Director of Grant and Finance Administration
Under the general direction of the Executive Director of the Williams Institute, the Director of Grant and Finance Administration will provide a broad range of professional financial and operational services for the Institute. These services can include budgeting, financial management and reporting (including to internal and external constituents), contractual services, recharge services, management of the contract and grant process, tracking expenses against project budgets, overseeing office protocols and policies, and other duties as assigned. The Director of Grant and Finance Administration will work in close collaboration with the Executive Director 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. Strong analytical skills and ease manipulating and interpreting a broad range of financial data are required.
- Oversee current operating budget including allocation of salary and expenses to endowment and grant funds in a timely fashion. In line with the Williams Institute objectives set budget expectations and projections.
- Manage project specific expenditures; collaborate with Senior Scholars to build budgets that correspond with projects and respective 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 Foundation as necessary.
- Compile Standard Annual Report in conjunction with Law School Business Office.
- Oversee incoming and outgoing professional services contracts, grants, and subawards; 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 Assistant Dean/Executive Director and Senior Scholars on grant and contract deadlines, financial proposals, renewals, and reporting.
- Ensure personnel and payroll policies are adhered to. Develop an annual Williams Institute hiring plan to ensure all hires are timely and classified appropriately.
- Interpret policies and procedures; stay informed about current rules and practices and recommend changes in program 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 assistant.
- Other duties as assigned
Experience and Qualifications
- B.A. degree preferred. Professional degree preferred.
- 5 to 7 years of professional work experience, with progressively increasing leadership responsibility. Preferably in higher education.
- Advanced ability to plan, direct and monitor budgetary matters, including budget preparation and administration of expenditures.
- Demonstrated ability to organize and implement the logistical requirements of events and programs, including materials, information, and people in a systematic way to optimize efficiency.
- 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 the donors, alumni, students, administrators, and colleagues. Skill in interacting diplomatically and discretely 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 work load, frequent interruptions, distractions, and deadlines.
- Demonstrated skill in operating office machinery such as the copier, fax machine, printer, scanner, transcriber and computer. Ability to change ink cartridge and/or toner, follow through on maintenance of office machinery and servicing as required.
- Ability to work some overtime, evenings, and weekends for fundraising special events.
- A true passion about 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.
- Experience with, or knowledge of, Williams Institute/UCLA grant processing and financial and budget operations.
To apply please visit UCLA Career Opportunities: Williams Institute Director of Grant and Finance Administration
Early applications are encouraged. The final deadline for applications is May 19, 2017.
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