Research - Laboratory/Non-Laboratory, Staff/Administrative
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The Administrative Business Center (ABC) Shared Services Team has an excellent opportunity for a Program Operations Specialist.
Under the general supervision of the Program Operations Manager, the Program Operations Specialist will be responsible for all aspects of proposal development for grants and contacts submitted to diverse funders. This person will be responsible for providing expertise in both pre-award policies and practices as defined by sponsors, federal, state and the University, while managing ABC’s grant and contract program from proposal development through submission to funding sponsors. Proposal development responsibilities include working directly with principal investigators, department directors, and other staff; developing budgets and preparing administrative portions of proposals; and recommending and implementing departmental policies and practices to ensure compliance with sponsor and university requirements. Pre-award responsibilities include: 1) developing and administering proposal timelines, 2) creating budgets, 3) preparing administrative portions of proposals, 4) writing technical components of proposals including budget justifications, facilities descriptions, biosketches and similar, 5) assisting with literature review, creation of graphs and figures, development of citations, 6) insuring compliance with sponsor and university requirements, 7) quality control of applications, and 8) building and maintaining strong partnership with assigned department faculty and staff. Post-award responsibilities include: 1) preparing and submitting progress reports according to sponsor requirements, 2) providing technical advice and interpretation of regulations to Department faculty and staff, and 3) preparing and submitting Just-in-Time materials. This position is responsible for quality control of applications before they leave the office. This position will participate in lean process improvement activities.
The Administrative Business Center (ABC) Shared Services Center resides within the School of Medicine (SOM) Dean’s Office and is governed by an oversight committee comprised of ten department directors and administrators, plus central campus and Dean of Medicine representatives. The position is responsible for managing compliance to policies unique to SOM and each specific funding sponsor. This position has the opportunity and the risk to increase a faculty members’ research portfolio and therefore opportunity for promotion. The SOM is highly interdisciplinary with collaborative research and training programs that cross over institutional boundaries and involve local, national, and international research organizations and foundations. The Program Operations Specialist will be responsible for preparing incoming and outgoing subawards and contracts with these diverse organizations and their performance will affect valuable funder and collaborator relationships.
Grant & Contract Administration and Compliance Management ( 70%): •This position serves as the expert on grants and contracts administration with substantial responsibility for managing the unit’s grants and contracts program (pre and post award). o Advise faculty PIs on sponsor requirements particularly for specialized program announcements and non-federal sponsors. o Prepare complex budgets and other administrative sections of proposals for grants and contracts based on knowledge of sponsor requirements and program objectives. o Conduct literative review, synthesize information gathered, manage citations. o Create complex graphs and figures. o Manage compliance of G&C program and provide technical advice and interpretation of government and foundation regulations and UW policies and procedures to PIs, program managers, researchers, and support staff.
•Act as the grant and contract compliance officer for the department in compliance with UW, federal, and state policies and regulations. o Review proposals for potential IRB, IACUC and SFI issues and work with PIs for action. o Provide faculty with clear and customer-oriented descriptions of ABC processes. o Interface with the University Office of Sponsored Programs (OSP), Grants and Contracts Accounting (GCA), and funding agencies (NIH, NSF, foundations, pharma). o Serve as the prime contact between agencies, central offices and faculty. o Work with funding agencies (both federal and non-federal) to resolve problems and/or obtain approval for deviation from authorized procedures. o Prepare Just-In-Time documentation and time of award documentation as required by the sponsor. o Post award responsibilities include preparing annual progress reports (i.e., NIH RPPRs) and final status reports for grants and contracts in partnership with the Principal Investigators and department staff. o Oversee the preparation of routine proposals and non-competing renewals prepared by the Budget Fiscal Analyst Leads. o Use independent judgement and decision making to complete work on time and within compliance. o Provide training to faculty, staff and students of the department concerning pre-award management.
•Provides internal policy recommendations to ABC Shared Services management based on federal and university requirements, or system functionality; assist in implementing new policy and procedures. •Coordinate with sub recipients/sub contacts to ensure that proposal requirements and timelines are met. Answer questions and provide guidance of a similar nature as provided to the UW PI. •Escalate issues regarding specific proposals to the supervisor and department contacts.
Quality Assurance (10%): •Conduct a quality control review of all proposals to ensure each application is meeting sponsor/proposal requirements and department and school policies before being routed in SAGE for campus review. •Analyze the quality assurance results to identify trends/opportunities for improvement in ABC processes, tools, and communication to further enhance the service provided to PIs and departments. •Work with the unit manager and administrator to implement process improvements. •Collect, analyze and report on metrics regarding division research portfolio, efficiency, compliance etc.
Administrative Responsibilities (10%): •Attend weekly All Team Meetings and Pre-Award Team Meetings •Develop policies and procedures for pre- and post-award administrative functions. •Act as liaison between the Administrator, Chair, faculty and other staff members, regarding grant and contract proposals. •Serve as a content expert and resource for faculty, and other staff members regarding grant and contact proposals, post award management and compliance. •Provide regular updates to faculty and department administrators regarding changes in federal and university research directives, as well as changes to ABC procedures. •Back up work of other grants and fiscal staff members, lead or contribute to special projects, and perform related duties as required. •Liaison to Visa Specialist and VA Contracts Specialist for assigned departments. •Direct the work of up to 1.0 FTE Budget Fiscal Analyst Lead who will assist in pre-award preparation and coordination for designated SOM departments; update the ABC Grants SharePoint systems; and perform other pre-award duties. •Provide back-up to the Program Operations Manager to maintain a high level of service to our departments and compliance with department, university, and sponsor guidelines. •Train pre-award skills to new pre-award staff within ABC. This will involve training, reviewing work, performing periodic audits, and facilitating corrective actions. •Provide assessment and feedback for staff annual performance reviews.
Portfolio Management (5%): •Liaise with the department and PIs for pre-award and visa. •Coordinate with the post award contacts via email and phone, as well as holding quarterly meetings, to ensure a smooth hand-off at time of award. •Attend faculty meetings & department research meetings. •Monitor funding opportunities (program announcements, request for proposals, request for application) and distribute to faculty. •Pro-active reach out to faculty for annual progress reports (e.g., RPPRs).
Lean Process Improvement (5%): •Recommend process improvements regarding the ABC Grants business process, quality control, and SharePoint system for grants management. •Write, analyze and revise service team pre-award guidelines, policy and procedures, including taking the lead on several form projects such as an intake form, SharePoint and progress report forms. •Write, analyze and revise service team pre award templates which serve to streamline processes and increase consistency.
MINIMUM REQUIREMENTS •Bachelor of Arts degree in Business Administration, Higher Education Administration, or similar degree. •Three or more years’ experience working in research administration with substantial 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 OMB guidelines, Grants.gov and eRA Commons. •Intermediate experience with software including Excel and MS Word. •Demonstrated commitment to excellence.
DESIRED REQUIREMENTS •Experience working with staff from UW operations (OSP, GCA, ISO, etc.) and sponsor program and research staff. •Experience working with UW systems including SAGE and MyFD.
CONDITIONS OF EMPLOYMENT 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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