Company: University of California - Los Angeles
Location: Los Angeles
Posted on: November 23, 2020
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
Working knowledge of university accounting and other administrative
policies and procedures.
Demonstrated skill in budgetary analysis and control which includes
reconciling ledgers, monitoring expenditures based on existing
revenue and cost data.
Excellent analytical skills to access financial information,
anticipate problems, develop alternative solutions, make
recommendations and implement changes.
Excellent oral and written communication skills to convey and
Demonstrated ability to work independently with minimal
Ability to organize and perform a variety of tasks that need to be
carried out simultaneously with frequent interruptions.
Demonstrated interpersonal skills to interact with students, staff,
Proficient in the operation of a PC, and in using Excel and Word
Skill in organizing a complex workload and ability to plan and
prioritize the work.
Proficient in the use of the BruinBuy system.
Ability to understand, interpret, process, and review online
entries for the campus AIS systems for accounting, payroll,
personnel, and other, as required.
Knowledge of payroll/personnel systems as it relates to contract
and grant payroll to work in conjunction with the Payroll/Personnel
Ability to access and use Web-based systems such as QDB, AIS, PPP,
QDB and others.
Ability to design, execute, and maintain databases to track
accounts assigned using Microsoft Access and to train others in
Can be trained
Ability to construct inquiries to receive specialized report from
Ability to create and maintain individualized Excel spreadsheets to
track funding at the request of one or many PI's.
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.
Write computer reports for expenses in tracking, financial
projections, and variance analysis.
Demonstrated skill in preparing budgets and projections using
spreadsheet and database personal computer software.
Working knowledge of agency on-line systems to process
Demonstrated working knowledge of federal and state contract and
grant fiscal policies and procedures.
ADDITIONAL POSTING INFORMATION
Bargaining Unit: 99-Policy Covered
Application Deadline: 12-02-2020
External Posting Date:
Quicklink To Posting:
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
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
Keywords: University of California - Los Angeles, Los Angeles , Fund Manager, Executive , Los Angeles, California
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