Reporting to the Administrative Director/CAO, the Principal Administrative Analyst-Supervisor will serve as the Business and Finance Manager for Bioscience Graduate and Postdoctoral Training Office. The Business & Finance Manager will be responsible for all aspects of the MSTP NIH training grant, and provide high level analyses of administrative and financial aspects of graduate student, MSTP student, and postdoctoral training.
The Business and Finance Manager will work closely with the Administrative Director/CAO to conduct analysis of all aspects of DGSOM monthly financial reports to ensure that all expenditures in research awards, Graduate Division Block Grant, and fellowships were properly used and future projections are accurate for all financial resources. In addition, the incumbent will be responsible for the oversight of the accuracy of all accounting activities for graduate student support funds used by the GPB and MSTP programs, totaling approximately $24M annually. In collaboration with the Administrative Director/CAO, the incumbent will oversee and review student support for approximately 550-600 graduate and medical students annually.
The incumbent must demonstrate supervisory skills, comprehensive understanding of DGSOM fund management skills, and working knowledge of NIH grant policy/procedure. They must demonstrate comprehensive policy/procedure knowledge and effectively represent the Bioscience Graduate & Postdoctoral Training Office. Must have working knowledge of UC Path. Incumbent will also supervise the day to day activities of the Finance Analyst.
Responsibilities include managing the MSTP NIH training grant, the program's financial activities, and supervision of a 1.0 FTE Finance Analyst. The Business and Finance Manager will develop and implement financial policies and procedures for efficient business operations; manage the appointments of >550 annual trainees, process and monitor expenditures, prepare budget forecasts, annual reports and project budgets to meet both agency and University requirements, process graduate student stipends, tuition and fees, provide support to MSTP Principal Investigators; coordinate the processing of student appointment forms and payroll documents. He/she will also manage interactions with Student Affairs Officers, as well as with individual academic departments and other administrative units at both UCLA, Caltech, and the RAND; coordinate the National Institutes of Health grant that funds the MSTP and coordinate progress reports and competitive renewal applications; maintain financial records and prepare and monitor the GPB, Postdoctoral, and MSTP budgets.
This is a Contract position. Contract roles may convert to Career.
Must possess advanced degree/s, preferably with formal training in business management and medical/research education or equivalent work experience.
Demonstrated ability to:
interpret and apply UC, federal and state policies regarding contract and grant administration; experience submitting and managing NIH grants
analyze information, practices, or procedures to define problem or objective, identify relevant concerns or factors, formulate logical and objective conclusions and recognize alternatives and their implications
handle sensitive and confidential information regarding student and faculty with tact and discretion
process payroll (UC Path) for academics and staff following UCLA policies and procedures
assemble, analyze, interpret and present financial or procedural data clearly and concisely
work independently and follow through on assignments to completion with minimal direction
Demonstrated knowledge of:
academic values, priorities and expectations; working experience in a large university culture
Microsoft Word, Excel, Access and PowerPoint
Office of Contract and Grant Administration, Extra Mural Fund Management, and Corporate/ General Accounting policies and procedures
the UCLA Graduate Division policies and procedures
NIH and other agencies for sponsored contracts and grants
University and departmental policies, procedures, and regulations as they pertain to degree programs
student-related university policies and procedures
university accounting and purchasing policies and procedures
University's on-line system including transfer of funds (TOF), purchasing (PAC), personnel and payroll (PPP/PTR) and query database (QDB-GL-PPP)
Demonstrated skill in:
employing fundamental counseling techniques to assist students in the resolution of problems
interacting with persons of various social, cultural, economic, and educational backgrounds
hiring, supervising, training and reviewing staff
performing various accounting transactions such as debiting, crediting, reconciling expenses, preparing transfer of payroll and non-payroll expenses
setting priorities that accurately reflect the relative importance of job responsibilities;
tracking and budgeting funds and initiating/submitting timely and accurate financial transactions
Excellent analytical skills with the ability to review detailed work for critical inaccuracies.
Experience managing an office and group processes in an academic environment.
UCLA is an Equal Opportunity/Affirmative Action employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, or protected Veteran status.
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