CASY-MSCCN Jobs

Req #: 232966

Department: DEPARTMENT OF EPIDEMIOLOGY

Posting Date: 04/08/2024

Closing Info: Open Until Filled

Salary: $6,667 - $7,083 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 )

Although open until filled, priority application date is April 26, 2024.

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 Epidemiology is a large academic and research department housed in the School of Public Health. The Department has more than 50 core faculty at the cutting edge of research regarding critical public health topics such as infectious diseases, mental health, cardiovascular disease, cancer, maternal and child health, injuries and violence, nutrition, aging, and environmental, social and genetic determinants of health. Strong research collaborations exist locally with colleagues at the Fred Hutchinson Cancer Center, Kaiser Permanente Washington Health Research Institute, the Harborview Injury Prevention and Research Center, the Veterans' Affairs Puget Sound Health Care System, the Washington State Department of Health, the Seattle-King County Department of Health, the Bill and Melinda Gates Foundation, and elsewhere, with many of the Department’s core faculty conducting research in collaboration with colleagues across the globe. The Department currently submits approximately 150 grant proposals and has approximately $20M in grant awards each year.

The Department of Epidemiology has a great opportunity for a 1.0 FTE full-time Post-Award Grants Manager (Payroll Title: Program Operations Specialist (E S 8)). This position is responsible for all post-award research administration operations of the assigned research portfolio. In collaboration with principal investigators (PIs), sponsor agencies, research partners and University research support offices, the Grants Manager ensures sponsored research awards are received, budgeted and expended effectively and efficiently in compliance with federal, state, sponsor, and University of Washington regulations, policies, and procedures. The Grants Manager must assess both the short- and long-term implications of budget expenditures and confidently advise researchers of compatibilities and/or conflicts. This position must be able to balance multiple priorities and deadlines in a complex environment, with demonstrated ability to prioritize essential tasks with short lead times. This position reports to the Grants and Contracts Director.

DUTIES AND RESPONSIBILITIES Post-Award Grant Management and Oversight (80%)

• Lead continuous process improvement of comprehensive post-award activities, including designing and implementing new processes and systems for budget oversight and management. As related, establish and implement improved procedures and methods for monitoring post-award budgets/contracts and for collecting, analyzing, interpreting, and disseminating information with Department-wide impact to leadership within Epidemiology and the School of Public Health.

• Oversee and manage complex financial and administrative components of sponsored research projects for the assigned research portfolio.

• Oversee and report on the financial status of sponsored research projects by forecasting and tracking budget expenditures. In tandem with the Grants Director, meet with PIs on a regular basis to present and report on the financial status for each project; present and discuss potential problem areas. Participate in maintaining electronic “faculty dashboard” financial summaries and other complex reports related to faculty activity; this involves complex analysis related to extramural support.

• Prepare regular financial reporting for sponsored projects in respective PI portfolios. Monitor deadlines and assist PIs with deliverables for awards such as progress and financial reports; develop budgetary and administrative documents as required.

• Serve as liaison for the assigned research portfolio with sponsors, subawardees, and University departments.

• Knowledgably follow sponsor guidelines as detailed in the award agreements.

• Manage outgoing subaward process for assigned research portfolio budgets.

• manage effort and submit costing allocation requests for personnel in the assigned research portfolio. Process any needed cost transfers to resolve costing errors and/or inaccuracies.

• Prepare internal UW sub-budget requests and monitor activity of sub-budgets.

• Prepare advance budget requests, extension requests and restricted carryforward release requests as needed.

• Participate in the award close-out process by creating financial and other administrative documents, track programmatic deliverables by PI, and coordinate and independently communicate with relevant UW and sponsor resources to ensure timely close-out.

• Ensure compliance with sponsor, federal, State, and University laws and regulations. Monitor new laws and directives and work with the Grants Director to develop compliance procedures. Keep PIs and their staff informed.

• Help to develop policies or procedures to manage award compliance issues and reduce audit risks.

• Follow established sponsor and UW post-award fiscal compliance guidelines to ensure all expenditures are allowable and allocable to sponsored research budgets.

• Ensure that sponsored research project operational and deliverable requirements are met.

• Ensure compliance of personnel effort reporting.

• Provide support to PIs for non-scientific budget operations, including start-up funds and other budgets in the PI’s portfolio --- coordinate, as needed, with the Grants Director.

• Provide on-going guidance and materials to PIs, administrative and research staff concerning policies, procedures, and regulations pertaining to post-award and compliance topics.

• Collaborate with PIs, the Epi Fiscal/Admin Team, and other UW departments on all post-award related matters.Pre-Award Grant Management (10%)

• Assist and provide backup to the Department’s Pre-Award Grants Manager and Grants Director for assigned portfolio projects, ensuring timely and accurate proposals in accordance with all University, sponsor, and Department requirements. Liaise with PIs on proposal budget development, budget justifications etc.

• Provide technical advice to PIs and support staff on research funding guidelines, budget development, restrictions, and deadlines as needed.

• Assist PIs with strategic planning regarding funding and resource allocation for current awards and pending proposals.Other (10%)

• Collaborate on setup and invoicing of consultants and liaise with stakeholders as needed.

• Coordinate various procurement and financial tasks with other members of the Department’s grants/finance team for contracts, invoices, and purchasing. Collaborate with procurement staff on related tasks.

• Other duties, as assigned, that support the overall success of grant and finance activities in the Department. MINIMUM REQUIREMENTS

• Bachelor's Degree in Business, Research Administration, or related field.

• Minimum 3 years of experience in research administration, including post-award administration of federal grants. Prior experience should include complex budgets, sub-awards, negotiating effectively with sponsors, and monitoring research budgets post-award.

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

• Demonstrated attention to detail and proven ability to manage multiple projects in an organized, thorough, and timely fashion against pre-determined goals and deadlines.

• Experience with federal sponsors such as NIH, DOD, and CDC, as well as nonfederal sponsors such as the Bill and Melinda Gates Foundation.

• Ability to synthesize and communicate budget and policy information to scientists.

• Demonstrated ability to maintain harmonious relationships and effectively address complex and sensitive administrative issues.

• A proactive ability to problem solve and communicate with a desire to improve systems.

• Demonstrated ability to organize complex tasks.

• High proficiency in MS Office Suite (including Word, Excel, and Outlook), in addition to the ability to quickly learn and apply new or unfamiliar technologies.

• Demonstrated commitment to valuing diversity and contributing to an inclusive working and learning environment. DESIRED QUALIFICATIONS

• Prior experience in basic science and/or clinical research program in a large academic institution.

• Working knowledge of UW policies and procedures, particularly related to grants and contracts, and experience working with staff from UW operational offices (e.g., OSP, GCA, etc.)

• Prior experience with UW systems, specifically Workday Finance and SAGE.

• Prior experience using project management tools, such as Asana. CONDITIONS OF EMPLOYMENT It is often necessary to respond to deadlines with short lead times. May occasionally need to work outside of the normal 40-hour workweek in order to respond to deadlines. 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 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.

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.