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Junior Fund Manager

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POST DATE 8/12/2016
END DATE 2/19/2017

University of California - Los Angeles Medical Centers Los Angeles, CA

Los Angeles, CA
AJE Ref #
Job Classification
Full Time
Job Type
Company Ref #
Entry Level (0 - 2 years)


Job Title:
Junior Fund Manager

UCLA Title:
Admin. Specialist

Job No.:

Work Hours:

Work Location:
Reed Neurology-Westwood, CA.

Job Type:


Minimum Salary:
$20.31 / $3533

Maximum Salary:
$40.13 / $6983

Layoff Referral Deadline:

Bargaining Unit:



1. Establish interaction with OCGA, EFM, PI's and funding agencies to facilitate grant submission

2. Under the direction of the Senior Admin Analyst, assist with the proposal process; prepare appropriate documents associated with a proposal, and coordinate submission with various University offices.

3. Prepare pre-award documents of all new, non-competing continuations, and competitive renewals for federal and non-federal grant applications: -Interpret and assess grant requirements. -Assemble, prepare and submit grant and supporting documents to OCGA office and/or DRA

4. Prepare all necessary internal documents required by OCGA such as: EPASS, eDGE, Statement of Economic Interest forms (700 forms), IRB/ARC, Pi exception letters (if required).

5. Receive on the job training from Senior Ad. Analyst. Participate in workgroups from various campus offices. Attend financial forums and required training courses, departmental meetings, performance improvement workgroups, and/or as assigned by the supervisor.


1. Monitor and reconcile monthly expenses charged to each account and sub-account in order to assure validity of all charges for salaries, equipment, supplies and expenses with approved budgets

2. Under the direction of the Senior Admin Analyst, assist in the preparation of detailed monthly financial reports on each fund reflecting paid, accrued encumbered, and projected expenditures to document the current and projected financial status of the programs funding sources.

3. Provide exceptional customer service to faculty, PI's and other members of the research team by responding to inquiries and problem solving issues in a timely manner

4. Assist with creating financial report, budget and expense variances and conduct a monthly/quarterly meeting with PI to provide findings and suggestions to resolve any potential issues.

5. Ensure fiscal accountability and regulatory compliance in the management of contract and grants.

6. Review all intra/extramural funds to prevent overdrafts and ensure compliance with University and /or agency fiscal requirements.

7. Under the instruction of the Sr. Admin Analyst, assist with the initiation of a contract and grant fund close out

8. Assist Senior Admin Analyst in the preparation and development of contract and grant budgets.

9. Take corrective actions discrepancies found on the general ledger

10.Monitor payments from agencies and follow up with EFM and agencies to ensure timely payment to the University.

11. Apply UC accounting and business practices to provide guidance and direction in financial, contract, grant and administrative issues.

12.With supervision from the Sr. Ad Analyst, coordinate with academic personnel manager, PIs, and CFO of the assigned faculty Effort Reporting System as mandated by federal contracts and grants to identify all cost sharing, PI effort, and personnel time spent on a federal research project.

13. Maintain invoice/payment tracking system for Clinical Research accounts.

14. Initiate interactive relationship between Departmental Administrative office and all campus wide offices such as OCGA, EFM, CTAO, General Accounting, Purchasing, and Gift Policy Admin. And other public and private funding agencies.

15. Maintain financial records for current and expired contracts, grants and clinical research accounts as required by University guidelines


1. Assist unit with budgeting, monitoring and ordering of supplies and equipment as needed

2. Provide assistance with implementing finance and accounting procedures in compliance with University policy.

3. Support with implementing administrative structures, organizational systems, operational procedures, applications and practices necessary to support school standards and regulations with respect to contract and grant fund management.

4. Process LVOs, Purchase Order requisitions, publications service/copy center requests, storehouse requisitions, TSR, FSR, Recharge Order Request, Travel, Reimbursements and other University Requisition Forms as well as take corrective action to resolve discrepancies.


1. Provide assistance with non-C&G fund management as assigned by direct supervisor and/or Dept. CAO/CFO. This includes but not limited to: PI salary saving funds, private gifts and various donor funds, academic enrichment funds, compensation plan funds, etc.

2. CLA C-I-CARE/Patient Experience Practices: MY COMMITMENT TO CARE

Observe and practice all the Service Standards listed in the World Class Practices

3. Act as a role model, verbally and behaviorally demonstrating skill, enthusiasm, positive problem solving, commitment and loyalty to the profession and the organization.


*Comply with HIPAA and Confidentiality Policies and Procedures as they apply to the job

*Comply with Department of Public Health (DPH), The Joint Commission and other accreditation and regulatory agencies standards

*Adhere to all Hospital Policies and Procedures

*Knowledge and adherence to Infection Control and Environment of Care Guidelines and Procedures as described in the annual education module


Graduation from college with a major in business administration, economics, statistics, political science, educational administration, or a related field; or an equivalent combination of education and experience.

Knowledge of current federal, state, and local regulations pertaining to extramural funding.

Demonstrated knowledge of University-based research administration policies and procedures governing pre-award administration, proposal development, contracts and grant awards, subcontracts, and other areas relevant to research administration activities.

Experience of the University online systems including QDB and application for online downloading of expenses to review and generate reports and budgets; OASIS, PAC, PAC/GUI, PAMs, PANs, NPEAR, Bear s, TOF, and FS).

Ability to independently perform detailed work with high degree of accuracy as well as analyze fiscal resources, establishes priorities, and makes appropriate recommendations for allocation of funds.

Skill in analyzing information, problem-solving, budgets, policies and procedures to define problems and/or objectives and formulate logical solutions and conclusions.

Knowledge of basic math skills; sufficient to calculate percentage, average, etc.

Demonstrated knowledge of bookkeeping/accounting functions and principals with mathematical skills sufficient to prepare complex calculations and forecasts, to prepare budgets and projections for yearly budgets, and to identify and resolve financial problems.

Skill in using a personal computer and computer software such as Excel, Word, Microsoft Mail, MedHub, Bruin Buy and various database programs. Typing skills sufficient to prepare correspondence, grant applications, financial reports, etc. with speed and accuracy.

Ability to develop systems for reporting and tracking research administration and fund activities , including web-based reporting, informational systems as well as electronic files.

Ability to handle confidential