Junior Fund Manager
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POST DATE 2/20/2017
END DATE 10/27/2017
University of California - Los Angeles Medical Centers
Los Angeles, CA
JOB DESCRIPTIONJob Description:
The Administrative Specialist will provide fund management support for contract and grant administration, budget control, communicate related University and Departmental policies and procedures to principal investigators and Department Administrators. The Administrative Specialist will also assist with reconciliation of ledgers, pre and post contract, grant and clinical trial (if applicable) application and other fund management duties as assigned.
A) PRE BASIC SCIENCE AND CLINICAL RESEARCH MANAGEMENT
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.
6. Assist PI with the preparation of requested documents for grant award acceptance or as instructed by supervisor. (JIT- updates other Support, collection of ARC or IRB approvals etc.)
7. Establish communication between CTAO and Office of Compliance Services for issues related to clinical research billing and coverage analysis. (As assigned by the Supervisor)
8. Initiate financial recommendation to Senior Analyst for trial compensation.
9. Assist with CTAO coverage analysis
10. Assist with the preparation of budget and various parts of the contract depending on the research trial and protocol.
B) POST FINANCIAL MANAGEMENT OF BASIC SCIENCE AND CLINICAL RESEARCH FUNDS
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
16. Prepare invoice and send to sponsor (clinical research)
17. Attend trainings as assigned by supervisor.
18. Process and work directly with Graduate Division to process remission fees and/or stipends for graduate students.
C) ADMINISTRATION AND BUSINESS OPERATIONS
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.
D) DEPARTMENTAL DUTIES ASSIGNED/MISC
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.
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.- preferred
Knowledge of current federal, state, and local regulations pertaining to extramural funding. - preferred
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). preferred
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. preferred
Skill in analyzing information, problem-solving, budgets, policies and procedures to define problems and/or objectives and formulate logical solutions and conclusions. preferred
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. preferred
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. preferred
Ability to develop systems for reporting and tracking research administration and fund activities , including web-based reporting, informational systems as well as electronic files. preferred
Ability to handle confidential information with professional decorum. Demonstrated ability to work as part of a team, establish and maintain cooperative working relationships with all levels of faculty, staff and administrators.