Fund Manager

Company: University of California - Los Angeles
Location: Los Angeles
Posted on: November 23, 2020

Job Description:

JOB SUMMARY

Requisition Number: 32781

Job Title: ADMINISTRATIVE ANALYST

Working Title: Fund Manager

Salary: $23.04 - $45.54 hourly

Job Type: Career

Department Name: 0205-MECHANICAL AND AEROSPACE ENGINEERING

Department Website URL:

Job Summary Statement: 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. Prepare approval forms. Prepare Principal Investigator (PI) bio-sketches, on-going awards schedule, and other required documentation. Administer renewals and continuations for all accounts. Interact frequently with other fund managers and PI's and their representatives to resolve questions and problems. Prepare proposals, requests, and reports using NSF fast lane system and other on-line agency systems. Distribute funds according to approved budget. Ensure compliance with all contract requirements. Review and approve invoices for subcontracts and travel vouchers. Prepare cost transfers, non-payroll adjustments to transfer inappropriate expenses. Complete the accurate posting and reconciliation of general ledgers and payroll ledgers. 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 on QDB, and other online information sources. Using spreadsheets (Excel) and database (Access, UNIX, and INFORMIX) systems maintain accounting systems and provide reports. Monitor telephones charges, shops charges, Nanolab charges, demurrage charges, and any other external or internal recharge services used by the PI. Provide online financial information to Web-based systems per agency requirements. Prepare cost sharing reports, as required. Anticipate and prepare closeouts for ending contracts and grants. Involvement in the department's fiscal closing matters. Respond to auditors questions and provide any other documents requested. Prepare and edit drafts of correspondence, reports and other documents. Work cooperatively and provide back up for the other Fund Managers in the Department doing the same work. Review and verify time sheets submitted by research staff. Identify fund from which payroll is to be distributed checking for funding. Analyze and monitor accounts to ensure that the right pay rates and percentage of time has been entered. Provide payroll projections and reports. Approve employment forms for all research accounts. Review and approve payroll account changes. Reconcile monthly general ledgers and payroll ledgers. Provide consultation and advice on University and agency policies and procedures. Investigate and recommend approved alternative solutions where appropriate. Act as Reviewer on BruinBuy, EDB, PTR and TOF's, as appropriate, ensuring their correctness or seeing that corrections are made in a timely manner. Provide backup to Purchasing Assistant and Preparers on contract and grant purchases, including equipment, during periods of heavy loads, vacations, open positions, or at the direction of the Sr. Adm. Analyst - Supervisor.

Percentage of Time: 100

Shift Start: 8:00 am

Shift End: 5:00 pm

QUALIFICATIONS FOR POSITION

21 Records


QUALIFICATIONS
REQUIRED/PREFERRED

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

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

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

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

Proficient in the use of the BruinBuy system.
Preferred

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
Required

Ability to access and use Web-based systems such as QDB, AIS, PPP, QDB and others.
Preferred

Ability to design, execute, and maintain databases to track accounts assigned using Microsoft Access and to train others in their use.
Can be trained

Ability to construct inquiries to receive specialized report from QDB.
Required

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

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

Write computer reports for expenses in tracking, financial projections, and variance analysis.
Preferred

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



ADDITIONAL POSTING INFORMATION

Bargaining Unit: 99-Policy Covered

Application Deadline: 12-02-2020

External Posting Date:

Quicklink To Posting: hr.mycareer.ucla.edu/applicants/Central*quickFind=79416

Special Instructions: THE TARGET SALARY RANGE FOR THIS POSITION IS BETWEEN THE POSTED MINIMUM AND $28 HOURLY.

The University of California is an Equal Opportunity/Affirmative Action Employer advancing inclusive excellence. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, age, protected veteran status, or other protected categories covered by the UC nondiscrimination policy. UC Nondiscrimination & Affirmative Action Policy http://www.dol.gov/ofccp/regs/compliance/posters/pdf/eeopost.pdf

Please be advised that the final candidate recommended for hire into a critical (or otherwise designated) position will be required to successfully complete a background investigation. Any convictions will be evaluated to determine if they directly relate to the responsibilities and requirements of the position. Having a conviction history will not automatically disqualify an applicant from being considered for employment.

UCLA is a Tobacco-Free environment. For more information, please view the policy at Tobacco-Free Campus Policy https://ccle.ucla.edu/course/view/UCLA_tobacco_free_task_force

Keywords: University of California - Los Angeles, Los Angeles , Fund Manager, Executive , Los Angeles, California