Grants Manager - Department of Medicine, Division of General Internal Medicine

Job Description

The Division of General Internal Medicine in Department of Medicine has an outstanding opportunity for a Grants Manager (Program Operations Specialist) to join their team.

About this Opportunity

Reporting to the Manager of Program Operations, the Grants Manager is responsible for providing professional-level administrative, analytical, and academic support to the HMC Section of the Division of General Internal and is responsible for establishing policies and ensuring adherence by physician/faculty researchers (principal investigators), research staff, trainees and collaborators.

This position will manage approximately $6.5M in research funding for HMC faculty including the HMC Section Head/Director of King County Emergency Medicine Services and the Director of the UW-HMC Center for Prehospital Emergency Care/Medic One Foundation Chair (pre- and post- award activities). The research focus is prehospital emergency medicine and is funded by endowments, federally sponsored awards, industry sponsored awards, and state/local funding. This position works directly with award sponsors, scientific collaborators and University offices, representing the Division. This position is responsible for establishing policies and ensuring adherence by physician/faculty researchers (principal investigators), research staff, trainees and collaborators. This position is responsible for coordinating pre- and post-award research administration activities with staff of multiple research units across the Division. This position conducts ongoing local and federal policy review and provides updates and recommendations to Division leadership and Principal Investigators. This position is responsible for proposal submission and award reporting in accordance with Sponsor and University guidelines. Working with Principal Investigators and the Division Administrator, this position has responsibility to review proposals for accuracy and feasibility, to identify resource and space needs required for successful implementation, to communicate compliance requirements, establish deadlines and communicate documentation requirements, to provide ongoing financial or other status updates and to ensure that deliverables are accomplished and appropriately reported. This position is responsible for ensuring timely payments for all milestone driven awards.

In accordance with Federal, State, University, School of Medicine and Division regulations, the position will develop and prepare administrative and budget components for grant and contract proposal submissions, prepare progress reports, post-award fiscal interpretation, analysis and transaction processing for NIH, foundation, and industry sponsored programs. This position will develop, modify, and maintain record keeping and reporting systems for multiple sources of funding (Federal, State, private, University, and foundation) through application of consistent methods of tracking budgets to provide accurate budget reconciliation and forecasts, establishment and monitoring of subcontracts and purchasing.

This position has responsibility to review proposals for accuracy and feasibility, to identify resource and space needs required for successful implementation, to communicate compliance requirements, establish deadlines and communicate documentation requirements, to provide ongoing financial or other status updates and to ensure that deliverables are accomplished and appropriately reported. This position is also responsible for ensuring timely payments for all milestone driven awards.

Key Responsibilities

Research Administration - pre-award operations (40%)

•Provide overall management of a research portfolio consisting of established awards and new proposal production. Manage both research awards and subawards and research training awards and contracts - 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 sponsors, researcher's division, department, school administrators and OSP on submissions and processing of awards. 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.

•Consult with PI and determine recruitment related goals; communicate guidelines and provide financial analysis for short and long-term staffing plans based on funding availability.

•Contributes to research program initiatives; providing technical and systematic guidance and support.

Research Administration - post-award operations – grants and contracts (40%)

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:

•Collaborate with Principal Investigators on monthly budget to actual variations and budget development questions. Serve as a resource for clinical trial managers and principal investigators on queries related to the award line, monthly performance and budget to actuals variations.

•Work with collaborating staff to ensure award lines 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 funding sources; 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 Worktags 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.

Training responsibilities (15%)

•Lead and train research administration staff in best practices and process improvement efforts for the pre and post award grant management process.

•Coordinate periodic Section Reports for administrative staff.

•Provide guidance to research faculty and staff regarding research administration requirements.

•Collaborate with Principal Investigators' staff to determine priorities and deadlines for projects as well as provide general guidance for research principles and proposal development

Other Duties - (5%)

•Coordinate faculty effort commitments and reporting.

•Attend administrative meetings, participate in the School, College and UW meetings for grant managers.

•Continually learn best practices and new requirements for grants and contracts and disseminate information to faculty and staff.

•Keep up to date with regulatory standards, industry and form changes, adherence to regulatory requirements for human subjects research and clinical trial research

Required Qualifications

To be considered for this opportunity your application must demonstrate you meet both the minimum qualifications and additional qualifications listed below. Equivalent education and/or experience may substitute for minimum qualifications except when there are legal requirements, such as a license, certification, and/or registration.

Minimum Qualifications

• BA in Accounting/Finance, business or related field plus three years of related experience.
• Equivalent education/experience will substitute for all minimum qualifications except when there are legal requirements, such as a license/certification/registration.
• Applicants who do not meet these qualifications WILL NOT be forwarded to the Hiring Manager.
  

Additional Qualifications

•Ability to problem solve, take initiative, set priorities, handle multiple projects, and exercise good judgement in a fast paced, dynamic, deadline driven environment in an organized and professional manner.

•Excellent communication skills (written and verbal) with all levels of colleagues; excellent interpersonal skills.

•Strong time management and organizational skills.

•Proficiency in MS Office products.

Preferred Qualifications

•Master's Degree in accounting/finance or related field.

•Working knowledge of the Cost Principles for Educational Institutions (2 CFR Part 215-220), and UW Cost Accounting Standards for sponsored agreements.

•5+ years' experience in a clinical department or working with research units.

•Experience in higher education administration, including budgeting and strategic planning.

•Working knowledge of pre- and post-award management of clinical trials.

About the Team

The Division conducts its activities at the UW Medical Center (UWMC-Montlake and Northwest), Harborview Medical Center (HMC), and the VA Puget Sound Health Care System (VAPSHCS) and VA Boise, with research sites located at multiple sites across Seattle. GIM has faculty in seven academic primary care clinics as well as in neighborhood clinics located across the Puget Sound, and manages inpatients at four Seattle area hospitals.

GIM is the largest division in the Department of Medicine and includes both clinical and research functions with a total annual budget of over $100m. There are over 30 research faculty with 85 staff, 125 current grant, contract and gift budgets and annual research expenses of $15 million per year. Faculty and staff are spread over 10+ sites around Seattle and the Puget Sound as well as in Boise, Idaho.

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About the UW

Working at the University of Washington provides a unique opportunity to change lives – on our campuses, in our state and around the world.

UW employees bring their boundless energy, creative problem-solving skills and dedication to building stronger minds and a healthier world. In return, they enjoy outstanding benefits, opportunities for professional growth and the chance to work in an environment known for its diversity, intellectual excitement, artistic pursuits and natural beauty.

Our Commitment

The University of Washington is committed to fostering an inclusive, respectful and welcoming community for all. As an equal opportunity employer, the University considers applicants for employment without regard to race, color, creed, religion, national origin, citizenship, sex, pregnancy, age, marital status, sexual orientation, gender identity or expression, genetic information, disability, or veteran status consistent with UW Executive Order No. 81.

To request disability accommodation in the application process, contact the Disability Services Office at 206-543-6450 or dso@uw.edu.

Applicants considered for this position will be required to disclose if they are the subject of any substantiated findings or current investigations related to sexual misconduct at their current employment and past employment. Disclosure is required under Washington state law.

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