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The Department of Radiation Oncology has an outstanding opportunity for a Grants and Contracts Manager/Specialist to join our team. This is an intermediate level position. This position supervises 1.0 FTE Grants Coordinator and 1.0 FTE Fiscal Specialist. The Department has about 60 faculty and approximately 25-30 active/funded projected. This individual manages grants and contracts (pre- and- post award), including the administration and oversight of associated financial compliance and is often responsible for negotiating budgets and working with UW Office of Sponsored Programs and the research site institutions (both domestic and international). In addition, this position manages many of the Department’s core processes (e.g., staff FTE allocations on grant fund, faculty support, etc.) and should be able to assist PIs with the writing of non-technical portions of the grant submission.
S/he must have relevant experience in grant and contract administration, overall financial compliance as well as skilled at interpersonal communications. S/he must ensure that department faculty and all levels of department staff in specified areas are meeting grant and contract policies and that grant administrative deliverables are accomplished in a timely and accurate way. S/he monitors new federal and UW research directives, advises and recommends department procedures, and communicates the changes to administrators and faculty. S/he participates in strategic planning (i.e. developing business plans to support grants and contracts agreements).
This position is primarily responsible for developing, processing and submitting grant and contract proposals, and clinical trials for all divisional, departmental and off-campus funding requests in its entirety. S/He is the primary liaison between the P.I., funding agencies and the Office of Sponsored Program.
Under general direction of the School of Medicine Department Assistant Director, the responsibilities of this position comprise program planning and award management, financial management of grants (pre- and post-award) and financial and administrative compliance related to all grants, contracts and clinical trials for which a UW Radiation Oncology faculty member serves as PI or Co-PI. This position supervises the grants and fiscal specialist positions within the department.
Research Program Planning and Management: 35% The individual in this position will provide pre-award oversight and expertise in planning, application preparation and submission for grants and contracts. Additionally, the individual in this position will manage post-award activity for the P.I.’ s/he will be the expert and have primary accountability for oversight of post-award activities.
Project Planning; working in close collaboration with PI and Assistant Director (and/or Director as needed) to plan the project including reviewing resources, considering and defining subcontract issues and other planning activities at the strategic as well as tactical level;
Develop research budgets within the parameters of the RFA. Collaborate with Clinical Research Manager to develop budgets for clinical trials. Work with Clinical Trial Office, oversee the budgeting process and ensure clinical trial billing grids are accurate.
Creating Proposal applications; will be primarily responsible for determining the type of proposal setting the proposal timeline, preparing the budget and starting sub-contractor and other processes in motion.
Work with the PI to develop and submit proposals for research and training grants for federal, state, local, foundation, corporate funding agencies, federal flow-through, non-federal, sub-contract, self-sustaining, gift;
Develop budgets, budget justifications, and process pre-award paperwork for proposal submission for faculty in the Department of Radiation Oncology; check for compliance with human subjects, animal use and conflict of interests; in collaboration with the Department Assistant Director direct the pre-award process, work flow, and deadlines;
Advise faculty on IRB & IACUC requirements, review human subjects/animal subjects application; ensure compliance with University regulations governing the submission of proposal
Negotiate with sponsors to establish terms and conditions of grant and contract and clinical trials awards; analyze and monitor renewal and amendments for account authorizations;
Work with Clinical Trials Research Manager and Clinical Trials Coordinators to develop budgets for radiation oncology clinical trials being proposed and monitor use of funds and billing requirements. •Provide technical advice, interpret sponsors rules and regulations, and explain UW research policies and procedures to faculty, staff and interested parties administration;
Research new funding sources and opportunities for external funding for innovative projects; assist project managers in the preparation of required reports to funding agencies;
Serve as the liaison between the on-and-off-campus researchers and the Radiation Oncology department and its affiliated sites;
Oversee the preparation of appropriate forms for contracts and agreements (including DUAs, NDAs);
Serve as an advisor to faculty and staff on allowable costs on budgets from multiple sources; interpret existing budget policies for staff and other administrative personnel;
Serve as department representative on institutional committees, as assigned;
Consult with representatives from other agencies regarding budget and fiscal matters; develop, revise, modify, and maintain record-keeping system and spreadsheets unique to each laboratory’s needs;
Provide support to a number of faculty researchers by managing numerous budgets from different funding source (e.g., Department of Defense; Department of Energy, NIH, NSF, foundations, industries) from budget submission to pre-and-post award status, this involves multiple and diverse funding at various site locations that have different financial needs and resources;
Oversee and manage the proposal submission, ensuring all documents are appropriately prepared and ready for submission, finalizing budgets, calculating Faculty Effort for the project and cost share.
Oversee operations and all other funding requests; prepare, process and oversee financial matters (budget and billing) on clinical trial studies;
Research Project Financial Management: 25%
Principle individual to receive and initiate post-award information, work with OSP and GCA to ensure awards are processed and budgets are established timely
Approve purchases on the budgets; Manage acquisition of any/all equipment for projects; purchasing, insurance and reporting
Prepare meaningful financial reports and budget projection reports and review with PIs on a monthly basis, providing explanation and expertise;
Interact with sponsor on specific grant-related issues;
Independently resolve problems related to grant and contract transactions; guide, advise and assist principal investigators and other personnel regarding UW budgetary policies and procedures.
Formulate and process paperwork for corrective action when problems arise, this includes, but not limited to completing and processing additional paperwork by funding agencies;
Manage and ensure that PIs are meeting deadline for sponsor’s required reporting (DOE quarterly reports, interim/annual progress reports, etc…)
Research fiscal and administrative compliance: 20%
Ensures funds are spent according to project purpose and are in compliance with the myriad of sponsor and university regulations;
Ensure that grant activity is on time/on budget; reviewing and working with PI and researchers to ensure this happens;
Manage cost sharing requirements/reporting; faculty effort certification process and compliance;
Manage and monitor subcontract activities; ensure subcontractors meeting deliverables and invoices are accurate and submitted timely for processing
Design electronic spreadsheets to provide complex calculations and for tracking purpose of important billing/invoicing/reporting deadlines
Expert understanding and oversight of compliance with grant and contracting and sponsor regulations;
Plan and ensure appropriate renewal and/or ending of projects/grants;
Manage Postdoc IDPs (Individual Development Plans); ensure PIs and Postdocs complete timely per guideline from sponsor and SoM
Contact funding agencies for approval on deviation of authorized expenditures or carry-forward funds
Answer authoritatively inquiries from internal and external sources regarding grants and contracting activity;
Manage SIMS entries (space inventory)
Manage department research dashboard (monthly/quarterly proposals and awards reports)
Recharge Center Support: 10%
Develop, recommend, and establish charge schedules for cost centers and self-sustaining accounts; calculate depreciation and amortization of equipment;
Oversee the process and work closely with central offices (including the Dean’s office) to establish DUAs and NDAs
Oversee billing (invoices & payments tracking) for the Cyclotron
Assist Cyclotron Director with recharge center month/quarterly/annual reporting
Staff Supervision & Administrative Support: 10%
Supervise fiscal specialist (s) and student helpers
Attend to a variety of administrative details such as keeping informed of departmental/division activities, transmitting information, developing, implementing and interpreting policies and procedures and monitoring day to day operations
Assist Director and Assistant Director with reports and other task as assigned
Bachelor’s Degree in finance or business
4-5 years of finance experience, including 3 years in grants and contract management
Sponsored project administrative experience
Must be interpersonally adept; must be able to work with academic medical faculty
Must be detail oriented and possess an error-free philosophy
Demonstrated ability to communicate well with faculty and senior management as well as peers and subordinates within and outside the Department
Must be a rapid and highly organized worker, one who can respond to deadlines in a positive way
Excellent written and verbal communication skills
Occasional evening and weekend work is required; work hours may exceed 40 hours per week and are deadline dependent
A can-do attitude
Knowledge of federal, industry, and non-industry granting agency's regulations and UW research policies
Hospital accounting experience desirable
Broad understanding of NIH, DOE, and other granting agency rules and regulations
Experience with UW financial and sponsored project systems and work-flows
Familiarity with UW systems (MyFD, Ariba, SAGE, Workday)
At least 1 year of supervisory experience
Experience with clinical trials: industry, cooperative group, and multi-institutional
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 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.
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