University of Washington GRANTS AND FISCAL MANAGER in Seattle, Washington
Req #: 166908
Posting Date: 04/24/2019
Closing Info: Open Until Filled
Salary: Salary is commensurate with experience and education
Shift: First Shift
As a UW employee, you have a unique opportunity to change lives on our campuses, in our state and around the world. UW employees offer their boundless energy, creative problem solving skills and dedication to build stronger minds and a healthier world. UW faculty and staff also enjoy outstanding benefits, professional growth opportunities and unique resources in an environment noted for diversity, intellectual excitement, artistic pursuits and natural beauty. All of which has allowed the UW to be nationally recognized as a “Great College to Work For” for five consecutive years. The purpose of this position is to manage and administer grant and finance operations of the Division of Medical Oncology. The Division is composed of over 50 faculty, and more than 180 research and administrative staff. This Division is one of the largest in the Department of Medicine, complex in its relationship with Seattle Cancer Care Alliance (SCCA) and the Fred Hutchinson Cancer Research Center (FHCRC), our consortium partners, and have the greatest number of clinical trials in the University of Washington. This is a fast-paced, ever changing environment. The Division of Medical Oncology in the Department of Medicine has an outstanding opportunity for a full-time Grant Fiscal Manager. The Grant and Fiscal Manager is required to use independent judgment, strong leadership skills, good communication and knowledge of clinic and hospital administration and academic clinical trial healthcare business operations, to effectively facilitate work flow and promote a collaborative work environment. This position will maintain dynamic communication with principal investigators, trainees, steering committees, search committees and applicants, numerous university departments, the Alliance partners and federal agencies. By applying the knowledge of program leadership's work commitments, status of projects, and nature of contacts will act independently and on behalf of leadership. Advises faculty of rules and regulations of the University of Washington and various granting agencies and ensures compliance with those rules. This position will act as subject matter expert on Grant and Contract Pre-Award practices. This position is supervised by and reports to the Division of Medical Oncology Administrator and Finance Manager. Functional areas include grant pre and post award management, clinical research financial operations and fiscal management, and independent coordination of special projects. The Grant and Fiscal Manager’s job performance is evaluated in terms of independence, leadership, appropriateness and effectiveness of communications, timeliness and accuracy of work, knowledge of grant pre and post award regulations and policies, and overall progress of Division of Medical Oncology goals. The Division of Medical Oncology is committed to the goals and priorities of the School of Medicine to conduct research and develop new therapeutic models for the treatment of solid tumors. This position will provide grant management support to these efforts. I. Grant and Contract Pre Award II. Grant Post Award and Fiscal Management III. Administration RESPONSIBILITIES Grant and Contract Pre Award
This position will be solely responsible for the successful submission of proposals to various sponsors and will be expected to have comprehensive knowledge of timelines, rules and regulations and be able to correctly interpret a RFA/RFP.
Advise faculty PIs on sponsor requirements particularly for NIH and specialized program announcements.
Prepare complex budgets and other administrative sections of proposals for grants and contracts and clinical trials based on knowledge of sponsor requirements and program objectives.
Conduct literature review, synthesize information gathered, manage citations.
Create complex graphs and figures.
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.
Review proposals for potential IRB, IACUC and SFI issues and work with PIs for action.
Interface with the University Office of Sponsored Programs (OSP), Grants and Contracts Accounting (GCA), and funding agencies (NIH, NSF, foundations, pharma).
Serve as the prime contact between agencies, central offices and faculty.
Prepare Just-In-Time documentation and time of award documentation as required by the sponsor.
Oversee the preparation of routine proposals and non-competing renewals prepared by Program and Fiscal staff.
Provide training to faculty, staff and students of the division concerning pre-award management.
Manage the proposal process from start to finish ensuring that all sponsor requirements are adhered to; create all administrative proposal documents, upload all proposal documents via sponsor websites, and obtain verification of successful application transmittal to sponsor.
Ensure successful proposal submission by exercising independent judgment interpreting and applying sponsor, UW, federal and state policies, rules and regulations with grant/contract preparation and implementation.
Coordinate with subrecipients/subcontacts to ensure that proposal requirements and timelines are met. Answer questions and provide guidance of a similar nature as provided to the UW PI.
Collaborate with PIs and other department administrators on UW campus and worldwide Grant Post Award and Fiscal Management
This position requires a comprehensive understanding of UW GIM’s and financial policies with regard to clinical and research financing.
Direct all grant related activities. Oversee and manage technical, legal, financial, and administrative components of grant management for the research group, working directly with the finance team, other departments, sponsors, and senior management.
Maintain grant oversight by overseeing the status of grants and forecasting and tracking grants and budgets for the multiple PIs in the program.
Hold final signature authority on program expenditures. Work directly with faculty and staff on what is allowable, allocable and reasonable.
Serve as liaison for the research group with sponsors, industry, and university departments. Proposals, submission guidelines, and grant or contract execution are very complex and may require frequent contact with sponsor representatives, the Office of Sponsored Programs, and Grant and Contract Accounting.
Provide support to assist PIs in successfully accomplishing their research goals.
Be the "go-to" person for all grants and contracts issues, all aspects of program operations.
Ensure compliance with sponsor, federal, state and university laws and regulations. Monitor new laws and directives and develop compliance policy or procedures. Keep program investigators, staff and senior management informed.
Identify and assess compliance and risk management issues. Develop policies and procedures to manage issues and implement as appropriate. Reduce audit risk and ensure accuracy.
Ensure all expenditures are allowable, allocable, and reasonable with all applicable restrictions and regulations.
Ensure grant and contract operational and deliverable requirements are met.
Ensure organizational grants and budget management systems and controls for maintaining compliance with all applicable organizational policies and procedures, regulations, and donor requirements are in place and followed.
Provide expertise to the program on grants and contracts.
Provide on-going training and written materials to PIs, administrative and research staff concerning policies, procedures, regulations and identified problem areas.
Meet reporting requirements.
Determine, submit and reconcile faculty and staff distributions. This includes a comprehensive understanding of eFECs, GCCR’s and an ability to interpret and adapt the UW policies to the Division.
Analyze funding to ensure faculty and staff will be adequately funded. Meet with faculty/program managers to discuss areas of concern.
Establish and maintain process to approve and monitor expenditures, including patient care from various institutions including SCCA, FH, Evergreen and Northwest hospitals among others.
Develop and submit detailed staff assignments, transfer price agreements and subcontracts with FH
Accounts payable and receivable on clinical trials, including invoicing sponsors and partners, allocating payments and receipts to activity and ensuring billing is current.
Provide complex salary, expenditure, and revenue projections based on research study accrual and contract terms.
Review and approve all ARIBA, procurement, procard and other purchases using UW methods for the entire division. This includes upwards of 100 BPO’s and complicated patient travel reimbursement. Assist staff with procurement/payment questions related to allowable, allocable, reasonable.
Assist Division Finance Manager in preparing annual division budget for presentation to the Dept. of Medicine. Understand the clinical cash flows, and other revenue streams of the Division. Identify areas of necessity and consult with Division team to plan for future expenditures.
Control R&T and RCR budgets – ensuring coverage for salary cap cost share, physician admin support, central admin salaries. Reconcile funding from Dept. to the allocation reports to ensure correct allocation
Calculate and participate in End of Year Budget Closeout with Dept. of Medicine, explaining variances in spending and other issues. Administrative Responsibilities
Develop policies and procedures for pre- and post-award administrative functions.
Meet with faculty to discuss grant proposals, administration and entire research portfolio.
Serve as a content expert and resource for Division Admin and 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.
Act as the grant and contract compliance officer for the division in compliance with UW, federal, and state policies and regulations.
Back up work of other grants and fiscal staff members, lead or contribute to special projects, and perform related duties as required.
Liaison to FH and VA Contracts Specialist to issue/receive staff assignments/subawards.
Direct the work of program and fiscal staff who will assist in pre-award preparation and coordination for designated.
Provide back-up to the Division Finance Manager to maintain a high level of service to our departments and compliance with department, university, and sponsor guidelines.
Train pre-award skills to staff. This will involve training, reviewing work, performing periodic audits, and facilitating corrective actions.
Provide assessment and feedback for staff annual performance reviews.
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). As a UW employee, you will enjoy generous benefits and work/life programs. For detailed information on Benefits for this position, click here. ( http://hr.uw.edu/benefits/wp-content/uploads/sites/3/2018/02/BAAG-Acad-Prof-Librarian-draft_2-18.pdf) REQUIREMENTS:
Bachelor's Degree in Business Administration, Higher Education Administration, or similar degree or equivalent experience. Three or more years’ experience working in research administration with substantial responsibility for proposal development, including complex budgets and subawards. Additional Requirements:
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 Grants.gov and eRA Commons. Intermediate experience with UW systems & software including: Excel and MS Word.
Demonstrated commitment to excellence. Equivalent education/experience will substitute for all minimum qualifications except when there are legal requirements, such as a license/certification/registration. DESIRED
Experience working with staff from UW operations (OSP, OCA, GCA, ISO, etc.) and sponsor program and research staff.
Experience with UW systems including: SAGE, MyFD, EDW. 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.
University of Washington is an affirmative action and equal opportunity employer. All qualified applicants will receive consideration for employment without regard to, among other things, race, religion, color, national origin, sexual orientation, gender identity, sex, age, protected veteran or disabled status, or genetic information.
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