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The purpose of this position is to provide independent management of the financial operations and grant administration for the Department of Surgery. This position reports to the Assistant Director of Financial Operations & Research Administration and manages 3-4 employees.
The incumbent will have direct accountability for day-to-day operations in these areas and is also expected to maintain dynamic communication with faculty, Director, Associate Director, Chief of Finance & Operations and fiscal specialists to ensure smooth, well-coordinated and compliant fiscal systems and processes practiced in a mutually supportive team environment.
Functional areas include:
Research Faculty and Post-Award Financial Management (40%)
Oversight and Supervision of specified Finance Operations & Compliance (40%)
Oversight and Supervision of Fiscal Personnel (20%)
POSITION COMPLEXITIES: This position is responsible for non-clinical financial funds management in grant administration and purchasing transactions. The specialist must work independently and manage individuals with varying amounts of experience and varying skill sets. This position is the last set of eyes of many departmental financial transactions and must be able to see the big picture and yet pay attention to details. They have responsibility for understanding and ensuring financial transactions are compliant with all University, State and research organizational rules of financial management. This individual will be a go-to person for answering all financially-related questions and will ensure "audit-proof" financial records.
This individual must be expert in grant and contract administration, overall financial compliance as well as skilled at interpersonal communications. This individual will have significant fiduciary responsibility and must maintain the financial systems and outcomes for a large department to be up-to-date, accurate, and compliant. The Specialist ensures that department faculty, as well as all levels of department staff working with Grants and Contracts are following current policies, and meeting grant administrative deliverables in a timely and accurate way.
The specialist monitors new federal and UW research directives, advises and recommends department procedures, and communicates the changes to administrators and faculty. Additionally, they actively participate in strategic planning (i.e. developing business plans to support grants and contracts agreements), and/or become team leader for generating and implementing strategic plans.
They set the tone for great customer service and ensure that employees in the fiscal and grants operations areas are customer focused, provide superior and timely service to all customers. This individual ensures continual systems improvements and training for the staff.
Position Dimensions and Impact to the University: This individual will have significant fiduciary responsibility and must maintain a large department’s financial systems and outcomes so that they are up-to-date, accurate and compliant. The individual provides oversight, delegates operational work and delivers some direct grant and contract support for ½ of all the grant and contract work for the department.
POSITION RESPONSIBILITIES Research Faculty and Post-Award Financial Management (40%) The individual in this position will provide pre and post award oversight and expertise in planning, application preparation and submission for grants and contracts for selected PIs within UW facilities. The individual will partner with the School of Medicine’s Administrative Business Center (ABC) with a variety of pre-award processes. Additionally, the individual in this position will assist in the management of post-award activity for selected grants and contracts for the Department of Surgery. The specialist will be the expert and have primary accountability for oversight of all post-award activities for approximately 50% of department sponsored project volume. Duties include:
Pre-Award Management and Oversight
Project Planning; working in close collaboration with PIs and administrator to plan the project including reviewing resources, considering and defining subcontract issues and other planning activities at the strategic as well as tactical level
Creating Proposal applications: will be primarily responsible for determining the type of proposal this will be, setting the proposal timeline, preparing the budget and starting sub-contractor and other processes in motion.
Overseeing and managing the proposal submission, ensuring all documents are appropriately prepared and ready for submission, finalizing budgets, calculating Faculty Effort for the project and cost share.
Post Award Financial Oversight & Management
Principle individual to receive and initiate post-award information, including establishing budgets and high volume of sub budgets.
Approves all purchases on the grant and contract budgets.
Manage acquisition of any/all equipment for projects, which includes purchasing, insurance and reporting.
Prepare meaningful financial reports and review with PIs, providing explanation and expertise
Interact with sponsor on specific grant-related issues.
Manage system for tracking and reminding PIs of deadlines for annual reports, progress reports, competitive and non-competitive renewals, and pending actions for faculty grants.
Manage closeout actions for grants and contracts within tight time constraints.
Consult with funding agencies to resolve problems, and/or obtain approval for deviation from award (e.g. project extensions, re-budgeting, carry-forward requests, change of PI or PI transfers, reduction in effort by key personnel, change in project scope, approval for pre-award costs, etc.)
Oversight and Supervision of specified Finance Operations & Compliance (40%) Purchasing & Travel
Oversight and management of the purchasing/reimbursement ticketing system
Ensure appropriate and timely handling of all requests;
Prepare fiscal summaries for the Associate Director and/or Assistant Director
Oversee and Implement budget requests and extensions;
Sub-Contract execution in ARIBA for large program sponsored projects, and associated invoice processing;
On-going process Improvement and technical and customer-service training
Review system and process on an ongoing basis, approaching improvements using process improvement skills;
Ensure a smooth operational pathway, from intake, to fulfillment to disposition of records;
Train junior staff in ticketing system and purchasing regulations and protocols for customer service;
Be the final reviewer and approver of all purchasing and travel reimbursements, ensuring quality control and timely customer service
Management of Policy/Procedures and Compliance;
Must remain current on all University purchasing and travel rules and all administration standards, regulations, and practices
Develop, implement and monitor policies and procedures to ensure optimal financial operations and departmental staff functioning
Monitor departmental fiscal policies and procedures to ensure compliance with all departmental, school, university, state and federal regulations;
Space & Facilities Management:
Responsibility for transacting and oversight of the departmental Space Inventory Management System reporting;
Oversee departmental equipment inventory processes and procedures to ensure that all equipment and supplies are handled properly in accordance with University and other policies/regulations;
In collaboration with other financial leadership, respond appropriately and effectively to space and facility issues for the Departments.
Oversight and Supervision of Fiscal Personnel (20%)
Oversee staffing needs; prepare needs assessment and manage recruitment, hiring and on-boarding of new staff.
Ensure current staff are properly classified; attend to developing and promoting staff as possible.
Responsible for training supervised staff in their duties to include technical and customer service duties. Ensure they have the tools required for successfully accomplishing their tasks.
Provide oversight and support to employees to ensure fiscal activities are carried out in a timely and accurate manner;
Ensure general training and development as well as specific training, monitoring junior fiscal employees to ensure they understand all aspects of their duties;
Manage performance of assigned staff.
Prepare and deliver annual performance reviews
Work to create an environment that promotes excellence and growth of junior staff.
REQUIRED JOB QUALIFICATIONS Education & Type and Years of Experience: Bachelor’s degree in finance, business, accounting or other applicable areas AND 4-5 years pre- and post-award, sponsored project administrative experience; including 3 years grant and contract management.
Other Required Qualifications
Strong accounting and financial operations experience
2-3 years supervisory and staff performance management experience
Expert Excel and MS-Word skills’
Acquainted with tracking and process technical programs;
Must be interpersonally adept
Must be able to work with academic medical faculty
Must be detail oriented and possess an error-free philosophy
Demonstrated ability to communicate well with faculty and senior management as well as peers and subordinates within and outside the department
Must be a rapid and highly organized worker; one who can respond to deadlines in a positive way
Broad understanding of NIH and other granting agency rules and regulations; experience with UW financial and sponsored project systems (MyFD, SAGE, Grant Tracker, EFEC) and work-flows.
Highly experienced and knowledgeable of rules and regulations surrounding fiscal and grant and contract policy.
Strong customer service and supervisory development skills.
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.
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