Salary is commensurate with experience and education
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The Department of Medicine, Division of Allergy and Infectious Diseases has an outstanding opportunity for a Program Operations Specialist/CERID Program Grant and Contract Specialist. The purpose of this position is to provide strategic pre- and post-award planning and operations support for the research portfolio of the faculty, fellows and staff associated with the Center for Emerging and Re-Emerging Infectious Diseases (CERID). CERID is a cross-disciplinary collaboratory research program that involves faculty, fellows, staff, and students from AID and in other UW Departments, as well as researchers at other universities, as well as in the private sector and non-profit organizations both in the US and internationally . CERID work includes both laboratory basic research as well as complex projects conducted in developing countries that require sophisticated and unique administrative expertise. This position will support the extensive grant and clinical contract management needs of CERID members and requires extensive grant and contract management experience as well as excellent communication skills. Particular expertise is required in regulatory/compliance and fiscal administration. This position reports to the Grant and Operations Manager for the Division of Allergy and Infectious Diseases and works closely with the Director of CERID who is also the Division Head.
The Program Operations Specialist is responsible for the administrative strategic planning and grant and contract award administration for CERID faculty. CERID has currently has 10 primary faculty, about 40 post-doctoral fellows and staff and a portfolio of over $17M. The CERID faculty submitted 42 proposals in FY17. CERID faculty, fellows and staff collaborate with other departments outside of the Department of Medicine and this person needs to be able to coordinate multiple projects with various entities. This position will provide research management expertise and grant and contract production oversight for this complex and highly successful program. The Program Operations Specialist will also provide training and counsel to faculty, fellows and staff concerning grant and contract related processes associated with the research mission of the Division. The Program Operations Specialist will serve as the administrative liaison with multiple process partners, including offices and departments within the University of Washington, as well as industry sponsors, regarding research, compliance, and pre and post award financial issues. The Program Operations Specialist will provide CERID faculty and trainees the support necessary to develop extramural and intramural funding applications, and to manage the fiscal and compliance aspects of research program.
This position develops and implements long-range administrative strategic business processes that meet and ensure program sustainability and operations while meeting all compliance requirements. Specific duties and responsibilities include:
Prepare critical elements of research grant and contract proposals for CERID faculty and fellows. Initiate administrative sections of proposals including but not limited to development of budgets and budget justifications.
Advise faculty and fellows on all matters related to the proposal process, contractual requirements, intellectual property matters, export regulations, negotiation (in conjunction with the Office of Sponsored Programs and Legal department), and developing recommendations to mitigate contractual risks.
Ensure proposals are consistent with federal laws and regulations, sponsor agreements, submission requirements, and University specific policies and procedures.
Mentor, train, and advise research staff, and faculty in pre-award operations and processes.
Identify and lead performance improvement efforts to streamline processes and eliminate bottlenecks.
Leads the training and resource development efforts by providing guidance to the CERID research community on issues such as applicable regulations, cost allowances and budget justifications, cost share requirements. Provide expertise and guidance in all aspects of clinical research budgeting, contract terms, informed consents, and the revenue cycle.
Develops 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.
Performs a comprehensive review of faculty-initiated sponsored research proposals to ensure compliance with policy and funding agency guidelines and regulations and enhance proposal competitiveness.
Develops administrative strategic planning for the program including identifying funding opportunities for all faculty, especially junior faculty and fellows. Responsible for developing and implementing strategies that will increase the number of faculty-initiated grant proposals and sponsored project awards by researching, compiling and analyzing information on potential extramural funding sources and opportunities from government agencies, foundations and corporations.
Financial and Operations Management:
Plan, organize, direct, monitor and coordinate the financial resources for the CERID faculty including financial planning, budgeting and accounting functions; establish and maintain account management procedures including creating financial reports to forecast expenditures.
Oversee grant and contract finances anticipating and detecting financial problems, keeping principal investigators and the Division leadership informed of those problems, proposing solutions, and independently initiating corrective actions and measures.
Oversee post-award activities including financial reporting, payroll distribution and certification, cost sharing, and matching requirements and ensure compliance with agency expenditure policies and procedures, award terms and conditions and will also work to support and develop a customized budget projection and reporting system.
Audit and oversee expenditures, variances, extensions, re-budgeting, advance account requests, payroll and personnel changes for accuracy and compliance with relevant policies and procedures.
Develop and administer a system for generating monthly budget reports that meet requirements of funding agencies, institution, and investigators for planning, budgeting, auditing, and oversight purposes and administer the process for the allocation/funding of faculty salaries.
Interpret and assure compliance with federal, state, institutional and industry laws and policies as they apply to CERID administrative and research operations to ensure compliance in personnel/payroll, purchasing, and budget management and oversight.
Develop policies and procedures related to the administration of financial management functions across all components of this large research center to manage systems that will safeguard compliance with-all institution, local, state and federal regulations regarding grant and contract financial management and reporting.
Responsible for developing, implementing, interpreting, counseling and verifying compliance of policies and procedures by routinely communicating with all parties involved.
Other Duties and Project Work:
Assist with the preparation and review of CERID faculty salary and FTE tracking (one-sheets) on an annual basis, ensuring faculty effort is accounted for and projected accurately.
Supervise student assistants at SLU site
Other Duties and assignments as needed.
As a UW employee, you will enjoy generous benefits and work/life programs. For detailed information on Benefits for this position, click here.
Bachelor's degree plus a minimum 4 years of experience managing a complex grant portfolio, including pre-award proposal submission and post-award administration of federal grants and contracts. Prior experience should include completing grant applications, negotiating effectively with sponsors, and monitoring grant and contract budgets post-award.
Demonstrated ability to maintain harmonious relationships and effectively address complex and sensitive administrative issues in a professional manner.
Demonstrated attention to detail and proven ability to manage multiple projects in an organized, thorough and timely fashion to meet pre-determined goals and deadlines.
Proven ability to organize complex tasks and to direct the work of others with diplomacy and interpersonal effectiveness.
Working knowledge of University of Washington's policies and procedures, particularly related to grant processing.
Proficient in relevant University of Washington systems and databases, specifically SAGE, Grant Tracker, OPUS, Enterprise Data Warehouse, and MyFinancial.Desktop.
Proficient in federal government grant systems such as ERA Commons, ASSIST
High proficiency in MS Office Suite (including Word, Excel, and Outlook), in addition to the ability to quickly learn and apply new or unfamiliar software.
Prior experience in basic science and/or clinical research program in a large academic institution
Demonstrated aptitude for learning new skills and technologies to support the changing needs of CERID
Equivalent education/experience will substitute for all minimum qualifications except when there are legal requirements, such as a license/certification/registration.
Experience working in and creating reports using UW's Enterprise Data Warehouse (EDW)
Experience entering cost allocations for faculty and staff in WorkAllDay
CONDITIONS OF EMPLOYMENT
Appointment to this position is contingent upon obtaining satisfactory results from a criminal background check.
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, Criminal Conviction History, 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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