The Department of Laboratory Medicine serves as a regional resource for clinical laboratory services required for patient care, research and educational programs in laboratory medicine. The department now employs 900 people who work at the award-winning University of Washington Medical Center (ranked among the top ten medical centers in the United States as rated by U.S. News & World Report), Harborview Medical Center (the region's only Level I Trauma center, known for innovations and excellence in trauma care and its centers of emphasis: Trauma, Burn, Neurosciences, AIDS/STD CARER, and mentally- and medically- vulnerable populations.), Seattle Cancer Care Alliance, and many other clinical and research facilities in the area. The University of Washington (UW) is proud to be one of the nation's premier educational and research institutions. Our people are the most important asset in our pursuit of achieving excellence in education, research, and community service. Our staff not only enjoys outstanding benefits and professional growth opportunities, but also an environment noted for diversity, community involvement, intellectual excitement and natural beauty. The Department of Laboratory Medicine has an outstanding opportunity for a Budget/Fiscal Analyst. The person in this position will provide pre- and post-award grant and contract management within the Department of Laboratory Medicine under the general direction of the Manager of Program Operations, Associate Director of Research and Faculty Director of HMC Clinical Microbiology Laboratory. The Budget Fiscal Analyst performs work using knowledge and experience specific to research administration, fiscal operations, and generally acceptable accounting principles. Will exercise independent judgment in interpreting and applying rules and regulations and direct and train other budget analysts in the creation of financial reporting methods and analysis and develop accounting processes that align with departmental goals and objectives. Pre-Award Responsibilities:Develop budgets for grants, contracts, or other funding requests; prepare appropriate forms for contracts and agreements; prepare eGC1s, independently advise Principal Investigators on timelines for submissions and sponsor requirements, IACUC and IRB rules and regulations, and tracking of IRB and IACUC approvals.Coordinate with process partners (e.g., outside institutions, sponsors, OSP, GCA, MAA, UW Medicine compliance) to ensure timely and accurate management of all aspects of research administration including but not limited to timely proposal submission, award processing, timelines and strategic goals, accounting for revenue and expenditures, subcontract and consortium award management, technical and financial reporting.Coordinate and submit complex grants such as Program Projects & U19s, in addition to basic grant submissions to federal and private industry sponsors and demonstrate a strong understanding of FCOI, GIM 19 guidelines.Track and submit Staff Assignment Agreements, JPAs, and IPAs with affiliates.Administer T32 training grant using xTrain and xTRACT, including management of tuition payments, statements of appointment, termination forms, progress reports.Take Lead responsibility for maintaining departmental tables for training grant renewal requests.Process advance budgets and track expenses placed on non-federal placeholder budgets.Provide back up and support for other budget analyst in grant submissions and advise budget analysts on submission issues.Work as a liaison between the department and the Office of Sponsored Programs.Oversee biosketches and ensure biosketches confirm to granting agency requirements.Post-Award Responsibilities:Consult with funding agencies to resolve problems and/or obtain approval for deviation from authorized procedures or expenditures; advise and assist assigned principal investigators and lab managers regarding budgetary policies and procedures, account status; experience with financial reporting to private foundations and federal sponsors.Recognize variances and independently advise researchers on corrective actions.Independently and quickly create spreadsheets and forecasting models to accurately assist researchers and departments in long term planning needs.Create monthly budget reports for grants and contracts.Advise labs on institutional requirements in addition to federal, state, and sponsor requirements for procurement. Analyze past spending habits by labs and offer improvements which can bring cost savings to labs while maintaining scientific integrity of projects. Candidates should be able to advise on contract vendors act as a liaison between the labs and purchasing resolve problematic purchases or educate labs on departmental or institutional requirements.Monitor standing orders & maintenance contracts.Monitor multiple sub-contracts and sub-budgets in keeping with Uniform Guidance requirements.Advise and lead budget analysts and labs on travel policies and procedures and assist with eTravel questions and implement & create processes for coordinating travel for group meetings and special functions.Monitor faculty effort certification and advise staff and faculty on proactive management of faculty effort and independently offer corrective action when needed.Monitor grant and contract certification reports, develop and maintain tracking systems for reporting, identify non-compliance, and use organizational skills for maintaining records to withstand audit.Monitor and request Cost Allocation changes with a thorough knowledge of payroll processes and deadlines. Advise other budget analysts on payroll change requirements and procedures.Creating project cost accounting codes and implementing their use across various financial systems. Use project cost accounting codes to report and pull data in an efficient and timely manner.Monitor graduate student tuition and payments through Student Database System.Prepare and track progress reports and milestones and advise principal investigators on timelines.Set up and maintain common filing systems and procedures across the department so that institutional records are organized, easily referenced, and quickly updated.Develop, modify, and maintain multiple record keeping and reporting systems for varied and complex sources of funding; develop procedures for implementation, execution, control and review/audit of fiscal operations.Prepare appropriate Online Salary Expense Transfers and Online Transfer of Expense through Financial Desktop. Responsible for analyzing OSETs in the Department of Laboratory Medicine and identifying areas that need revision to reduce the number of OSET's.Possess a thorough understanding of the difference between F&A costs and Direct Costs.Maintain a working knowledge of the Institute's financial operations, funding sources, policies, and procedures.Perform related duties as required by Associate Director of Research or Finance.Process Improvement Experience:Write standard operating procedures and designing process improvement across multiple units and working within a team to initiate, design, implement, and monitor measureable process improvement initiatives. Demonstrate and understanding of LEAN process improvement. Lead budget analysts on continuous quality improvement initiatives.Records Retention:Advise and lead departmental staff in converting from paper to electronic processes and understanding of current policies regarding destruction of source documents. Will train and lead fiscal staff on current policies and requirements.Specific Duties for Dr. Fang's Program:Generate Purchase Order requests through PurchasePath; Assist research staff with Lab ordering; Update Work-in-Progress mailing list and generate bi-weekly reminders; Maintain laboratory website.Perform support functions including purchasing, travel arrangements/reimbursement, organization of researcher recruitment, moving expenses, correspondence, office organization and ordering of office supplies (through eProcurement), filing, and petty cash accounting.Assist with editorial activities for journal Clinical Infectious Diseases, including correspondence with authors, interface with IDSA Journals staff, preparing editorial meeting agenda, coordinating editorial board nominations.Work with department administration and International Services Office as needed to facilitate hiring and orientation of new researchers.File HMC plate rounds records.Requirements:A Bachelor's Degree with major study in accounting, business administration, or related field and two years of work experience as a Fiscal Specialist, or equivalent combination of education/experience.Desirables:Experience with UW systems: Workday, Financial Desktop, Enterprise Data Warehouse, SAGE, ARIBA, eTravel, eReimbursement.Experience with eRA commons, xTrain, xTRACT.Advanced Excel skills including complex formulas and pivot tables.Strong understanding of purchasing requirements and processes.Demonstrate a thorough understanding of Uniform Guidance sub recipient monitoring requirements.Experience writing Standard Operating Procedures or other training documents.Experience working with campus representatives on process improvement.Non-PO Invoices.Experience with proposal central.Demonstrated experience of successfully handing multiple projects with critical deadlines.Experience working in as a team unit in addition to independently meeting deadlines.Demonstrated experience with and understanding of records retention of Grant and Fiscal documents.Conditions of Employment:Laboratory Medicine employees may be required to work in any of the department locations including but not limited to HMC, UWMC, Roosevelt, SCCA, Fred Hutchinson Cancer Research Center, SCH, etc..All Lab Medicine staff are considered essential personnel and as such are required to report to work during inclement weather.
Founded in 1861, the University of Washington is one of the oldest public institutions in the west coast and one of the preeminent research universities in the world. The University of Washington is a multi-campus university comprised of three different campuses: Seattle, Tacoma, and Bothell. The Seattle campus is made up of sixteen schools and colleges that serve students ranging from an undergraduate level to a doctoral level. The university is home to world-class libraries, arts, music, drama, and sports, as well as the highest quality medical care in Washington State and a world-class academic medical center. The teaching and research of the University’s many professional schools provide undergraduate and graduate students the education necessary toward achieving an excellence that will serve the state, the region, and the nation. As part of a large and diverse community, the University of Washington serves more students than any other institution in the Northwest.