Under the direction of the Department Director, serves as Fund Manager for the Rape Treatment Center and related programs and services. Assists in the preparation of pre-award grant proposals including budgeting salaries, supplies, equipment, and other expenses; preparing internal documents (E-Pass (Extramural Proposal Approval and Submission Summary), 700U, etc.); formatting proposals per agency guidelines; submission to the Office of Contract and Grant Administration (OCGA); adhering to agency deadlines. Manages all fund activities from fund inception to closure following approved policy and procedures including submission of Requests for Authorization to Spend Funds Prior to Receipt of an Award (eRAS),monitoring of expenditures, monthly ledger reconciliation, invoice preparation, tracking of Cash Match expenditures, review of PAN notices, processing Transfer of Funds (TOFs) and Non-Payroll Expense Transfer Requests (NPEARs); assisting with quarterly Effort Reporting (ERS), monitoring Payroll and requesting EDB changes when necessary, submitting Close-Out package through ORA (Office of Research Administration) Online Resource Center. Assists with preparation of periodic Progress Reports to government and foundation granting agencies including compilation of financial information, statistical data; typing, editing, proofreading, formatting and submission. Compiles fiscal information to be used to prepare annual budgets, financial reports, statements and projections utilizing information from UCLA On-Line Financial Systems. Manages Petty Cash Fund including disbursing cash, tracking, reporting, and reconciliation. Reviews and approves Travel Express Reports. Acts as liaison to University entities with respect to all fund and grant activities. Resolves any accounting problems on a timely basis. Provides administrative support to Department Director and other designated Department managers including typing letters, filing, and delivery services; assists with registration, hand-outs and evaluation forms during in-house and off-site training sessions and meetings.
Knowledge of or ability to quickly learn University general accounting policies and procedures including UCLA Financial Systems (UCLA Financial Web Reports, NPEARS, TOFs, MTFs, Recharge Order Requests, PANs, DACSS), Bruin Buy, UCLA Travel, CTS Billing, Petty Cash, Effort Reporting System (ERS), HBS TimeSuite. Analytical skills to budget and monitor salary, operating expenses, and cash match expenses on grants, define problems, formulate solutions, make recommendations and initiate corrective actions. Proofreading skills, including ability to edit copy for typographical and grammatical errors; excellent English language oral and written skills. Organizational skills and ability to manage projects and schedules. Skill in performing a variety of tasks independently with minimal direction in a timely manner under conditions subject to fluctuating workloads and changing deadlines. Ability to train and assist other Department staff in a busy Department with constant interruptions. Skill in working as a part of a team composed of clinicians, staff and managers. Ability to learn and utilize on-line reporting, data entry and other applications. Skill in organizing and maintaining up-to-date, accurate bookkeeping records on-line and maintaining alphanumeric files. Typing of 65 WPM. Knowledge of operation of standard office equipment, such as photocopiers, postal machines, and PC's, scanners. Fluent in Word, Excel, and Access applications, including ability to create and edit Tables. Minimum of five years of prior related office work experience required. Two years UCLA Fund Management experience preferred. BA/BS strongly preferred.
Location/Region: Santa Monica, CA