Campus Pride Jobs

Req #: 242136

Department: DEPARTMENT OF MEDICINE: ALLERGY & ID

Appointing Department Web Address: https://aid.uw.edu

Job Location Detail: Hybrid 1-2 days in office at Ninth and Jefferson Building at Harborview Medical Center Campus

Posting Date: 12/23/2024

Closing Info: Open Until Filled

Salary: $5,114 - $7,288 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/benefits/wp-content/uploads/sites/3/2018/02/benefits-professional-staff-librarians-academic-staff-20230701_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 Department of Medicine’s Division of Allergy and Infectious Diseases (AID) has an outstanding opportunity for a Program Operations Specialist (Grants Specialist) to join their team. POSITION PURPOSE The Department of Medicine’s Division of Allergy and Infectious Diseases (AID) has an exciting opportunity for a Program Operations Specialist (Grants Specialist) to support the extramural funding in the Center for AIDS and STD's (CFAS). The CFAS Grant Specialist will support a complex portfolio of funding while working with Division of Allergy and Infectious Diseases faculty and staff to provide all aspects of proposal development and post-award management with a variety of organizations, including foreign partners. The Division of Allergy and Infectious Diseases in compromised of a community of over 125 full time faculty members. Our mission is to promote excellence in training, scholarship, and clinical care in Allergy and Infectious Diseases. We strive to create an atmosphere that fosters diversity for its intrinsic importance and the benefits that it brings to individuals, institutions, and society. We value and honor diverse experiences and perspectives and strive to create welcoming and respectful learning environments, and promote access, opportunity and justice for all.

POSITION COMPLEXITIES The position will manage multiple concurrent projects and resolve financial or administrative issues in various areas of research. This position will develop complex budgets and manage contract operations, and will interact in a collaborative manner with other team members to accomplish organizational goals and objectives.

POSITION DIMENSIONS AND IMPACT TO THE UNIVERSITY This position plays a key role in assuring success of Division of AID research portfolios. The AID faculty grant awards benefit the Division and University's research, teaching, and service missions.

DUTIES AND RESPONSIBILITIES This position actively participates in the development and implementation of long-range administrative strategic business processes to assure program sustainability and operations while meeting all compliance requirements. The position is responsible for the administrative oversight of CFAS faculty research portfolios. Specific duties and responsibilities include:

Post Award Financial and Operations Management 60% • Oversee awards anticipating and detecting financial concerns, keeping principal investigators and the Division leadership informed of those issues, proposing solutions, and independently initiating corrective actions and measures. • Oversight of various post-award activities including financial reporting, clinical trial billings, contract invoicing, complex payroll distribution and certification, cost sharing, and ensuring compliance with sponsor award terms and conditions. • Audit and oversee expenditures, variances, extensions, re-budgeting, advance account requests, sub contracts, sub accounts, payroll and personnel changes for accuracy and compliance with relevant policies and procedures. • Establish and maintain account management procedures including creating financial reports to forecast expenditures. • Interpret and assure compliance with applicable federal, state, institutional and industry laws and policies. • Develop systems and tools to provide regular updates to faculty and department administrators regarding changes in federal and university research directives, as well as changes to departmental procedures. • Collaborate and work closely with other grants and fiscal staff members to provide training and back-up when needed.

Grant & Contract Pre-Award Management 30% • Responsible for preparation of research grant and contract proposals for faculty and fellows and oversight of submission process. Initiate administrative sections of proposals including but not limited to development of budgets and budget justifications. This may include working collaboratively with a Budget Fiscal Analyst or Fiscal Specialist. • Ensure proposals are consistent with federal laws and regulations, sponsor agreements, submission requirements, and University specific policies and procedures. • Advise faculty, fellows and staff regarding pre-award operations and processes. • Assist in training and resource development efforts by providing guidance to the program members on issues such as applicable regulations, cost allowances, budget justifications, and cost share requirements. • Provide expertise and guidance in all aspects of research budgeting, contract terms, and the revenue cycle. • Develop contacts and networks with other departments, universities, schools, and offices on grant, research and project proposals involving multiple institutions and coordinate all projects with the Office of Sponsored Programs.

Portfolio Management – 10% • Liaise with the division and PIs for proposal submissions. • Attend division administrative meetings. • Monitor funding opportunities (program announcements, request for proposals, and request for application) and distribute to faculty. • Pro-active reach out to faculty for timely management of annual progress reports (e.g., RPPRs). • Recommend process improvements regarding the departmental business process, quality control, and grants management in general. • Serve as a subject matter expert and resource for faculty and staff regarding pre-award and post-award policies, procedures and compliance issues. Individual will train new staff on policies and practices in relation to grant and contract management.

MINIMUM REQUIREMENTS • Bachelor's Degree in Finance or a related field. Equivalent experience can substitute for degree requirement. At least two years of experience to including: Equivalent education/experience will substitute for all minimum qualifications except when there are legal requirements, such as a license/certification/registration. ADDITIONAL REQUIREMENTS • Experience managing a complex grant and contract portfolio, including pre-award proposal submission and/or post-award administration of federal grants and contracts. • Demonstrated ability and/or experience handling high volume of diverse tasks, under deadlines, with consistently excellent accuracy and attention to detail. • Ability to work independently, take initiative and ownership of work, successfully prioritize, and manage multiple projects in a deadline-driven environment • Excellent written and verbal communication skills • Aptitude for learning new skills and technologies to support the changing needs of programs • Demonstrated ability to maintain harmonious relationships and effectively address complex and sensitive administrative issues in a professional manner. • Comfortable in collaborative setting and working within and across cultures • Flexibility and resourcefulness.

DESIRED QUALIFICATIONS • Experience with an academic institution’s policies and procedures related to grant and contract management. • Proficient in relevant University of Washington systems and databases or similar systems at other workplaces and/or the ability to learn new systems quickly • Proficient in federal government grant systems such as eRA Commons, ASSIST. • Prior experience in basic science and/or clinical research program in a large academic institution Experience managing Federal grants, contracts. • Proficient in UW policies and procedures, particularly related to extramural award processing and management. • Proactive problem solver and communicator, with a desire to improve systems. • Experience at managing international proposals and post award fiscal activities.

Application Process: The application process 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 access 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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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.