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The Department of Neurology offers comprehensive consultation, evaluation and treatment services for adults and children with neurological disorders, through its clinical facilities at the University of Washington Medical Center, Harborview Medical Center, Northwest Hospital and Medical Center, VA Puget Sound Health Care System and Seattle Children's Hospital and Regional Medical Center. Through our commitment to research, we continue to gain insight and understanding into the normal and abnormal functions of the human nervous system and how to care for related disorders. We are then able to share the knowledge gained and results of this research with our colleagues at the University, across the nation, and around the world. The Neurology Clerkship and Residency Training Programs represent significant foci of the Department's efforts. We are extremely proud of our programs, which regularly receives applications for training from around the world. Clinical exposure is outstanding, teaching is a top priority, research and collaborative opportunities are abundant, and our faculty are friendly and approachable.
The Department of Neurology has been a center of clinical and academic excellence since 1995, and has a mission that includes meeting the health-care needs of patients with neurological issues, advancing knowledge through research in the clinical and basic neurosciences and training the next generation of neurologists in our residency program through its clinical facilities at the University of Washington Medical Center, Harborview Medical Center, VA Puget Sound Health Care System and Children’s Hospital and Regional Medical Center.
Department of Neurology in the UW School of Medicine has an excellent opportunity for a 100% FTE Grants and Contracts Specialist. This goal of this position is provide support to the Associate Director of Research and back-fill post-award and contract management functions in Neurology. This position will work to support research goals and efforts and directly impacts the financial health and stability of the program through strategic and proactive operational and financial analysis and oversight.
The primary responsibility of this position is to administer pre and post award management and provide budget analysis to division principal investigator’s and leadership team for the Department of Neurology. This position will manage timelines, communications and budgets, and ensure compliance with sponsors and University requirements. This position will provide on-demand analysis as requested by faculty members and the Associate Director. This position requires excellent analysis skills, excellent written and oral communication skills, the ability to handle sensitive and confidential information, and project management skills in a constantly changing, high-stress environment. This position must maintain dynamic collaboration and communication with principal investigators, steering committees, industry sponsors, vendors, federal agencies, program and other division staff. The Grant and Contracts Specialist will act independently and on behalf of the program by applying knowledge of divisional, institutional, state, and federal policies and regulations.
This position is crucial for the success of the Neurology faculty and staff in keeping operations and research running smoothly. This position is essential in working with faculty, staff, and our partners on grant management. Delays in funding can ultimately impact the research productivity of the Department of Neurology and could jeopardize research collaboration.
Post-award and sub-award grant and Contract Process
Ensure compliance with policies and procedures at the University and sponsors.
Authorize actions by central University offices in matters concerning the establishment and continuation of grant, contract, and research sub-awards.
Ensure grant, contract and research sub-award agreements are executed in a timely manner by regularly monitoring status and communicating with appropriate internal and external administrative offices.
Implement, monitor, and manage budgets for all grants and projects.
Work closely with the research team through the administrative details of research sub-awards with various institutions domestically and internationally.
Interact with staff of UW Grant and Contract Accounting on post-award management issues including ensuring correct application of indirect costs.
Manage the close-out process for grants and contracts.
Coordinate arrangements for research program activities such as sponsor on site review meetings, seminars, and visits.
Manage the cost-share processing for budgetary implications and reports this information regularly to the Associate Director.
Pre-Award Grant and Contract Process
This position is responsible for acting as the primary liaison with the Administrative Business Center (ABC) and is responsible for triaging, managing, and communicating time sensitive information to the Associate Director and faculty.
Ensure successful grant submissions that includes all elements of grant requirements.
Coordinate and direct the just-in-time process for NIH proposals with the ABC team.
Serve as the department expert and contact for grants opportunities in the department for faculty, fellows and residents.
Interact with staff of the UW Office of Sponsored Programs as well as academic offices such as Human Subject Division (HSD) and Institutional Animal Care and Use Committee (IACUC) for questions during the submission process.
Reporting and Budget reconciliation
Work with Principal Investigators to complete required sponsor reporting such as progress reports and final reports. Provide financial information as required. Keep Principal Investigators abreast of deadlines and reporting requirements.
Provide regular reports to Principal Investigators to review and confirm monthly transactions and payroll charges. Provides quarterly reports (and on demand reports) that include actual expenses and projected expenses of personnel, travel, equipment, research sub-awards, and other spending activities. Meets with Principal Investigators to review project plans and projections.
Ensure timely and accurate completion of faculty effort certification report and Grant and Contract Certification Reports.
Prepare financial spreadsheets, forecasts, and reports for use by the Chair, faculty, and Administrator using Excel, Access, PowerPoint, and other software.
Reconcile the grants and contracts on the monthly basis and resolves discrepancies as needed
Lead special projects and perform related duties as required.
Compliance and Standardized Procedures
Update and manage policies and procedures for pre- and post-award administrative functions.
Act as liaison between the Associate Director, Director, Chair, faculty and other staff members, regarding grant and contract proposals and post-award compliance.
Serve and lead as the grant and contract Compliance Officer for the department in compliance with UW, federal, and state policies and regulations.
Serve as point of contact for grants and contracts funding and compliance approvals for purchasing, reimbursement and travel.
Manage records management process and system of the department pertaining to grants and contracts.
Other Duties and Projects as assigned by the Department (10%)
Bachelor's Degree in Business, Finance, Social Sciences, or other related field.
Two or more years’ experience in research administration responsibility for proposal development, including complex budgets and sub-awards
Experience interacting with faculty and department leadership in project management context.
Demonstrated ability to manage priorities to meet deadlines while maintaining attention to detail.
Advanced knowledge/experience with federal grant guidelines and submission systems.
Intermediate experience with software including Excel, MS Word, and Adobe Acrobat.
Demonstrated commitment to excellence and customer service.
Three years of work experience in UW research management (pre- and post-award) with substantial responsibility for proposal development, financial reporting and subcontract management.
Experience developing and monitoring complex budgets.
Demonstrated ability to manage priorities to meet deadlines while maintaining attention to detail.
Demonstrated ability to deliver programmatic support to clinical and research neurosurgeons in a high volume environment.
Excellent written and spoken communication skills.
Ability to take initiative and work effectively within the organization and with external partners.
Ability to remain personable, professional and organized under stressful situations.
Demonstrated ability to identify, interpret and follow policies and procedures (academic, federal, state, and other).
Advanced experience with Microsoft Office, particularly Excel
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 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.
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.