093568

Position Description ID

215785

UC Payroll Title:

RSCH ADM 2 CX (004486)

Personnel Program

Professional and Support Staff (PSS)

Salary Grade:

STEPS

Job Code FLSA:

Non-Exempt

Union Code (Collective Bargaining Unit):

CX: Clerical & Allied Services

Employee Relations Code:

E: All Others - Not Confidential

Employee Class (Appt Type):

2 - Staff: Career

Full-Time Equivalent (FTE)

1.00

SUPERVISION

UCPath Reports to Position Number:

40048935

Reports to Payroll Title:

Research Admin 3

UCPath Department Head Position Number:

40042027

Department Head Payroll Title:

Academic Title

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 Sr. Administrative Analyst-Supervisor, provide analytical and fiscal support to Principal Investigators

through the full spectrum of sponsored research activities. Major duties include, but are not limited to, pre-award to post-award

administration and fund management of approximately $13M of highly complex state, federal, and private contracts and grants.

Prepare budgets and proposal packages and ensure compliance with University, State, and Federal audit policies. Review total

package to ensure procedural compliance with all relevant policies.

As a leading Mechanical and Aerospace Engineering Department in the country and around the world, our faculty and students conduct trailblazing research in broad interdisciplinary areas of Mechanical and Aerospace Engineering: from rockets and spacecraft, to robots, medicine, advanced materials, energy and sustainability.

Fund Manager

1. Maintain file of original contract/grants, amendments, extensions, and other correspondence.

2. Ensure that all required contract documentation is on file.

3. Ensure compliance with all contract requirements. 

4. Review and approve invoices for subcontracts and travel vouchers. 

5. Prepare cost transfers, non-payroll adjustments to transfer inappropriate expenses.

6. Complete the accurate posting and reconciliation of general ledgers and payroll ledgers. 

7. Prepare financial and other analytical reports on a regular basis. Analyze financial data and

identify discrepancies. Investigate inappropriate ledger charges. Recommend and

implement solutions to identified problems.

8. Access and retrieve financial information on QDB, SEAS Ledger, and other online information sources. 

9. Using spreadsheets (Excel) and database systems (Access, UNIX, and INFORMIX), maintain

accounting systems and provide reports. 

10. Monitor monthly encumbrance reports to ensure that they are current, provide information to Purchasing Assistant or

resolve on your own, where there are questions. 

11. Monitor telephone charges, Shops charges, Nanolab charges, demurrage charges, and any other external or internal recharge services used by the PI so that spending stops prior to close of contract.

12. Advise PI's two months or more in advance of closing of any fund.

13. Provide online financial information to Web-based sites per agency requirements.

14. Prepare cost sharing reports, as required.

15. Provide individualized reports for PI's at her/his request. 

16. Anticipate and prepare closeouts for ending contracts and grants by processing necessary adjustments, submitting close out

reports to EFM with the necessary supporting documentation.

17. Responsible for fiscal closing matters. 

18. Participate in documenting and providing supportive

evidence to auditors in the event of any audit. Respond to auditor's questions and

provide any other documents requested.

19. Prepare and edit drafts of correspondence, reports, and other documents.

20. Serve as liaison to OCGA, government administrators and private industry agencies.

21. Work cooperatively and provide back up for the other Fund Manager in the Department doing the same

work.

50%

Pre-Award

1. Prepare budgets and proposal packages and ensure compliance with University, State, and Federal audit policies. 

2. Review total package to ensure procedural compliance with all relevant policies. Prepare approval forms. 

3. Preparation of PI bio-sketches, on-going awards schedule, and other documentation required. 

4. Administer renewals and continuations for all accounts.

5. Interact frequently with other fund managers' and PI's and their representatives to resolve questions and problems.

6. Prepare proposals, request, and reports using NSF Fastlane system and other on-line agency systems. 

7. Distribute funds according to approved budget.

30%

Reviewing and Back-up Functions

1. Act as Reviewer on BruinBuy Plus, UCPATH, PTR and TOF's, as appropriate, ensuring their correctness or seeing that corrections are made in a timely manner. 

2. Provide backup to Purchasing Assistant and Preparers on contract and grant purchases, including equipment, during periods of heavy loads, vacations, medical leaves, open

positions, or at the direction of the Sr. Adm. Analyst- Supervisor.

3. Participate along with other staff, to help out in times of heavy workloads, absences, open positions, etc.

10%

Personnel Administration

1. Review and verify time sheets submitted by research staff. Identify fund from

which payroll is to be distributed, checking for funding.

2. Analyze and monitor accounts to ensure that the right pay rates and percentage of time has been entered.

3. Provide payroll projections and reports, both regular and individualized.

4. Approve employment forms on all funded research accounts. 

5. Review and approve payroll account changes.

6. Reconcile monthly payroll ledgers against timesheets for accuracy of payments.

5%

Consultation

1. Provide consultation and advice on University and agency policies and procedures.

2. Investigate and recommend approved alternative solutions where appropriate.

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

Proficient in the operation of a PC, and in using Excel and Word for Windows.

Required

Excellent oral and written communication skills to convey and obtain information.

Required

Proficient in the use of the BruinBuy Plus and UCPATH system.

Preferred

Experience in designing, executing, and maintaining databases to track accounts assigned using Microsoft Access and to train others in their use.

Required

Ability to write computer reports for expenses in tracking, financial projections, and variance analysis.

Required

Experience in budgetary analysis and control which includes reconciling ledgers, monitoring expenditures based on existing revenue and cost data.

Required

Working knowledge of university accounting and other administrative policies and procedures

Preferred

Excellent analytical skills to access financial information, anticipate problems, develop alternative solutions, make recommendations and implement changes.

Required

Skill in organizing a complex workload and ability to plan and prioritize the work

Required

Demonstrated ability to work independently with minimal direction.

Required

Ability to organize and perform a variety of tasks that need to be carried out simultaneously with frequent interruptions.

Required

Demonstrated interpersonal skills to interact with students, staff, and faculty

Required

Ability to understand, interpret, process, and review online entries for the campus AIS systems for accounting, payroll, personnel, and other, as required.

Required

Knowledge of payroll/personnel systems as it relates to contract and grant payroll to work in conjunction with the Payroll/Personnel Analyst; ability to access and use Web-based systems such as QDB, PPP, and others.

Preferred

Ability to create and maintain individualized Excel spreadsheets to track funding at the request of one or many PI's.

Required

Demonstrated skill in preparing budgets and projections using spreadsheet and database personal computer software.

Required

Working knowledge of agency on-line systems to process proposals.

Required

Demonstrated working knowledge of federal and state contract and grant fiscal policies and procedures.

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.

E-Verify Check: The position is funded by federal contracts/subcontracts requiring UCLA to notify job applicants that an E-Verify check will be conducted and the successful candidate(s) must pass the E-Verify check.

Age Requirement: Candidate(s) must be 18 years or older to be eligible to be hired.

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

LOCATION AND PHYSICAL, ENVIRONMENTAL, MENTAL (PEM) REQUIREMENTS

Environment and Work Location Information

Environment Type:

Non-Clinical Setting

Location Setting:

Campus

Location:

420 Westwood Boulevard

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.