Research Administrator 2

RSCH ADM 2 CX (004486)

UCPath Position ID: 40112910

Position Description History/Status

For Reference ONLY - PeopleAdmin JA Number:

1103422

Approved Date:

9/10/2024 3:50:43 PM

Date Last Edited:

9/10/2024 3:50:39 PM

Last Action Effective Date:

11/29/2021

Organization Details

Business Unit (Location):

LACMP

Organization Code:

1300O

Organization:

LETTERS AND SCIENCE                    

Division Code:

1340D

Division:

L&S PHYSICAL SCIENCES                  

Department:

101500 - STATISTICS AND DATA SCIENCE

Position Details

UCPath Position Number:

40112910

Position Description ID

170513

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

SUPERVISION

UCPath Reports to Position Number:

40040794

Reports to Payroll Title:

ADMIN MGR 1

UCPath Department Head Position Number:

40043798

Department Head Payroll Title:

PROF-AY

SUPERVISION - Indicates that the incumbent performs a variety of routine duties within established policies and procedures or by referral to the supervisor’s guidelines.

0

POSITION SUMMARY

Under the supervision of the Chief Administrative Officer, provide analytical and fiscal support to Principal Investigators (PIs) through the full spectrum of sponsored research activities. Manage all funds from state, federal, and private grants. Ensure compliance with University, State, and Federal audit policies. Working cooperatively with faculty, process all grant proposals, and allocate funds appropriately. Transfer funds and expenses to appropriate grants. Process all paperwork related to beginning, continuation, and closing of all grants. Provide general administrative and backup payroll/personnel support to department as needed.

Preaward and Postaward Fund Management

1. Manage highly complex state, federal, and private contracts and grants for faculty, including (but not limited to): Processing all online submissions for grant approvals and operations. Prepare proposals, requests, and reports using NSF FastLane system and other online agency systems. (E)  2. Review award synopses; interpret terms and conditions of agreements; resolve unclear issues; coordinate with various central administration offices to establish full accounting unit(s) and recharge ID within 3-5 working days of award receipt. Work with EFM and OCGA to resolve issues regarding award synopsis and any other problems that arise, which could inhibit award process. (E)  3. Identify, create, and establish systems to collaborate with project directors to initiate no-cost time extension requests, semi-annual and yearly Progress Reports, Requests for Approval to Spend Funds in Advance of an Award, coordinate award closeouts with the business office and Extramural Fund Management (EFM), and assist EFM in preparation of final financial reports to agencies. (E)  4. Advise Principal Investigators regarding university and award agencies' specific policies and guidelines, and financial details as they apply to use of financial resources allowable/unallowable costs, etc. (E)  5. Ensure timely administration of sub-awards according to University policy and agency guidelines. (E)  6. Process Transfer of Funds (TOF) and Non-Payroll Expenditure Adjustments (NPEAR) to transfer inappropriate expenses. Complete the accurate posting and reconciliation of general ledgers and payroll ledgers. (E)  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. Access and retrieve financial information utilizing online financial system reports, and other online information sources. (E)  10. Manage use of procurement card (P-Card) and process monthly Bruinbuy transactions related to P-Card. (E)  11. Act as Reviewer on BruinBuy, EDB, Travel Express, and TOF as appropriate, ensuring their correctness or seeing that corrections are made in timely manner. Serve as backup preparer for EDB, PTR, BruinBuy, and Travel Express. (E)  12. Communicate with faculty regularly and efficiently to discuss grant balances and administration. (E)

40%

Personnel Analysis

1. Advise faculty on personnel decisions by determining rates at which research staff will be hired and assess impact on funding sources. (E)  2. Process hiring of graduate student researchers in consultation with faculty. (E)  3. Support departmental postdoc and visiting researcher program, including immigration and visa issues. Assess candidates' dossiers to determine appropriate compensation level. (E)  4. Monitor departmental payroll expenses and prepare payroll transfers to accurately reflect salary costs on various grants. (E)

15%

Financial Analysis and Management

1. Ensure that accounting system provides adequate internal controls to safeguard assets, insure fund accountability by cost category, assure accounting data accuracy and reliability, promote operating efficiency, and comply with funding agencies' requirements and accounting procedures. (E)  2. Work on financial management tools developed by Senior Fund Manager to analyze and synthesize complex financial information for sponsored project budgets. Analyze expenditure trends and provide proactive recommendations to avoid overdrafts when needed. (E)  3. Process complex budget proposals in collaboration with Principal Investigators, in full compliance with various sponsoring agencies' application guidelines and consistent with University policy regarding proposal preparation as needed. Generate budget justifications as required to provide supporting documentation and assure compliance issues are explicitly addressed. (E)  4. Conduct full review of all financial transactions for compliance with university policy and procedure as well as federal, state, and private sponsors' guidelines regarding allowable/unallowable costs on a continuous basis. (E)  5. Work with Principal Investigators on effort reporting requirements through the Effort Reporting System (ERS). Answer any questions they may have regarding the system, and research and resolve any special issues. Manage and submit Effort Reports to properly reflect work of Faculty on contracts and grants. (E)  6. Provide consultation and expertise to faculty and staff regarding terms and conditions, allowability and feasibility of expenditures and grant related issues. Resolve problems that arise under active contracts and grants, and provide direction to Principal Investigators regarding appropriate use of grant funds.(E)

45%

•

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 a related field and/or equivalent experience/training.

Required

1-2 Years

Purchasing, reimbursements, and general UCLA financial management.

Preferred

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

Required

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

Required

Demonstrated skill in speaking with persons of various social, cultural, economic and educational backgrounds to effectively obtain and convey information.

Required

Proficient in the operation of a Windows-based computer. Includes various software, such as Excel, Word, etc.

Required

Ability to work cooperatively with co-workers and to assist in areas outside of assigned duties occasionally to help ensure that the mission of the department is completed.

Required

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

Required

Ability to create and maintain individualized Excel spreadsheets to track funding at the request of professors.

Required

Demonstrated knowledge of and experience with UCLA PAMS, RAPID Close-out tool and Cayuse.

Preferred

Experience with Effort Reporting System (ERS), Monetary Transfer of Funds (MTF), Recharge Order Request (ROR), P-Card management, T&E Card management, Gift processing, Gift & Sales/Service Accounting.

Preferred

Working knowledge of university accounting and other administrative policies and procedures.

Preferred

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

Preferred

Proficient in the use of BruinBuy Plus, Connexxus, UCPath, UCTRS, and CashNet.

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.

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

LOCATION AND PHYSICAL, ENVIRONMENTAL, MENTAL (PEM) REQUIREMENTS

Environment and Work Location Information

Environment Type:

Non-Clinical Setting

Location Setting:

Campus

Location:

8125 Math Sciences Building

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.