Sponsored Projects Accountant 4

RSCH ADM 4 (006207)

UCPath Position ID: MI-DPT351500-JC006207-PD168799

Position Description History/Status

For Reference ONLY - PeopleAdmin JA Number:

1108428

Approved Date:

2/28/2025 6:56:08 PM

Date Last Edited:

2/28/2025 6:56:04 PM

Last Action Effective Date:

9/16/2022

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-JC006207-PD168799

Position Description ID

168799

UC Payroll Title:

RSCH ADM 4 (006207)

Business Title:

Sponsored Projects Accountant 4

Personnel Program

Professional and Support Staff (PSS)

Salary Grade:

Grade 23

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 SUPV 2

UCPath Department Head Position Number:

40046436

Department Head Payroll Title:

CONTRACTS AND GRANTS MGR 3

GENERAL DIRECTION - Indicates that the incumbent receives guidance in terms of broad goals and overall objectives and is responsible for establishing the methods to attain them. Generally the incumbent is in charge of an area of work, and typically formulates policy for this area but does not necessarily have final authority for approving policy.

POSITION SUMMARY

The Office of Extramural Fund Management (EFM) is part of the Office of Research Administration (ORA) and supports the $900 million research program at UCLA by providing leadership, professional guidance and administrative services to faculty, department research administrators, and students.

Under the general direction of the Manager, the Sponsored Project Accountant 4 is responsible for financial management of UCLA sponsored funds from federal, state and local government sources, as well as nonprofit, private and corporate sponsors. Ensures fiscal compliance with UCLA and sponsor policies, timely submission of reports and invoices to sponsoring agencies, and responsive customer service. Primary responsibilities include analyzing and reviewing expenditures, identifying potential compliance and/or policy violations, communicating concerns and financial issues to campus department personnel and Office of Contract and Grant Administration (OCGA) peers, facilitating resolution of post-award issues, and preparing complex financial reports. The Sponsored Project Accountant 4 is an active participant in the shared responsibility with the Principal Investigators, departmental fund managers and OCGA staff for ensuring responsible stewardship in financial management of sponsored projects. The Sponsored Project Accountant 4 is well experienced in a wide variety of complex operational matters including a detailed understanding of various sponsoring agency requirements, UC policies, and OMB circulars A-21, A-110, and A-133. The Sponsored Project Accountant 4 must have a broad knowledge of federal, private and state sponsor reporting requirements.  The Sponsored Project Accountant 4 assists the Manager in implementing process improvements, assessing staffing needs, and promoting the overall mission of the unit, and carries out other duties as assigned.

The Office of Extramural Fund Management (EFM) is part of the Office of Research Administration (ORA) and supports the $900 million research program at UCLA by providing leadership, professional guidance and administrative services to faculty, department research administrators, and students.

Fund and Cash Management

1. Ensure proper system(s) are in place to consistently monitor financial compliance per agency and University requirements for all financial transactions and reports submitted to sponsoring agencies.  2. Make effective decisions that reflect proper interpretation and application of agency and University policies and offer guidance to department staff and faculty engaged in the management of sponsored projects.  3. Review, approve and utilize delegated signature authority for all financial activity documentation reported to sponsoring agencies (i.e., invoices, financial reports, cash requests) to ensure accuracy and manage risk on behalf of the institution.  4. Act as the main point of contact for sponsored agencies for all financial matters related to assigned departments/funds.  5. Lead and facilitate the resolution of complex problems that may arise involving sponsors, Principal Investigators, and other campus units by identifying key stakeholders, conducting in depth analysis, providing alternative solutions and chairing meetings.  6. Review and approve financial journals prepared by Accountant 1 - 3 positions involving sponsored funds and evaluate against federal regulations and the terms and conditions of the award.   7. Advise Principal Investigators, staff and sponsoring agency officials on issues of concern such as allowability of expenditures, interpretation of terms and conditions, and other financial management issues.  8. Initiate and foster effective partnerships between Central Administrative units, PI's, Dean's offices, Graduate Division, Audit and Advisory Services and other academic departments to maintain and enhance EFM's operational efficiency in managing sponsored funds.  9. In coordination with the Manager, develop, implement and/or modify new or existing workflow and procedures relating to the financial management of sponsored projects.   10. Independently determine when exceptions to policies are warranted and coordinate with OCGA staff to request for policy exception from the sponsoring agency.  11. Participate in audits of contracts and grants by collecting, analyzing and providing information, as appropriate and as requested by Audit and Advisory Services, and by attending audit entrance and exit interviews.  12. Keep abreast of frequently changing federal and other sponsoring agency regulations to reduce negative audit reports and disallowances, cancellation or non-renewal of contracts and grants, and to reduce confusion and misunderstandings among the central administrative units and campus departments.

75%

Training and Special Projects

Lead and/or facilitate workgroups to guide participants through EFM business processes and functionality and actively contribute to identify potential enhancements and/or solutions for continuous improvement.   2.Represent EFM on campus-wide, system-wide, and federal workgroups/committees to ensure issues related to special projects / systems and financial management of sponsored funds are considered by central campus units as they create new or modify existing systems.  3.              Develop various types of training materials including PowerPoints presentation, on-line video training, Quick guides, etc. and conduct training sessions for the campus research community and additional interested parties including other institutions as requested. Recommend best practices to proactively address policy/compliance issues.  4.              Increase the effectiveness and efficiency of UCLA, ORA and EFM's systems and internal procedures by actively participating in the enhancement, development and replacement of such systems and the improvement of business procedures and processes.  5.              Generate ad hoc reports for use by management and others to evaluate the status and progress of various activities and/or overall key performance metrics.

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

Education and experience equivalent to a Bachelor's degree and/or four years of experience in related field.

Required

Extensive knowledge of program administration guidelines of Federal and non-Federal sponsors supporting research and educational activities, preferably in a university environment.

Required

Advanced 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 high volume and complex transactions.

Required

Ability to perform highly complex financial analysis and customized reporting.

Required

Demonstrated advanced 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 knowledge of and ability to interpret and apply sponsor, institutional and departmental policies. Knowledge of current compliance regulations in all areas of research administration.

Required

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

Required

Experience with all types of award mechanisms, including grants, contracts, subcontracts, and cooperative agreements.

Required

Full knowledge of Federal Acquisition Regulation, Code of Federal Regulations, sponsor-specific policies, intellectual property policy, conflict of interest requirements, publication rights, application of indirect cost rates and other complex concepts in research administration.

Required

Ability to interpret policy for others.

Required

Advanced knowledge of effective grant funding processes, procedures and techniques

Required

Advanced ability to create and train grant writing and other communications skills in a variety of styles to ensure securing grant funding required.

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.