Research - Laboratory/Non-Laboratory, Staff/Administrative
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The Brotman Baty Institute (BBI) for Precision Medicine was co-founded by collaborative agreement between the University of Washington, the Fred Hutchinson Cancer Research Center and Seattle Children’s Hospital. The BBI’s mission is to take advantage of Seattle’s unique collaborative ecosystem to have a transformative impact on biomedical research and patient health. The BBI works at the intersection of technology development and medicine in areas including medical genetics, cancer biology, infectious disease research and technology development.
The Brotman Baty Institute for Precision Medicine also supports the Seattle Flu Study (SFS), now also known as the Seattle Coronavirus Assessment Network (SCAN), with a goal to monitor and understand the movement of influenza, the novel coronavirus that causes COVID-19, and other respiratory pathogens within the city of Seattle. Housed within the University of Washington School of Medicine, the BBI is located in the Health Sciences Building on the UW’s main Seattle campus.
We have an outstanding opportunity for a Grants and Programs Analyst.
Position Summary and Purpose:
Under the general direction of the Administrative Director, the Grants and Programs Analyst will provide research program and account management for BBI-centered recharge centers and BBIs annual internal granting programs at UW and between UW’s partner institutions. The person in this role will support and administer accounting functions for established and emerging BBI recharge and service centers, and administer approximately $2 million in internal grants to inter-institutional groups of PIs awarded as part of BBIs annual granting mechanisms. This position will report to the Administrative Director. This job is an exceptional opportunity to apply skills learned at one institution to a new inter-institutional model for scientific collaboration. Beyond accounting skill, this role will take a strong role in the programmatic and budget oversight of complex research projects. For these reasons, experience in program management in basic or clinical science is highly desired. A smaller but important part of this role will be to provide support for fiscal operations. As part of managing recharge centers and research budgets, teams of BBI researchers may occasionally need help with especially large procurement requests. During times of heavy purchase volumes, or for especially large or complicated purchases, the Grants and Programs Analyst will provide procurement support to the teams, using proper policies and procedures for purchasing, and receiving procedures to ensure compliance with institute, UW, federal, and state regulations, as well as donor policies. As a final note, the institute works at the cutting edge of precision medicine research, and as such is a quickly evolving organizational entity. The qualifications and actions of this role will be important to BBI’s work moving forward, but the currently assigned projects may morph over time. This role is a good one for someone who likes change and a fast-paced environment.
This role will serve as a point of contact for faculty and programmatic staff as they develop financial and budgetary plans to support their research and clinical projects. This role will perform day-to-day budgetary oversight of BBI Granting programs with a high degree of independence, under periodic review and approval by BBI Administration. Advance budgeting, and both project management and people management skills are required. This employee must assess both the short and long term implications of budget expenditures. The position requires knowledge of Federal, State, University and Sponsor policies and best practices around grant and contract submission, expenditure monitoring, and closing.
Duties and Responsibilities:
Cost Center Planning/Reporting/Financial Management – 30%
•In collaboration with the Administrative Director, strategically plan and execute long-term goals and objectives for new and established institute recharge and service centers •Translate plan objectives into budget models to guide center faculty and staff •Prepare monthly individual budget reports to help faculty and staff understand the financial impact of their practices •Prepare quarterly recharge and service center reporting for the School of Medicine (SoM) and university central management •In collaboration with the Administrative Director, develop and implement policies and procedures to maintain consistency and compliance with applicable federal, state, university, and non-university rules and regulations •Establish effective communication mechanisms within and across the laboratory, university and external parties •Exercise independent judgment and discretion in work related to management policies, procedures, and operations •Prepare annual METER budget for institute recharge centers, service centers, and self-sustaining budgets for Dean’s Office review and approval. •Other ad hoc reporting as necessary •Monitor self-sustaining center budgets for appropriate expenditures and expense allocations; review, approve, monitor, and reconcile expenditures and personnel allocations •Manage external invoicing and associated payments, internal billing, and related reporting •Manage self-sustaining center Service Agreements •Maintain center fixed asset schedules and post regular depreciation journal entries •Maintain center records in compliance with university records retention policy •Oversee and provide guidance and analysis for complex and specialized recharge and service centers •Other duties as assigned
Grants and Program Management 30%
• Direct all pre-award activities for awardees by performing and overseeing timely and accurate proposal development in accordance with all university, sponsor, and institute requirements, as well as in conjunction with BBI’s partner institutions. • Provide technical advice to investigators and support staff on research funding guidelines, restrictions, application procedures, deadlines, and budget development at UW and in conjunction with BBI’s partner institutions. • Oversee and report on the financial status of research projects, by forecasting and tracking budget expenditures for the institute’s Science Director, and oversight Boards. • Hold final signature authority on program expenditures. • Develop tools and indicators to ensure quality and timeliness in all aspects of post-award management. • Serve as liaison for the research groups with sponsors, vendors, and university departments. • Follow sponsor guidelines as detailed in the award agreements. • Provide support to assist Principal Investigators (PIs) in successfully accomplishing their research goals. Be the go-to person for all aspects of non-scientific research project operations. • Manage outgoing subaward process for assigned research group budgets. • Prepare internal UW sub-budget requests and monitor activity of sub-budgets, and manage analogous transfer of grant awards to PIs at partner institutions. • Prepare and update other support documents for PIs at UW and at institute partner institutions. • Assist PIs with preparation of financial aspects of research progress reports.
Programs Compliance and Policy (25%)
• Ensure compliance with sponsor, federal, state and university laws and regulations. Monitor new laws and directives and develop compliance policy or procedures. Keep program investigators, staff and senior management informed at UW and at institute partner institutions. • Identify and assess compliance and risk management issues. Develop policies or procedures to manage issues and implement as appropriate to reduce audit risk. • Follow established partner institution and UW post award fiscal compliance guidelines to ensure all expenditures are allowable and allocable to correct budgets. • Ensure the UW financial management systems and controls for maintaining compliance with all applicable organizational policies and procedures, regulations, and donor requirements are in place and followed. • Provide ongoing training and written materials to PIs, administrative and research staff concerning policies, procedures, regulations pertaining to compliance topics. • Meet reporting requirements.
Fiscal Operations – 15%
•During times of heavy purchase volumes, for complicated purchases, or for purchases directly related to cost centers and grant budgets, this employee will provide procurement support to the team. Duties may include: •Purchases of highly specialized scientific supplies, services and equipment for institute labs via eProcurement catalog and non-catalog and ProCard •Blanket Purchase Orders (BPO) •Ensure purchasing records have needed documentation
Bachelor’s degree in Business Administration, Accounting, Finances, or related field
AND three years of experience in administration, management, or analysis of financial processes, systems, grant and contract management, and budgets or programs or equivalent combination of education/experience.
Equivalent education/experience will substitute for all minimum qualifications except when there are legal requirements, such as a license/certification/registration.
5 years experience in administration or analysis of financial processes, systems, grant and contract management, and budgets or programs.
Two years’ taking a leadership/program management role.
Experience performing these types of duties in a basic sciences or clinical research environment is highly desired.
Eagerness to learn and contribute to a high-performance research organization.
Familiarity with UW purchasing administration systems is strongly desired.
Candidates preferred with prior experience managing fiscal compliance for UW Service and Recharge Centers.
Prior work experience managing purchasing activities, including complex purchasing of services.
Willingness to learn on the job and stay current through UW training in various policies and procedures, particularly as they relate to fiscal operations.
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.
The application process for UW positions may include completion of a variety of online assessments to obtain additional information that will be used in the evaluation process. These 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 access your “My Jobs” page. If you select to take it later, it will appear on your "My Jobs" page to take when you are 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.
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