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Epidemiology in the School of Public Health has an outstanding opportunity for a full-time Program Operations Specialist.
This position will serve as a Program Operations Specialist for the Administrative Group at the National Alzheimer's Coordinating Center (NACC). The position provides administrative & fiscal support for sponsored research projects and performs general operational tasks for the center.
The National Alzheimer's Coordinating Center (NACC), internally, is comprised of three working groups: Administration, Data Computing, and Methods/Research. This position will be an integral part of the Administrative Team and will report directly to the Administrative Manager.
NACC is funded by various federal grants and contracts for a total of approx $17M/year, and it provides subcontract funds throughout the year to 35 Alzheimer's Disease Centers (ADC). Strong analytical and problem-solving skills are essential, as the person in this position will work on reviewing and initiating a request for complex subcontracts after determining their eligibility as well as monitoring all of the subcontract requests and their fiscal status. Additionally this position is expected to conduct audits and reconciliation of all expenses under the guidance of the Administrative Manager. Excellent communication and organization skills are required as the person in this position is expected to support for the center's complex operations on a daily basis, and work in close collaboration with various internal and external stakeholders including funding agencies, subcontractors (ADCs), vendors, UW units, and NACC faculty and staff.
NACC facilitates collaborative research among 35 ADCs funded by the National Institute on Aging (NIA), and is in its fourth 5-year funding cycle. NACC is responsible for successfully issuing subcontracts to the ADCs continuously throughout the budget year in a timely manner and ensuring compliance with funding agency regulations through regular internal expenses & subcontract invoice review.
In addition to the contract & grant aspects of the center administrations, NACC provides critical administrative support for the ADC community in collaboration with NIH/NIA such as maintaining its research and administrative personnel database and facilitating meetings. It is critical that the person occupying this position possesses the ability to work in harmony with various personnel from diverse backgrounds and multiple institutions. Strong communication skills and possessing characteristics of professionalism are critical as the person in this position will represent the center and the University through constant collaboration with external stakeholders.
Provide assistance and back-up to the Admin Manager to ensure successful proposal submission and ensure compliance by exercising independent judgement interpreting and applying sponsor, UW, federal, and state policies, rules, and regulations with grant and contract preparation and implementation;
Review sponsor terms and conditions for all new awards and alert PIs and the Admin Manager to unusual terms and conditions such as restrictions on spending or unusual reporting requirements;
Initiate new subawards and modification requests for review; follow-up with ADCs and other personnel to ensure subaward executions in a timely manner;
Work strategically with the Admin Manager and NACC Faculty to identify and apply for grants that support current and future research initiatives at NACC;
Maintain a proposal tracking sheet;
Assist with collecting documentation for RPPRs and other types of progress reports;
Draft budgets and budget justifications for review
Serve as resource to faculty, staff, students for University contract and grant processing procedures and funding agency guidelines & regulations;
Serve as a liaison with sponsor, subcontractors, and other UW units;
Monitor deadlines and assist the Admin Manager and Faculty with deliverables for milestones, financial reports, progress reports, etc.
Participate in the award close-out process;
Conduct weekly and monthly audits and reconciliation of all expenditures; document receipts/invoices;
Review subcontract invoices and forward them for the PI & Manager approval; communicate with ADCs to resolve any issues related to the invoices;
Conduct a monthly review of sample submission data and communicate with ADCs to verify reimbursement eligibility;
Advise the Admin Manager and PI on payroll compliance and budgetary requirements for staff supported by their grants and contracts;
Analyze and develop cost saving strategies, provide analysis and recommendations as needed;
Participate in finance meetings with the Admin Manager, PI, and external stakeholders;
Prepare POs, requisitions, reimbursements, honoraria, etc. and facilitate expense transfers;
Attend Monthly Research Administration Meetings (MRAM). Continually learn new requirements for contracts and grants and disseminate information to faculty and staff;
Other post-award tasks as needed
Center operation duties:
Manage various operational tasks for the center including managing permission request for the NACC forms for research purposes and tracking licenses for ADRCs and non-ADRCs to use the drug lookup tool;
Collaborate with other admin staff on daily oversight of the Center's main email and triage in a timely manner;
Prepare for and facilitate meetings with ADCs and funding agencies;
Process travel reimbursements and POs related to the center operations;
Provide other back-up administrative & communication support as needed;
Other projects and operational tasks as needed
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 Business, Finance, or other related field plus at least 2 years of experience in research administration and operations
Ability to synthesize and communicate budget and policy information to various personnel from diverse backgrounds
Strong written/oral communication skills at all levels
Demonstrated attention to detail and proven ability to manage multiple projects in an organized, thorough and timely fashion against pre-determined goals and deadlines
A proactive ability to problem solve and communicate with a desire to improve systems
Dedication to diversity, equity and inclusion (DEI) in all areas of professional conduct
Demonstrated ability to manage multiple tasks in an organized, timely manner
High proficiency in MS Office Suite (Word, Excel, PowerPoint, Outlook) in addition to the ability to quickly learn and apply new or unfamiliar technologies Equivalent education/experience will substitute for all minimum qualifications except when there are legal requirements, such as a license/certification/registration.
Additional experience or strong interest in Alzheimer's Disease and related disorders
Prior experience in basic science and/or clinical research program in a large academic institution
Working knowledge of UW policies and procedures, particularly related to grant processing, and experience working with staff from UW operational offices (e.g. OSP, GCA, etc.)
Familiarity with UW systems and databases such as SAGE, MyFinancialDesktop, EDW
Ability to engage and build customer relationships
Ability to maintain calm under pressure, comfort with ambiguity, ability to earn trust, ability to motivate others, and ability to engage in difficult conversations gracefully
Demonstrated professionalism with a positive attitude, honesty, integrity, and commitments
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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