Job Summary Requisition Number: 29318 Job Title: ADMINISTRATIVE ANALYST Working Title: Fund Manager Salary: $23.04 - $45.54 hourly Job Type: Contract 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 function checkForSelectedStatus(){ return true;} Qualifications for Position
21 Records Qualifications Required/Preferred 1. Working knowledge of university accounting and other administrative policies and procedures. Preferred 2. Demonstrated skill in budgetary analysis and control which includes reconciling ledgers, monitoring expenditures based on existing revenue and cost data. Required 3. Excellent analytical skills to access financial information, anticipate problems, develop alternative solutions, make recommendations and implement changes. Required 4. Excellent oral and written communication skills to convey and obtain information. Required 5. Demonstrated ability to work independently with minimal direction. Required 6. Ability to organize and perform a variety of tasks that need to be carried out simultaneously with frequent interruptions. Required 7. Demonstrated interpersonal skills to interact with students, staff, and faculty Required 8. Proficient in the operation of a PC, and in using Excel and Word for Windows. Required 9. Skill in organizing a complex workload and ability to plan and prioritize the work. Required 10. Proficient in the use of the BruinBuy system. Preferred 11. Ability to understand, interpret, process, and review online entries for the campus AIS systems for accounting, payroll, personnel, and other, as required. Required 12. Knowledge of payroll/personnel systems as it relates to contract and grant payroll to work in conjunction with the Payroll/Personnel Analyst Required 13. Ability to access and use Web-based systems such as QDB, AIS, PPP, QDB and others. Preferred 14. Ability to design, execute, and maintain databases to track accounts assigned using Microsoft Access and to train others in their use. Can be trained 15. Ability to construct inquiries to receive specialized report from QDB. Required 16. Ability to create and maintain individualized Excel spreadsheets to track funding at the request of one or many PI's. Preferred 17. 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 18. Write computer reports for expenses in tracking, financial projections, and variance analysis. Preferred 19. Demonstrated skill in preparing budgets and projections using spreadsheet and database personal computer software. Required 20. Working knowledge of agency on-line systems to process proposals. Required 21. 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: 04-24-2019 External Posting Date: Quicklink To Posting: hr.mycareer.ucla.edu/applicants/Central?quickFind=74962 Special Instructions:
This position is a one-year contract appointment. Contact information: Number of Positions: function checkForSelectedStatus(){ return true;} Special EmploymentDesignations/Requirements Per UC Policy Conflict of Interest: N/A Critical: Continued employment contingent upon completion of satisfactory background investigation. Driving Record: N/A E-Verify Check:
Certain positions funded by federal contracts/subcontracts requires UCLA to notify job applicants that an E-Verify check will be conducted and the successful candidate must pass the E-Verify check.
More Information This position does not require E-Verify check. CANRA:
Is this position designated as a mandatory reporter under CANRA? No Other Special Employment Requirements:
Position is subject to performance standards and other requirements of the University wide Police Policies and Administrative Procedures. function checkForSelectedStatus(){ return true;}