Dept Role (DR): Organizes, plans, establishes and monitors fiscal budget control of contracts and grants administration, gifts, endowments and privately funded projects for faculty research programs.
- Maintain financial management and fiscal integrity for all contracts and grants according to agency-specific terms and conditions, the University of California policy and procedures, campus Internal Audit and the Business and Finance Financial Bulletins. Ensure compliance with the Federal Government OMB circulars for all awards.
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15 |
(DR): Prepares complex proposal budgets and support documents that are required by proposal guidelines.
- Prepares comprehensive multiple-year budgets, Inter-departmental budgets, Multi-year subward budgets, current and pending support and other related documentation/certifications for submission to funding agencies.
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10 |
Coordinates proposal submission.
- Consult with PI to review agency guidelines in preparation for creating a detailed budget plan forecasting all budget categories. Prepare cost analysis to ensure adequate funding is requested including personnel, as well as any projected changes requested by agency. Develop budget forecasting costs for periods 1 to 5 years depending on agency guidelines. Coordinate the preparation of all campus reviews and work with the appropriate offices to assure timely review and approval of proposals.
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5 |
Provides post-award financial administration and management for research funds in accordance with organization policy and agency requirements.
- Review general ledger reports and reconcile expenses on a monthly basis to ensure accuracy and compliance with all agency and university policies, procedures, and requirements. Prepare computerized financial statements on a monthly basis that accurately reflect current balances and forecast future expenses. Advise and assist PI on re-budgeting, no-cost extensions, reductions in personnel support, etc. to ensure adherence to all policies, procedures, and guidelines.
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10 |
Provides guidance and counsel on complex research administration matters, including compliance regulations, to principal investigators and department Administrators.
- Assist and advise FOM and FAO on all contract and grant matters. Advise FAO and Chair on discretionary fund(Intramural funds, salary savings, summer session, etc.) balances, as well as appropriate expenditure policy and procedures.
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5 |
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Assists in support of audits as directed by senior staff.
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5 |
Coordinates and implements budget allocations, conceives of and maintains chart of accounts or other data management tools, and related business processes. Prepares journal entries, maintains and reconciles ledger accounts. Participates in gathering data from the general ledger for the collection of information for UBIT, preparing summary schedules, and either answering questions from departments or coordinating getting answers.
- Advise PI on agency reporting requirements including technical, financial, and cost sharing reports to close out or renew awards. Work closely with PI prior to close out of project to ensure all funds are committed and all charges will be reflected on ledger by the expiration date of award. Act as liaison with the Accounting Office on closing entries.
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5 |
Applies professional knowledge/experience to prepare, review and/or approve financial transactions.
- Assigned ePay and iTravel pre-approver.
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5 |
Independently gathers information as needed to perform financial analysis.
- Collects additional data as required and analyze information. Determine sources and retrieve data from campus financial systems to provide management with meaningful and comprehensive reports. Analyze data and department need to determine if and when changes in internal procedures or reporting are required. Participate in the design of departmental work processes in order to enhance productivity and efficiency.
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5 |
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Provides training to fellow research admin and analysts within the department. Training consists of both Pre-Award and Post Award administration, along with the PAMIS, ERS, Cayuse and eCAF systems.
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5 |
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Manages the ERS system and Department's eStorage server of files. Completes monthly upload of department's grant fund financials for Research Administrators and validates before releasing. Ensures all financials are in balance and updates with new fund allocations. Oversees the eStorage server and updates files monthly, for the department to view.
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5 |
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Work with payroll staff to ensure accuracy with all pertinent hiring such as type of appointment, percentage of time, appointment period, salary level, etc. Verify appropriate fund sources, benefit rates and leave accruals. Review personnel transactions for validation and perform budget checking to ensure adherence of financial plan (departmental and all other funding sources). Prepare payroll for faculty, staff, lecturers and students. Maintain accurate and timely records of all financial and payroll transactions for compliance with requirements, guidelines, policy and procedure. Update, using on-line system, and maintain all payroll records.
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10 |
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Adhere to University fiscal closing deadlines and procedures. Review all department preliminary ledgers to identify discrepancies and initiate necessary actions. Prepare appropriate closing documents to encumber funds, re-allocate expenses, create and/or change budget allocations, etc.
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5 |
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Performs other duties as assigned.
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5 |
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Applies contracts and grants concepts to review complex grant or contract proposals and obtain/verify necessary compliance approvals, and recommend/negotiate needed changes to proposals with PIs and/or department administrators.
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5 |
