Research - Laboratory/Non-Laboratory, Staff/Administrative
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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.
The Division of Gerontology and Geriatric Medicine has an outstanding opportunity for a full-time Grants and Contracts Specialist.
This is a 1.0 FTE position responsible for managing all aspects of research administration in the Division of Gerontology and Geriatric Medicine within the Department of Medicine.
Research Administration - pre-award operations
Provide overall management of a research portfolio consisting of established awards and new proposal production. Manage both research and career development awards - operationalize grants and ensure extramurally funded awarded specific aims can be met. Assure grant commitments and contract agreements of the University of Washington and sponsoring agencies are fulfilled in a timely and accurate manner. Promote, train and assess compliance and risk management best practices in all aspects of operations on a continual basis, developing and leading quality improvement efforts as needed.
Determine viability of proposed research – address resource allocation requirements need to ensure successful completion of aims, track effort and resource commitments on the part of investigators and staff. Identify and resolve space and IT requirements.
Interpret and integrate institutional, federal, and sponsor guidelines, policies, and regulations as they apply to research administration operations. Provide counsel and mentoring to researchers and staff pertaining to these issues.
Work with Investigators and collaborators on budget development. Act as liaison with collaborating researcher's division, department and school administrators on submissions. Critically assess budget proposals for accuracy and compliance with guidelines.
Lead and coordinate efforts with process partners 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.
Provides strategic, intellectual and technical assistance to faculty and staff on research revenue cycle policies, compliance and regulatory matters.
Develops ad hoc report and analysis for program and division leadership to support strategic planning for short and long term goals, ensuring the financial health of the research program.
Develops and maintain business operational policies and procedures and effectively manages internal controls and internal/external audits. Revises policies and procedures as appropriate and on an ongoing basis.
Identifies system gaps and bottlenecks to better streamline program processes; independently initiates proposals for corrective action.
Contributes to research program initiatives; providing technical and systematic guidance and support.
Research Administration - post-award operations/grants
Assure grant commitments and contract agreements of the University of Washington and sponsoring agencies are fulfilled in a timely and accurate manner. Promote and continually assess compliance and risk management best practices in all aspects of operations. Approve expenditures within proposed and accepted scope of work, produce reports and work with research scientists, research coordinators and other division management staff to ensure compliance with proposal activities. Create tools and metrics to track and analyze implemented process improvements and ensures that program benchmarks are met and continually evaluated.
Post-award activities commonly comprise but are not limited to:
Work with collaborating staff to ensure budgets are reviewed and reconciled using best practices and investigators are provided with customized, detailed monthly financial reports.
Provide counsel, utilizing multiple financial and record keeping systems to perform analyses of federal, private, industry and research and training budgets; forecasting future needs and expenditures and communicate status and progress directly to Principal Investigators, and Division leadership.
Review UW systems used to track award activity for compliance and accuracy. Troubleshoot and prepare expenditure corrections as necessary.
Obtain advance budget numbers and process no-cost extensions.
Responsible for ensuring accurate and up-to-date signature authority delegations, review and redirect expenditure allocations in accordance with appropriate policies and guidelines, train research staff on these topics.
Coordinate with Division, Department or School research administration staff to correctly allocate payroll efforts. Continuously review funding allocations for correlation to assigned work. Identify corrective strategies.
Designs and develops financial analysis and reports on a monthly and ad hoc basis including forecasts of grant year-end financial projections.
Collaborate with Principal Investigators on monthly budget to actual variations and budget development questions. Serve as a resource for principal investigators and laboratory managers on queries related to the budget, monthly performance and budget to actuals variations.
Manages invoicing and develops and maintains tracking tools for research programs.
Demonstrate knowledge and understanding of patient privacy rights. Maintain confidentiality of all medical, financial, or other sensitive materials and information in printed, electronic or verbal form, which may jeopardize the privacy of patients. Accesses and uses the minimum necessary patient identifiable information to perform job responsibilities and duties and only for authorized purposes.
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.
Bachelor's degree in accounting or finance with 4-5 years of relevant (research administration and fiscal operations in an academic setting) experience.
Equivalent education/experience will substitute for all minimum qualifications except when there are legal requirements, such as a license/certification/registration.
Experience with UW systems (e.g., SAGE, ARIBA, MyFD, Workday) and experience with Department of Defense award management.
CONDITIONS OF EMPLOYMENT
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.
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