Manager of Grant and Finance Administration

Job Description

The Manager of Grant and Finance Administration at the Williams Institute will provide a broad range of professional financial and operational services for the Institute. The Manager will be responsible for budgeting; financial management and reporting (including to internal and external constituents); contractual services; payroll; recharge services; management of the contract and grant process; tracking expenses against project budgets; and other duties as assigned. The Manager will also work in close collaboration with the Executive Director, the Research Director and other senior administrators, and with University central campus administrators, Law School administrators and the Office of the Vice Chancellor for Research, as well as contract and grant officials at extramural funding agencies.

Over time, the Institute expects that the Manager will independently carry out assigned duties in conformance with University policies and departmental procedures and guidelines. Incumbent will exercise independent judgment and creativity to identify problems, interpret policies and procedures, and recommend and implement solutions.

Job Duties

  • In line with Williams Institute objectives, set budget expectations and projections; prepare and maintain annual operating budget for Institute.
  • Oversee current operating budget, including allocation of salary and expenses to endowment and grant funds in a timely fashion.
  • Manage project specific expenditures; collaborate with senior scholars to build budgets that correspond with projects and deliverables.
  • Prepare and submit financial reports to sponsors; liaise with Law School Business Office to ensure expenses are allocated to appropriate funds; in close coordination with Law School administration, Office of Contracts and Grants Administration (OCGA), and Extramural Fund Management (EFM), ensure that financial reporting meets applicable regulatory standards and procedures.
  • Collaborate with Director of Development to track revenue streams and endowment updates; liaise with Law School Business office, External Affairs, and UCLA Foundation as necessary.
  • Compile Standard Annual Report in conjunction with Law School Business Office.
  • Oversee incoming and outgoing professional services contracts, grants, and sub awards; coordinate with vendors, sponsors, UCLA Purchasing, OCGA, and OIP to ensure follow-through.
  • Monitor incoming and outgoing contracts and grants to ensure compliance with terms of agreements and payment schedules.
  • Administer all staging of grants administration, including compliance with requirements of OCGA and of public and private funders. Develop a system to manage the administrative paperwork required by foundations, such as audited financials, board lists, 501c3 documentation, etc. Gather UCLA documents as required by OCGA, EFM, and OIP.
  • Advise Williams Institute staff on grant and contract deadlines, financial proposals, renewals, and reporting.
  • Interpret and implement applicable UCLA policies and procedures; stay informed about current rules and practices and recommend changes in Williams Institute policies and procedures to keep program current. Disseminate information to impacted staff to ensure departmental compliance with federal, state, UCOP and Law School policy changes.
  • Assign tasks and provide training/feedback to office administrative assistants.

Experience and Qualifications

  • Bachelor’s degree required; professional degree preferred.
  • At least 3 years of professional work experience in grants management.
  • Knowledge of UCLA grants and contracts requirements and procedures preferred.
  • Advanced ability to plan, direct and monitor budgetary matters, including budget preparation and administration of expenditures.
  • Advanced knowledge of computers, research databases, and software necessary to perform responsibilities.
  • Advanced skill in writing in order to produce professional, clear and compelling proposals, public announcements, and routine business correspondence; and the ability to evaluate and edit any of these for content, style and format.
  • Excellent command of the English language and facility in spelling, grammar, usage and style consistent with professional writing standards.
  • Excellent interpersonal skills, demonstrated ability to work with donors, alumni, students, administrators, and colleagues. Skill in interacting diplomatically and discreetly with the public in a public contact setting.
  • Demonstrated skill in working independently and following through on assignments with minimal supervision.
  • Ability to maintain confidentiality of information with tact and discretion.
  • Strong organizational skills and ability to work effectively under conditions of heavy workload, frequent interruptions, distractions, and deadlines.
  • Ability to work some overtime, evenings, and weekends, including for fund-raising events.
  • A true passion for advancing the work of the Williams Institute and lesbian, gay, bisexual and transgender (LGBT) rights more generally.
  • A high level of individual initiative and relentless commitment to meeting and exceeding goals.

Application Procedure

To apply please visit UCLA Career Opportunities:  Williams Institute Manager of Grant and Finance Administration

Early applications are encouraged.  The position will be open until filled.  Compensation commensurate with experience.  Competitive benefits package, including comprehensive health and welfare insurance plans.

The University of California is an Equal Opportunity/Affirmative Action Employer advancing inclusive excellence. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, age, protected veteran status, or other protected categories covered by the UC nondiscrimination policy. UC Nondiscrimination & Affirmative Action Policy.

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