GRANT AND CONTRACT SPECIALIST

Req #: 231263

Department: DEPARTMENT OF MEDICINE: GERONTOLOGY AND GERIATRIC

Posting Date: 02/21/2024

Closing Info

Open Until Filled

Salary: $7,166 - $7,906 per month

Shift: First Shift

Notes

As a UW employee, you will enjoy generous benefits and work/life programs. For a complete description of our benefits for this position, please visit our website, click here. (~~~ )

As a UW employee, you have a unique opportunity to change lives on our campuses, in our state and around the world. UW employees offer their boundless energy, creative problem-solving skills and dedication to build stronger minds and a healthier world.

UW faculty and staff also enjoy outstanding benefits, professional growth opportunities and unique resources in an environment noted for diversity, intellectual excitement, artistic pursuits and natural beauty.

POSITION PURPOSE
This is a 1.0 FTE position and the Grants And Contracts Specialist (E S 8), is responsible for managing and supporting researchers and research administration in two divisions of the Department of Medicine; Gerontology and Geriatric Medicine and Pulmonary, Critical Care and Sleep Medicine.

Position Complexities

The two divisions maintain large and diverse portfolios of sponsored awards. Staff require broad knowledge of sponsor and UW guidelines, policies and requirements. This position will require expertise to appropriately contribute to the missions and goals of the Divisions. The two units have approximately 50 investigators working in basic, translational and clinical research programs. This position works with leadership to update and implement management of these portfolios.

Position Dimensions and Impact to the University

The University of Washington is a world-renowned research institution. Competent research administration staff are essential to ensuring that the pre-and-post-award management processes run smoothly and that all research is conducted in accordance with Federal and University guidelines.

DUTIES AND RESPONSIBILITIES Research Administration - Pre-Award Operations (70%)

• Provide overall management of a research portfolio consisting of established awards and new proposal production. Manage a wide range of research and career development awards funded by federal and non-federal sponsors. Understand the underlying goals of the proposed research and ensure specific aims and effort requirements can be met. Assure grant commitments and contract agreements of the University of Washington and sponsoring agencies are fulfilled in a timely and accurate manner. Assess submission and award management processes for best practices and opportunities for process improvements.

• Interpret and integrate institutional, federal, and sponsor guidelines, policies, and regulations as they apply to research administration operations. Provide counsel and mentoring to researchers and staff pertaining to these issues.

• Work with Investigators and collaborators on budget development. Act as liaison with collaborating researcher's division, department, and school administrators on submissions. Critically assess budget proposals for accuracy and compliance with guidelines.

• Address resource allocation requirements needed to ensure successful completion of aims, and track resource commitments on the part of investigators and staff. Identify and resolve space and IT requirements. Anticipate hiring needs and coordinate with staff human resources manager to fill open positions in a timely manner.

• Lead and coordinate efforts with campus process partners and other members of the research administration/finance team to ensure timely and accurate management of all aspects of research administration including but not limited to timely proposal submission, award processing, annual technical and financial reporting, subcontract and consortium award management, award closeouts.

• Provide strategic, intellectual, and technical assistance to faculty and staff on research revenue cycle policies, compliance, and regulatory matters.

• Develop ad hoc reports and analyses for program and division leadership to support strategic planning for short and long-term goals, ensuring the financial health of the research program.

• Develop and maintain business operational policies and procedures and effectively manage internal controls and internal/external audits. Revise policies and procedures as appropriate and on an ongoing basis.

• Contributes to research program initiatives; providing technical guidance and support. Participate in Department and School-wide training opportunities and workgroups.Research Administration - Post-Award Operations/Grants (15%)

• Working within the research administration/finance team, coordinate ongoing assessment of awards on these common post-award management activities:- Work with collaborating staff to ensure budgets are reviewed and reconciled using best practices and investigators are provided with customized, detailed monthly financial reports. Ensure timely completion of invoicing requirements.- Contribute to forecasting reports, approve expenditures for compliance with proposal goals, update UW systems and internal tracking tools to ensure accuracy of financial reports.- Using Workday Finance, set up Award Lines and manage required modifications.- Allocate payroll efforts and address necessary corrections to ensure the individual's overall activity portfolio is accurately reflected in effort commitments. Communicate funded effort changes (increases and decreases) to be addressed through reassignment of efforts or FTE adjustments.- Participate in standing meetings with collaborating staff and researchers to address questions, provide updates, and plan for future proposals. Serve as a resource for principal investigators and laboratory managers on queries related to the budget, monthly performance, and budget to actuals variations.

• Demonstrate knowledge and understanding of patient privacy rights. Maintain confidentiality of all medical, financial, or other sensitive materials and information in printed, electronic, or verbal form, which may jeopardize the privacy of patients. Accesses and uses the minimum necessary patient identifiable information to perform job responsibilities and duties and only for authorized purposes.Center for Lung Biology Management (15%)

• Onboard and orient new center members including staff, trainees, and faculty. Provides appropriate security access and overview of Center operations and services available. Completes I-9 documentation process.

• Responsible for the management of the physical operations. Works with the Center Director to manage space assignments and IT support needs. Ensures adherence with UW and School of Medicine data safety policies. Responsible for site-based management of equipment and other shared resources. Serve as the building management coordinator - making recommendations for improvements to space and facilities.

• Assists Center Director with special projects. MINIMUM REQUIREMENTS

• Bachelor's degree in accounting or finance with 4-5 years of relevant (research administration and fiscal operations in an academic setting) experience.

• Equivalent education/experience will substitute for all minimum qualifications except when there are legal requirements, such as a license/certification/registration. ADDITIONAL REQUIREMENTS

• Strong communication skills.

• Experience may substitute for degree requirement. CONDITIONS OF EMPLOYMENT

• This position is hybrid with the expectation to work a minimum of 2 days a week in the office.

• Primary Location: South Lake Union campus. Application Process: The application process may include completion of a variety of online assessments to obtain additional information that will be used in the evaluation process. These assessments may include Work Authorization, Cover Letter and/or others. Any assessments that you need to complete will appear on your screen as soon as you select "Apply to this position". Once you begin an assessment, it must be completed at that time; if you do not complete the assessment, you will be prompted to do so the next time you your "My Jobs" page. If you select to take it later, it will appear on your "My Jobs" page to take when you are access ready. Please note that your application will not be reviewed, and you will not be considered for this position until all required assessments have been completed.

University of Washington is an affirmative action and equal opportunity employer. All qualified applicants will receive consideration for employment without regard to, among other things, race, religion, color, national origin, sexual orientation, gender identity, sex, age, protected veteran or disabled status, or genetic information.