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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. All of which has allowed the UW to be nationally recognized as a “Great College to Work For” for six consecutive years.
The Department of Health Services is seeking a full-time Assistant Director of Finance and Research Administration. This position reports to the Director of Business and Management Strategy/Administrator and ensures day-to-day and cyclical fiscal operations are carried out in a timely and accurate manner, also ensuring that long-range programmatic plans are met. Responsibilities include supervising a team of fiscal and sponsored project support staff, and overseeing, implementing and ensuring efficient administration for sponsored projects and departmental finances across a wide variety of funding sources including federal, state, gift and self-sustaining funds. This position will assist the Director in the management of all financial activities by providing a wide range of fiscal analysis and support, overseeing financial activity, providing analytical reports, and developing and implementing financial strategies. Further, this position leads the effective administration of sponsored projects throughout the entire award life-cycle, from pre-award to close-out. The position is expected to develop, implement and train others on administrative policies and procedures related to department fiscal and sponsored project operations.
The Department of Health Services is one of five departments that make up the School of Public Health (SPH) which enjoys a reputation as one of the Nation’s most highly-ranked schools of public health. The Department is large and diverse, providing an excellent intellectual climate for an exciting mix of staff, faculty, and students. The Department has approximately 60 regular faculty, 270 clinical and affiliate faculty, 80 staff, and 400 students each year. Health Services has a substantial research infrastructure, with sponsored projects totaling approximately $12 million annually. Health Services also has a large teaching program, which includes 8 separate degree granting programs.
Duties & Responsibilities:
Financial management, analysis, forecasting, and reporting
•Provide strategic financial planning and forecasting to the Director of Business and Management Strategy and Department Chair by capturing and analyzing data to inform financial decisions
•Manage self-sustaining, gift and endowment, and sponsored project budgets; routinize budget and financial management and analysis.
•Work closely with Director to develop annual operating budget (approximately $23M annually); design and maintain reporting tools, ensure budget process is transparent
•Ensure that financial information is readily available to the Director and Department Chair through routine and specialized projections and expense reports
•Oversee departmental purchasing, procurement, and travel; supervise staff who support those services
•Advise on and perform budgetary analysis and modeling to forecast future financial needs/resources; oversee the collection of data and identify trends, possible savings and opportunities for efficiencies
•Propose and track financial performance metrics for business units in teaching and research
•Manage the Cost Allocation Report process, overseeing the accurate distribution of salary costs. Understand and execute SPH faculty compensation structure.
•Play key role in the preparation for and implementation of UW Financial Transformation (UWFT); execute UWFT solutions to improve business processes and plan the change management process
•Monitor departmental commitments, e.g. faculty start-up agreements and internal and external MOUs and MOAs
•Collect and maintain financial data to generate reports, surveys and respond to SPH, UW and peer institution inquiries
•Ensure fiscal compliance by understanding and monitoring federal, state and university regulations; develop and maintain departmental policies and procedures to meet regulations. Manage any audit activity that may occur, address any findings.
•Serve as compliance approver for travel and purchasing
Sponsored project administration
•Provide sponsored project expertise and leadership to meet all pre- and post-award management requirements
•Oversee the delivery of high-quality, customer-focused sponsored project management services, interacting with staff and faculty to facilitate successful sponsored project planning and administration
•Ensure that sponsored project information is readily available to the Director and Department Chair through routine and specialized reports; liaise with the Director and Department Chair regarding all pre- and post-award management processes and issues
•Monitor and adjust, as necessary, grant management staff workload and portfolio assignments to ensure maximum efficiency and effectiveness
•Lead the effective and efficient administration of sponsored projects throughout the entire life-cycle, focusing on regulatory compliance, assessment and mitigation of business risk, and enforcement of sponsor/donor and UW/SPH policies and procedures
•Establish and oversee processes to ensure all sponsored projects terms and conditions, including reporting requirements, are met and that prior approval actions are fully addressed
•Provide support and expertise in the resolution of contractual issues/disputes arising from various funding mechanisms (grants, contracts, subcontracts, service agreements, etc.) by working directly with PIs, staff, sponsors/donors, and related UW offices and staff
•Conduct assessments to analyze competing and non-competing award processes, define results/recommendations, and execute operational changes associated with major findings
•Develop and oversee standardized methodologies for managing sponsored projects and award actions
•Develop and continuously improve centralized tools, resources, and processes and disseminate department-wide to ensure integration
•Serve as proposal manager during periods of high proposal submission volume
•Hire, train, supervise and manage grant management and finance staff
•Facilitate excellence-focused teamwork; monitor interpersonal dynamics to promote an energetic, professionally rewarding and healthy working environment
•Work with the Director to determine future staffing needs; fill positions based on emerging and on-going Departmental financial initiatives
•Work with each staff member to ensure expectations are identified via clear job descriptions; establish core competencies and job responsibilities specific to each job
•Assess and respond to staff training and coaching needs
•Understand and use human resource leadership concepts, tools, measurements and monitoring systems to assist in hiring, evaluating, coaching and developing employees; articulate and model excellent workplace behavior
•Demonstrate awareness and management of personnel issues that might lead to physical risk or personal safety issues, ensuring finance staff complete training modules
•Ensure that staff receive appropriate identification and access authorization upon hire; rescind access upon exit
•Oversee knowledge management of sponsored projects to ensure the department maintains complete, centralized award documents (electronic), including submission and transmittal of deliverables
•Shepherd change management and process improvement initiatives to help meet departmental needs
•Manage administrative systems authorizations in ASTRA
•Organize and execute administrative team and department-wide staff meetings and trainings
•Other duties as assigned
As a UW employee, you will enjoy generous benefits and work/life programs. For detailed information on Benefits for this position, click here.
•Bachelor’s Degree in Business, Public Administration, Health Administration, or a related field
•Six years administrative/management leadership experience in a complex organization
•Excellent financial management skills, including budget development, analysis, monitoring, projections and proforma, accounting fundamentals.
•Expertise in NIH, CDC, WA state or similar sponsor agency rules and regulations
•Advanced knowledge of Excel/Financial modeling
•Excellent diagnostic and problem-solving skills
•Strong communication skills, both written and oral; must communicate effectively with individuals from multiple disciplines
•Ability to build and deliver presentations to all levels of the organization and effectively explain complex issues and concepts in simple, understandable language
•Ability to innovate and work independently and successfully in a fast-paced, deadline-driven environment
•Experience with pre- and post-award administration of grants and contracts
•Demonstrated supervisory experience
•Experience working in a multi-faceted academic department with large teaching and research programs.
•Working knowledge of UW operating systems: SAGE, ASTRA, ARIBA, MyFD, Workday, Data Warehouse.
Conditions of Employment:
This position will be required to track and meet multiple external deadlines for grant/contract submission and financial reporting. Occasional evening and weekend work may be required in order to meet deadlines.
Application Process: 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 assessments may include Workforce 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.
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.