Experience Inc. Jobs

Req #: 235308

Department: SCHOOL OF MEDICINE

Posting Date: 06/14/2024

Closing Info: Open Until Filled

Salary: $5,636 - $8,270 per month

Shift: First Shift

Notes: As a UW employee, you will enjoy generous benefits and work/life programs. For a complete description of our benefits for this position, please visit our website, click here. (https://hr.uw.edu/wp-content/uploads/sites/3/2018/02/benefits-professional-staff-librarians-academic-staff-20230119_a11y.pdf)

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.

The Institute of Translational Health Sciences (ITHS) is a $80M health research institute based at the University of Washington, with integrated partnerships with Fred Hutchinson Cancer Research Center and Seattle Children’s Hospital, and more than 20 other organizations engaged in health research in five states in the Pacific Northwest region. The mission of ITHS is to accelerate the translation of scientific discoveries to the clinic and beyond to improve the health of people in our region today. We develop critical resources to help innovators move their discoveries forward. ITHS fosters innovative health research, sustains research resources, and provides education and career development programs.

The ITHS is seeking a Grants Specialist to manage accounting, financial, and related processes for ITHS with emphasis on integrating financial software processes for billing and reporting into the ITHS Finance and Administration units. This position will be integral to the financial management of ITHS services. The position is responsible for the reconciliation and maintenance of these processes as well as collecting data to integrate into mandatory grant reporting. This position will manage Continuous Process Improvement (CPI) for finance related processes.

The Grants Specialist will analyze current processes and methods and develop action plans and recommendations to streamline the operations of Finance and Administration. This position will require use of Continued Process Improvement (CPI) and other Lean methods to accomplish the goals. The ability to collect and analyze detailed information for improvement potential and carry out a plan is critical for this position. The Grants Specialist must have strong technical capabilities to work with various computer programs used throughout the organization.

This position will have a direct impact in ITHS's ability to compete for grant renewal from our funding sponsor. The position provides data collection, analysis and planning to the Director of Finance and Administration that will have a direct impact on administrative and financial management. Development of the Institute's programs will significantly strengthen the University of Washington's supportive infrastructure to conduct clinical and translational research.

DUTIES AND RESPONSIBILITIES Grant Management (65%)

• Work with other ITHS teams to prepare documentation as needed for grant and award applications. • Assist the Research Development team with Just-In-Time documentation as required by the sponsor. • Work independently with UW central offices (GCA and OSP) to setup award and award lines (ASRs and MODs) in SAGE. • Work independently with OSP subaward team and Procurement office to setup subawards, subaward-related POs, subaward modifications, and subaward closeout in SAGE and Workday. • Manage payment status of grant and subaward supplier invoices in Workday. • Manage Cost Share and report to GCA. • Manage receipts for purchases on grant budgets per federal and state sponsors compliance and UW policies. • Oversee monthly stipends and quarterly grant trainee tuition through reports in BI portal and Workday. • Manage monthly reconciliation of ITHS grant budgets. • Prepare documents for carryforward request to federal and state sponsors. • Prepare documents for annual RPPR report to federal and state sponsors. • Review proposed budget and provide guidance to federally sponsored educational programs to ensure compliance. • Setup award lines/GR worktags with GCA to manage post-award expenses on federally sponsored educational programs. • Work independently with UW effort reporting office to manage educational program awardees’ FTE to ensure compliance with federal sponsor, state sponsor, and UW policies. • Manage educational fellowship funding to ensure compliance with federal sponsor, state sponsor, and UW policies. • Ensure proper grant closing. • Manage FDM request for grant reporting. • Collect data to integrate into ITHS reporting, including demographics and other grant activities.

NIH/NCATS Sponsored Program Income Management (15%)

• Prepare and manage monthly internal and external billing for grant sponsored ITHS service centers. • Manage pass-through purchases for NIH/NCATS-sponsored program income. • Communicate with service center managers to independently resolve billing issues. • Manage account receivables. • Manage external customer payments. • Validate financial data in our financial database. • Maintain knowledge of other service units to serve as back up.

Operation Management (10%)

• Serve as liaison with the UW Procurement Office, UW Tax Office, and UW Travel Office. • Work independently with UW Procurement Office Strategic Sourcing team on research service agreements provided by external catalyst awardees and other entities. • Manage purchase requests for equipment, supplies, services, subscriptions, maintenance contracts, licensing agreements, dues, etc., using UW purchasing systems as appropriate. • Manage payment and reimbursement requests through Workday including PO, blanket PO, non-PO invoices, travel, and honorariums. • Manage equipment inventories in compliance with UW Equipment Office. • Manage financial activities for travel and ITHS events ensuring compliance with federal sponsor, state sponsor, and UW policies. • Other duties as assigned.

Communications (10%)

• Manage meetings related to projects, capture decision notes and action plans, disseminate information to stakeholders. • Develop presentations, reports, and emails for purposes of providing updates and communications to team members and stakeholders. • Create standard operating procedures and other process documents developed through project completion.

Requirements include:

• Bachelor’s Degree in Finance and/or Accounting and 3 – 4 years of relevant experience. • Experience with various types of computer programs. • Understand integration with RISE and QBE. • Have knowledge of working with UW financial systems. • Proficiency in MS Word, Access, Excel, and PowerPoint. • Ability to adjust in a fast-paced and changing environment with competing deadlines; open attitude to opportunities for improvement or change. • Strong analytical skills to solve complex problems and situations. • Ability to understand technical aspects of computer programs used by ITHS. • Strong technical skills that would allow deep understanding of the ITHS services being delivered. • Experience developing and maintaining clear, up-to-date, well-organized documentation and standard operating procedures. • Ability to develop professional reports, graphs, charts, and other visuals.

Equivalent education/experience will substitute for all minimum qualifications except when there are legal requirements, such as a license/certification/registration.

Desired:

• Four – five years of experience in finance and/or accounting. • Experience in change management.

Application Process:

You will be asked to submit a cover letter AND your response (in a separate “Cover Letter Assessment” to the following (limited to 7900 characters):“We would like to know more about your experience with diversity, race and equity, and social justice. Please tell us about your experience engaging and working with diverse communities – particularly in the context of your professional, volunteer, or civic work. Please also address efforts you have made or been involved with to foster diversity competence and understanding.”

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 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.

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.