Sponsored Projects Accountant 3

RSCH ADM 3 (006206)

UCPath Position ID: MI-DPT351500-JC006206-PD168797

Position Description History/Status

For Reference ONLY - PeopleAdmin JA Number:

1001843

Approved Date:

9/3/2024 8:07:44 PM

Date Last Edited:

9/3/2024 8:07:35 PM

Last Action Effective Date:

8/8/2022

Organization Details

Business Unit (Location):

LACMP

Organization Code:

3100O

Organization:

VC RESEARCH                            

Division Code:

3115D

Division:

OFFICE OF RESEARCH ADMINISTRATION      

Department:

351500 - EXTRAMURAL FUND MANAGEMENT

Position Details

UCPath Position Number:

MI-DPT351500-JC006206-PD168797

Position Description ID

168797

UC Payroll Title:

RSCH ADM 3 (006206)

Business Title:

Sponsored Projects Accountant 3

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:

40046436

Reports to Payroll Title:

CONTRACTS AND GRANTS MGR 1

UCPath Department Head Position Number:

40046436

Department Head Payroll Title:

CONTRACTS AND GRANTS MGR 3

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

POSITION SUMMARY

The Office of Extramural Fund Management (EFM) is a part of the Office of Research Administration (ORA) which supports the UCLA research program by providing leadership, professional guidance and administrative services to faculty, department administrators, and students. Under direct supervision of the Extramural Fund Management Manager, the Sponsored Project Accountant 3 ensures financial stewardship of sponsored funds. The Sponsored Project Accountant 3 will analyze and review expenditures, identify compliance policy violations, communicate concerns and issues to campus department personnel, facilitate resolution of outstanding issues, and prepare complex financial reports and invoices per university, sponsor and federal guidelines. The Sponsored Project Accountant 3 will act as back up to the manager when the manager is not available. The Sponsored Project Accountant 3 will have signature authority to sign off on invoices and financial reports.  The Sponsored Project Accountant 3 will train team members and insure that appropriate system accesses are established. Review and validate the establishment of contract and grants in the award management and the University's financial systems, keep abreast of changing various agency regulatory requirements, and offer guidance to the campus research community surrounding financial management of contracts and grants. 

The Office of Extramural Fund Management (EFM) is a part of the Office of Research Administration (ORA) which supports the UCLA research program by providing leadership, professional guidance and administrative services to faculty, department administrators, and students.  Under direct supervision of the Extramural Fund Management Manager, ensure financial stewardship of sponsored funds.

Fund Management

1. Fulfill the financial reporting requirements of complex sponsored projects.  2. Analyze and review financial activity of sponsored projects for compliance with applicable rules and regulations and the specific award terms and conditions, and take action as necessary. Examples of issues and required action include: a) Analyze expenditures for applicability on the specific award. b) Analyze expenditures for allowability under the terms and conditions. c) Analyze expenditures for allocability on the specific award terms. d) Analyze expenditures for compliance with specific restrictions, including budgetary. e) Resolve expenditure issues with departments, identified in a-d above. f) Proactively identify and communicate to campus personnel potential areas of concern such as over or under spending and other unusual expenditure patterns to reduce exposure of loss funding to the University.  3. Perform the following functions, as necessary, to ensure that the team completes reporting requirements on a timely basis: a) Review and validate the establishment of contracts and grants in the R-Net Awards Database and make corrections as appropriate, or communicate necessary correction to the data team. b) Review and validate contracts, grants, and other agreements into the University's general ledger. c) Prepare invoices, or provide billing information to the Cash Management team. d) Prepare journal entries to transfer funds to and from other campuses. e) Establish and receivable accounts into the general ledger. f) Provide research assistance to the Cash Management team for timely identification of cash receipts and deposits. g) Prepare financial status reports as per sponsor requirements. h) Analyze and reconcile overhead costs and prepare adjustments journals as necessary. i) Follow-up as necessary, on uncollected accounts receivable and assist the Collections Analyst as necessary. j) Direct the financial close out of sponsored projects by preparing closing financial entries such as resolving overdrafts and overdraft transfers and refund of unexpended balances. 4. Provide direct assistance to departments (and others, as requested) in the financial management of sponsored projects.   5. Develop and maintain a through knowledge of applicable rules and regulations, and university and sponsor policies and procedures governing extramurally funded projects.   6. Consult with the Manager whenever necessary to ensure that knowledge of the current regulations and stipulations is up to date and accurate.

70%

Other Functions and Duties

1. Maintain effective communications and develop relationships with sponsor administrative and financial officers.  2. Communicate effectively both verbally and in writing. Interact effectively with PI's, Chairs, Deans, Administrators, Fund Managers, Office of Contract and Grant Administration Officers and others as needed.  3. Attend meetings, classes and workshops, represent EFM to campus departments, participate in assigned work groups and take independent action as appropriate.   4. Assist Manager in identifying and developing systems to improve the quality of the work performed and streamline processes.   5. Assist Manager in training of fund management team members.   6. Function as the back-up manager as deemed necessary.  7. Review and sign-off invoices and financial reports when deemed necessary.   8. Keep abreast of changing regulatory requirements. Anticipate the impact of changing requirements on the University and propose revisions to policies and procedures to maximize the quality and efficiency of UCLA's financial management of sponsored projects.  9. Perform other duties as assigned.

30%

•

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

Education and experience equivalent to a Bachelor's degree and/or four to six years of experience in accounting/administrative analysis.

Required

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

Required

Thorough knowledge of applicable compliance requirements related to use of human or animal subjects in research, financial conflict of interest, biosafety, etc.

Required

Ability to manage significant volume of transactions.

Required

Ability to perform complex financial analysis and customized reporting.

Required

Demonstrated competence in the use of spreadsheet and database software in financial analysis, fiscal management and financial reports.

Required

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

Required

Maintains current knowledge of compliance regulations in all areas of research administration.

Required

Demonstrated knowledge of generally accepted accounting, fiscal and reporting principles.

Required

Demonstrated knowledge of effective grant funding processes, procedures and techniques

Required

Strong writing skills in a variety of styles to draft persuasive text for a variety of audiences while ensuring adherence to funding sponsor's guidelines.

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.

LOCATION AND PHYSICAL, ENVIRONMENTAL, MENTAL (PEM) REQUIREMENTS

Environment and Work Location Information

Environment Type:

Non-Clinical Setting

Location Setting:

Campus

Location:

Los Angeles

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.