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The University of Washington (UW) School of Medicine (SOM) Departments of Laboratory Medicine and Pathology become a single Department of Laboratory Medicine and Pathology (DLMP) on July 1, 2020. The DLMP employs ~ 130 faculty, 800 staff, 60 residents and fellows, and 50 post docs and graduate students, with an annual budget of over $200 million: ~ $141 million in the SOM and ~$65 million in UW Medicine. A regional resource for clinical laboratory services required for cutting edge patient care, research and educational programs, we combine the sophisticated testing and informatics capabilities of fully accredited laboratories with the resources of an academic institution in its delivery of clinical and anatomical pathology services. Recognized for excellence in clinical training, world-class research initiatives, and a commitment to community service, we serve the five state WWAMI region: WA, WY, AK, MT, and ID.
We offer over 30 graduate medical education programs, including 18 subspecialty clinical fellowships (ACGME & Non-ACGME), a residency program in clinical and anatomical pathology, a clinical research fellowship, a post sophomore fellowship, and 13 medical student clerkships. Our graduate programs provide innovative educational opportunities to developing medical practitioners and bio clinical researchers. The Molecular Medicine and Mechanisms of Disease (M3D) PhD Program trains students to use advances in basic sciences to solve problems relevant to human disease; and, to use insights from human disease processes to solve fundamental biological problems. The UW Medical Scientist Training Program (MSTP) is a dual degree MD/PhD program between the SOM and UW Research. The program trains scientists to develop a broad knowledge in medicine and the ability to productively investigate detailed mechanisms associated with human diseases.
Our operations are based at the University of Washington School of Medicine, University of Washington Medical Center, Harborview Medical Center, and the Seattle Cancer Care Alliance. Faculty members also serve at Seattle Children's Hospital, the Veteran’s Administration Puget Sound Healthcare System, and the Fred Hutchinson Cancer Research Center. Our collaborative efforts have generated innovative, translational studies in the basic mechanisms of disease as they apply to diagnostic clinical and anatomical pathology. The 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.
The Department of Laboratory Medicine & Pathology has an outstanding opportunity for a 1.0 FTE Grants and Contract Finance Manager/Program Operations Specialist who will be responsible for the management of grants and contract finances for Pathology faculty and related research projects.
The Program Operations Specialist position requires a high degree of autonomy, personal initiative, discretion, professionalism, flexibility and independent judgment. The employee in this position must possess the knowledge and understand of the complexities of grants and finance management, and adhere to University, NIH, policies, procedures, and politics.
This position requires a high degree of personal initiate; the ability to problem solve independently; a high level of interpersonal skill through verbal and written communications with faculty, academic personnel, staff, and the general public; and intermediate to expert level computer competency.
RESPONSIBILITIES: Training Grant Management: •Manage all financial and grants management aspects of department training grants, including timely proposal submission (competing applications and non-competing progress reports, i.e. RPPR) and acting as the liaison between sponsors, the Office of Sponsored Programs, campus partners, and the Principal Investigator •Ensure compliance with federal National Research Service Award (NRSA) policies and procedures •Manage all administrative aspects of department training grants, which includes managing data tables required for competing and non-competing submissions, ensuring compliance with Public Access Policy for publications, and predoctoral and postdoctoral appointments and terminations on the training grant via Xtrain in ERA Commons •Prepare monthly budget reports and manage training grant budget from beginning to end, which may include preparation of financial status reports, forecast training grant needs, track projected annual budgetary shortfall, and manage appointment and costing allocation for all training grant trainees •Coordinate with multiple faculty and departments to ensure timely appointments and payroll distributions in Workday for all predoctoral and postdoctoral trainees •Ensure compliance with sponsor, State, and University policies for training grant programs •Work with Manager of Program Operations to develop appropriate departmental policies and internal controls for training grant management and policy. - Manage financial and grants management aspects of the Medical Scientist Training program, including but not limited to the following: - Manage pre and post award grant preparation for T32 training grant, multiple NIH F30 fellowships, gift accounts, and other sponsored projects. - Forecast and analyze program budget expenditures and revenue for annual program operation. Monitor program expenditures and revenue. Prepare financial reports for program directors and School of Medicine finance administrators, including long-term program funding models. - Administer MSTP payroll unit entries.
Pre-Award Grant Management: •Prepare complex budgets and other administrative sections of proposals for grants and contracts based on knowledge of sponsor requirements and program objectives. •Advise faculty PIs on sponsor requirements particularly for specialized program announcements and non-federal sponsors. Interface with the University Office of Sponsored Programs (OSP), Grants and Contracts Accounting (GCA), and funding agencies (NIH, NSF, DOD, foundations, etc.). •Manage compliance and provide technical advice and interpretation of government and foundation regulations and UW policies and procedures to PIs, researchers, and support staff. •Act as prime contact between agencies, central offices and faculty. •Use independent judgement and decision making to complete work on time and within compliance. •Problem solve complex issues as they arise.
Post-Award Grant Management: •Independently manage multiple sponsored projects assuring that all transactions are allowable, allocable, and reasonable. Review and approve daily financial transactions related to assigned research projects, and review budget reports and expenses with PIs. •Manage payroll distributions and costing allocations for assigned faculty and their staff and calculate complex faculty effort distributions, and NIH cap cost sharing. •Consult with funding agencies to resolve problems and/or obtain approval for deviation from authorized procedures. •Prepare and submit Progress Reports and Final Status reports for grants and contracts. •Work with funding agencies (both federal and non-federal) to resolve problems and/or obtain approval for deviation from authorized procedures.
REQUIREMENTS: •Bachelor's degree in accounting, business, finance or related field or equivalent professional experience •A minimum of 3 years administrative experience working in a position of increasing responsibility and complexity •Demonstrated ability to perform complex financial analyses utilizing Excel software or other available databases •Experience preparing and submitting grant and contract proposals. •Ability to interpret complex policies and procedures. •Ability to work with multiple reporting lines for accountability. •Ability to work independently with a high degree of reliability, accuracy and productivity. •Strong sense of initiative and resourcefulness to solve new and complex problems •Excellent verbal and written communication skills. •Proficiency with Microsoft Office Suite
Equivalent education/experience will substitute for all minimum qualifications except when there are legal requirements, such as a license/certification/registration.
DESIRED EXPERIENCE •Experience with University of Washington financial and grant management systems including MyFinancialDesktop, Sage, Grant Tracker & Workday •A minimum of 3 years administrative experience working in a UW School of Medicine unit in a position of increasing responsibility and complexity •Advanced Microsoft Excel skills •Knowledge of UW and UW Medicine administrative systems
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.