Administrative/Support, Information Technology, Project/Program Management/Planning, Staff/Administrative
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The Department of Rehabilitation Medicine, ranked #5 by US News & World Report and among the top-ranked programs nationwide for nearly 25 years, is a complex academic and clinical department in the University of Washington School of Medicine and part of UW Medicine. Affiliated Hospitals include UW Medical Center - Montlake, UW Medical Center – Northwest, Harborview Medical Center, Veteran’s Affairs Puget Sound Health Care System, and Seattle Children’s. We provide inpatient rehabilitation care at the University of Washington Medical Center, Harborview Medical Center, Seattle Children’s, and the VA. In addition, we have several outpatient clinics located throughout the region. Our highly regarded education and training programs include a residency program in Physical Medicine & Rehabilitation, medical student clerkships, and fellowship training in several areas. We also have degree programs in physical therapy, occupational therapy, and prosthetics and orthotics, as well as a PhD graduate program in Rehabilitation Science. With our strong research focus, we are among the nation's leading recipients of funding from the National Institutes of Health (NIH), the National Institute on Disability and Rehabilitation Research (NIDRR), the Centers for Disease Control and Prevention (CIDC), and other federal and state research funding. Our efforts make the University of Washington Department of Rehabilitation Medicine a leader in the field and contribute to a better understanding of the rehabilitation process.
The Department of Rehabilitation Medicine is looking for a full-time Grant & Contract Analyst position.
This management level staff position reports directly to the Pre-Award Grant Manager. This position is the primary resource for all principal investigators and must be knowledgeable about UW policies and procedures as well as the numerous policies and procedures of different funding agencies. This individual is responsible for grants and contracts management including contracting, resource budgeting and allocation, implementation, accounting, maintaining, and monitoring. This position requires the ability to work independently using critical thinking to coordinate department grant submissions and contracts, budget development and planning, administration of grant policies and procedures, and management of all phases of the grants and contracts; some pre, but mostly post-award.
Essential Job Functions: • Manage adherence to UW and Funding agency's policies and procedures • Develop clear communications with faculty, PIs and their staff • Manage grants or contracts including clinical trials from applications to award implementation • Produce customized financial reports • Oversee fiscal transactions (payroll, purchasing, AP and AR) for grants and contracts • Liaison with Grant and contract Accounting (GCA) and Office of Sponsored Programs (OSP) to ensure the grant application/management flows smoothly • Participate in developing department grant and contract policies and procedures and process improvement activities. Work independently with PIs to ensure grants are submitted correctly and timely during periods of high activity and stress. • Manage grant and contracts, pre and post-award, including compliance with institutional, federal, sponsor and award requirements and commitments.
Grant Management: Pre-Award • Manage the process of preparing applications including researching policy, regulations, and submission rules of the funding agency. Applications include, but are not limited to: eGC1s for new awards, after-the-fact awards, contracts and supplements, budget design and application administrative document inclusions. Represent the PIs to the Federal Project Officers, OSP, GCA and others. • Manage the preparation and submission of Just-in-Time (JIT) documents.
Grant Management: Post Award • Examine and analyze all Post award budgets for compliance • Review and re-negotiate initial budget set-up for funding action (FA) • Independently manage budget revision process and submissions • Perform outgoing subaward administration contract education and modifications, budget reviews, BPO invoice review tracking and closeout • Review and approve all budget closeouts; assess and create carry-forward requests and monitor and assess all cost shares • Manage preparation and submission of performance and financial reports for funding agencies, working closely with PIs and GCA • Advise PI's and their research coordinators regarding budget reconciliation and maintenance of multiple budgets. Act as second reviewer for budget reconciliation process within My Financial Desktop. Make budget projections and recommendations. Determine course of action based on policy and procedures. • Monitor and approve expenditures via Ariba and PurchasePath (PPath), make purchase recommendations. • Review all Faculty Effort Certification (FEC) and meet with PIs as required. • Maintain and regularly update payroll distributions for all grant related staff and faculty including effort commitment.
Other duties as assigned, including but not limited to: • Manage the process of preparing new awards, contracts, subcontracts, and supplements, including budget design, working closely with the PIs. • Manage the preparation and submission of Federal and foundation performance and some financial reports. • Design and analyze custom reports
REQUIREMENTS: • Bachelors in Business Administration, Accounting or related field • A combination of education/work experience may substitute for the stated requirements • Two years’ experience in financial analysis, budgeting, grant or contract administration • Previous experience with grant submissions, pre- and post-award, budget reconciliation and compliance • Ability to use Microsoft Office products including Word, Access and with intermediate skills in Excel • Ability to exercise independent judgment and discretion • Excellent verbal and written communication skills • Strong commitment to customer service • Detail oriented and highly organized • Ability to be flexible and multi-task, prioritize work with interruptions and meet deadlines
Equivalent education/experience will substitute for all minimum qualifications except when there are legal requirements, such as a license/certification/registration.
DESIRED EXPERIENCE • Knowledge and experience serving in a key role in UW financial and grant/contract accounting systems • Familiarity with national funding agencies such as NIH & Association Community Living (ACL) • Experience with internal or external audits • Familiarity with UW Human Subjects processes, Institutional Review Board (IRB) and Clinical Research Budget and Billing (CRBB)
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.