About the California Policy Lab
The California Policy Lab translates research insights into government impact. Through hands-on partnerships with government agencies, CPL performs rigorous research across issue silos and builds the data infrastructure necessary to improve programs and policies that millions of Californians rely on every day. CPL has two sites, one within CCPR at UCLA and one at UC Berkeley. We are a dynamic and growing organization with nearly 40 full-time employees, a dozen graduate student researchers, and numerous faculty affiliates. CPL is extramurally funded by over two dozen different federal and foundation grants supporting over 100 major research projects.
CPL recognizes the value of having a diverse staff at all levels of the organization. We are looking for equity-minded applicants who represent and understand the diverse racial and ethnic, gender identity, sexual orientation, educational, socioeconomic, cultural, and disability backgrounds present in California. When you join our team, you can expect to be part of an inclusive and equity-focused community.
The Financial Analyst is a key role at CPL because their work ensures that CPL is able to conduct research on some of the most urgent issues facing California, including homelessness and economic inclusion. Under the direction of the CPL Executive Director, the Financial Analyst will be responsible for a portfolio of extramural research funding including federal and foundation research awards. CPL’s Financial Analyst will provide analysis of CPL’s funding streams and budgets to understand the lab’s past financial performance, determine present resource allocations, and proactively plan for future revenue and expense adjustments. This position will coordinate and implement CPL’s budget allocations, maintain our chart of accounts, and identify appropriate data management tools and business processes for these activities. The role is responsible for producing regular reports summarizing budget analysis and recommendations for CPL’s financial planning, including resource allocation approaches, trended future payroll and operational requirements, and likely revenue generation. Specific examples include implementing and monitoring recharge strategies and using past data to forecast CPL’s data infrastructure and payroll expenses.
In addition, the Financial Analyst will provide a broad range of professional services, including proposal budgeting and submission and contracts and grants management. The Financial Analyst will collaborate in a team with CPL’s Executive Directors at UCLA and UC Berkeley, Development Director, and other operations staff. They will also work with various campus units to manage contracts and grants from inception to closeout. The Financial Analyst will work closely with CPL staff to coordinate the compensation of CPL’s Faculty Affiliates, Graduate Student Researchers, Postdoctoral Scholars, full-time employees, and consultants. The Financial Analyst will be managing a portfolio of about $7-8m in grants and contracts per year, which supports nearly 40 full time positions and comes from over two dozen unique funding sources.
Under the general supervision of the Executive Director, the Financial Analyst is expected to independently prioritize and complete ongoing tasks with high degree of efficiency and accuracy following established departmental guidelines and University policies.
Financial Analysis and Forecasting (30%)
A1. Provide analytic support for CPL’s overall financial planning, including applying professional concepts and best practices to perform analysis of CPL’s past financial performance, determine present resource allocation, and forecast future needs and adjustments.
A2. Prepare and summarize quarterly and annual financial analyses with recommendations for CPL’s resource plans, including resource allocations across CPL’s operational and payroll items.
A3. Prepare quarterly financial planning meeting agenda for the Faculty Director and Executive Director to support strategic planning and fundraising efforts.
A4. Perform ad hoc, complex financial research for internal CPL constituents, such as independently gathering information and analyzing impacts of benefits changes to the organization.
A5. Identify and use appropriate data management tools to coordinate and implement CPL’s budget and resource allocations.
A6. Ensure appropriate internal controls are addressed, maintained, and strengthened to protect CPL and university resources.
A7. Adopt the UCLA-wide transition to the Chart of Accounts (Ascend 2.0 Program) at CPL and attend necessary training sessions.
A8. Document procedures for CPL financial analysis.
Proposal Submission (30%)
B1. Inform the development of proposal budgets with CPL’s overall financial picture and funding gaps.
B2. Prepare proposal submissions, including budgets, budget justifications and other required documents; ensure CPL staff are informed of deadlines and procedures. (E)
B3. Review and edit PI bio-sketches to ensure compliance with funding agency’s guidelines. (E)
B4. Prepare Current & Pending Support document for PIs and other key personnel listed on the proposal. (E)
B5. Frequent interaction with PIs and his/her collaborators and use Cayuse, NSF FastLane, Research.gov, and other web-based proposal submission systems for error-free proposal submission. (E)
B6. Follow up any requests after each proposal submission to ensure all agency questions are addressed in a timely manner. (E)
B7. Serve as a liaison to CPL’s UC Berkeley site and its Fund Manager and Director of Operations to create sub-award budgets and process recharge transactions.
B8. Confirm the need for IRB protocols in certain proposal submissions and monitor the status of IRB to ensure compliance with OCGA.
Post-award Financial Management (35%)
C1. Maintain electronic files of required documents of every award, including both active and closed within past 7 years. (E)
C2. Review each award letter to provide PI guidance on compliance. (E)
C3. Review each transfer of funds for awards (including non-competing award) to ensure the correct amount of funds were transferred (E)
C4. Ensure closure of funds, especially on sub awards. (E)
C5. Reconcile financial ledger on a monthly basis and remediate discrepancies. Prepare and justify cost transfers and non-payroll adjustment. (E)
C6. Monitor cost variances in project budgets. Identify and recommend solutions to ensure funds are appropriately expended before award closeout. (E)
C7. Frequent communication with OCGA, EFM, and Purchasing to solve any issues from contracts and grants. (E)
C8. Review Effort Report before sending out notice to PI for certification. (E)
C9. Prepare financial reports according to financial deliverable schedules.
C10. Work closely with PIs for any funding agency’s prior approval requests. Prepare drafts of correspondence and other documents. (E)
C11. Thorough financial review and reconciliation for each award before closeout. Prepare closeout packet. (E)
Back-up and Operational tasks requiring Financial Analysis (5%)
D1. Provide backup as preparer for travel express and purchasing and serve as a backup supervisor to ensure timely submission of employee timesheets. (E)
D2. Attend campus trainings on topics that impact CPL’s budget and financial analysis, such as updates to employee benefits and/or new union contract terms.
D3. Participate in CPL hiring processes to ensure accurate payroll budgeting. (E)
● Thorough knowledge of finance policies, practices, and systems. (A, B, C)
● Ability to independently gather required information to organize and perform financial analysis assignments. (A, B, C)
● Demonstrated skill in spreadsheet and/or database software for complex financial analysis, fiscal management, and financial reports. (A, B, C)
● Excellent financial skills to monitor budgets, expenditures and project balances accurately.
● Ability to maintain accurate and complete records and reconcile financial activity on a regular basis. (A, B, C)
● Ability to synthesize quantitative data into compelling narratives or high-level summaries for non-financial audience. (A, B, C)
● Demonstrated analytical skill and problem-solving ability to formulate logical and objective conclusions. (A, B, C)
● Ability to prioritize complex workload to meet various deadlines. (A, B, C, D)
● Excellent interpersonal skills to interact and communicate effectively with faculty, staff, students and other campus departments. Ability to establish and maintain cooperative working relationships with other University Offices and funding agencies. (A, B, C, D)
● Demonstrated written communication skills to prepare concise, logical, grammatically correct analytical reports, correspondence, policies and procedures. (A, B, C, D)
● Ability to listen effectively and empathize with individuals to deal with confidential and sensitive information and situations. (A, B, C, D)
● Demonstrated knowledge of University accounting procedures, contracts and grants management policies, and regulations for federal grants, particularly NIH and NSF. (A, B, C)
● Strong knowledge of UCLA financial system. Familiarity with UCPath, NPEAR, EDB, CDW, TOF, ERS, ORA portal, etc. (A, B, C, D)
● Knowledge of Salesforce CRM software. (A, C)
● Experience developing grant proposals consistent with the guidelines set by foundations. (A, B, C)
● At least two years relevant work experience. (A, B, C, D)
All applicants must apply online at UCLA Career Opportunities using requisition number 38980. Candidates who pass an initial resume review will be contacted for additional pre-interview screening.
These are the typical steps of our hiring process:
• Candidates under consideration will be asked to participate in a short screening interview via Zoom.
• Candidates who advance will be invited for one, hour-long group interview.
• At the end of the process, finalists will be asked to provide a list of at least two references we will contact for a phone screening.
Salary & Benefits:
This is a full-time position. The hiring range for this position is $75,000 to $95,000 annually, depending on experience. For information on the comprehensive benefits package offered by the University visit: https://ucnet.universityofcalifornia.edu/compensation-and-benefits/index.html.
The University of California 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. For more information about your rights as an applicant see: https://www.eeoc.gov/employees-job-applicants.
For the complete University of California nondiscrimination and affirmative action policy see: http://policy.ucop.edu/doc/4000376/NondiscrimAffirmAct.