Administrative Specialist, CTSI (H98819)
Updated on August 31, 2018
The individual will be responsible for day-to-day operations of the CTSI and will assist with aspects of the administrative support for the CTSI (including, for example, regular office supply inventory, facilities requests, IT support requests). The Administrative Specialist will provide administrative support as needed, coordinating calendars, and preparing correspondence, reports and comprehensive spreadsheets. The Administrative Specialist will also coordinate CTSI administrative functions and meetings; maintain mailing lists, records, and other documentation for CTSI functions which includes more than 250 CTSI Key Personnel; coordinate all meeting activities and event logistics including date, time, location, meeting invitations, agenda, meeting minutes, catering, etc. (including, for example, the UCLA CTSI Distinguished Speaker Series). The Administrative Specialist will search PubMed and other databases for scientific literature, and maintain documentation necessary for project organization. The Administrative Specialist will prepare draft announcements, flyers, pamphlets, and reference materials.
Fund Manager, CTSI (H91155)
Updated on August 31, 2018
Under the direction of the CTSI Director of Financial Operations, the fund manager will assist all fund management activities for the Clinical and Translational Science Institute's (CTSI) research programs totaling approximately $20 Million in annual expenditures per year. S/he will assist in the preparation of internal documentation and coordinate with other University offices as necessary in the preparation of all departmental contract and grant proposals. The fund manager will assist in all fund management activities from fund inception to closure in accordance with CTSI, UCLA, and Sponsor policy and procedures.
The Fund Manager will be expected to assist in the processing of Transfer of Funds and expense adjustments (TOF, PPP/PTR, NPEAR), No Cost Extensions and Request Approval to Spend funds; to reconcile monthly ledgers; compile fiscal information to be used to prepare annual budgets, sponsor required progress and financial reports, statements and projections utilizing information from University ledgers, Query Database (QDB), and the University On-line Financial Reports; provide guidance to the PI for funded projects to assure proper expenditure; prepare and/or approve purchasing documents, expenditure invoices and other charges, and resolve any accounting problem or irregularities in a timely basis. The fund manager assists in the preparation of new research proposal applications to various sponsors, editing drafts, collaborating with investigators and gathering all the information necessary for submission; assist in preparation of pre-award budgeting including salary, equipment, supplies and other expenses used in the proposed research; track proposal status and sponsored research negotiation progress; and ensure all necessary documents are complete and submitted.