"Alerted.org

Req #: 246168

Department: SURGERY

Posting Date: 05/16/2025

Closing Info:

Closes On 05/23/2025

Salary: $6,691 - $10,037 per month

Limited Recruitment: **Open to Department employees only**

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.

UW's School of Medicine has an exciting opportunity for a Manager of Program Operations on the Finance team in the Department of Surgery.** **POSITION PURPOSE

The purpose of this position is to provide independent management of the financial operations and grant administration for the department. This position reports to the Assistant Director of Financial Operations & Research Administration and manages two employees.

The incumbent will have direct accountability for day-to-day operations in these areas and is also expected to maintain dynamic communication with faculty, the Vice Chair for Finance & Administration, and administrators over the nine divisions within the Department of Surgery. The Manager of Program Operations oversees two fiscal specialists. As a team, they ensure smooth, well-coordinated, and compliant fiscal systems and processes practiced in a mutually supportive team environment.

Functional areas include:

• Research Financial Management = 40%

• Oversight and Management of Department financial functions = 40%

• Oversight and Supervision of fiscal personnel = 20%

Position Complexities:

This position is responsible for non-clinical financial funds, including purchasing and numerous financial functions in Workday. This position is also responsible for post-award management of designated Department research grants. The manager must work independently and manage individuals with varying amounts of experience and varying skill sets. This position is the last set of eyes for many departmental financial transactions and must be able to see the big picture and pay attention to details. They have responsibility for understanding and ensuring financial transactions are compliant with all university, state, and research organizational rules of financial management. This individual will be a go-to person for answering all financially related questions and will work to ensure "audit-successful" financial records.

This individual must be expert in grant and contract administration, overall financial compliance as well as skilled at interpersonal communications. This individual will have significant fiduciary responsibility and must maintain the financial systems and outcomes for a large department to be up-to-date, accurate, and compliant. This individual ensures that department faculty and all levels of department staff in working with grants and contracts are meeting grant and contract policies and that grant administrative deliverables are accomplished in a timely and accurate way.

They monitor new federal and UW research directives, advise and recommend department procedures, and communicate the changes to administrators and faculty. Additionally, they actively participate in strategic planning (i.e., developing business plans to support grants and contracts agreements), and/or become a team leader for generating and implementing strategic plans.

They set the tone for great customer service and ensure that employees in the fiscal and grants operations areas are customer-focused, providing superior and timely service to all customers. This individual ensures continual systems improvements and training for the staff.

Our Commitment to Equity, Diversity, and Inclusion (EDI):

The Department of Surgery strives to dismantle systemic racism, eliminate healthcare disparities, and promote health equity in our work. Racism and intolerance have no place in our community. We celebrate our multitude of intersecting identities and commit to the ongoing effort of creating an inclusive and supportive workplace climate.

Department Core Competencies

All staff in the Department of Surgery are asked to demonstrate and develop the following core competencies:

1. Quality Focus: strives to deliver the best possible service and results, and continuously seeks opportunities for improvement.

• Key attributes: accuracy, customer service, continuous improvement, problem-solving, and self-development

2. Planning & Organization: completes work in a timely, efficient, and resourceful manner

• Key attributes: priority setting, efficiency, resourcefulness, adaptability and flexibility, organizational awareness, and initiative

3. Teamwork & Relationship Building: builds and fosters positive working relationships with others to achieve shared objectives.

• Key attributes: collaboration, communication, emotional intelligence, recognition, accountability, and integrity

4. Equity, Diversity, and Inclusion: values and honors diverse experiences and perspectives, strives to create welcoming and respectful work environments including dismantling structures of oppression, and promotes and contributes to a culture of access, opportunity, and justice.

• Key attributes: respect, cultural humility, inclusiveness, advocacy, and commitment

Position Dimensions and Impact to the University:

This individual will have significant fiduciary responsibility and must maintain a large department’s financial systems and outcomes so that they are up-to-date, accurate, and compliant. The individual provides oversight, delegates operational work, and delivers direct grant and contract support for approximately half of all the grant and contract work in the department.

The Department of Surgery is among the largest clinical departments within the School of Medicine and its strategic and financial impact on UW Medicine is disproportionately greater than the size of the department. The department has grown substantially over the last 3-4 years, by about 25%, and we continue to appropriately, but rapidly, add faculty, programs, and staff. As of January 2025, the department composition is 151 paid professorial track academic faculty located at all the UW clinical sites; 161 clinical faculty located throughout the community and WWAMI region; Four (4) ACGME residency programs (General Surgery, Plastic Surgery, Cardiothoracic Surgery and Vascular Surgery with 107 residents in these four programs; Twenty (20) ACGME and research fellowships; 150 administrative and research staff and has approximately a $100 million annual department operating budget. More information about the Department of Surgery can be found at UW Department of Surgery.

DUTIES AND RESPONSIBILITIES

Research Financial Management = 40%

The individual in this position will provide pre- and post-award oversight and expertise in planning, application preparation, and submission for grants and contracts for selected PIs within UW facilities. The individual will partner with the School of Medicine’s Administrative Business Center (ABC) on a variety of pre-award processes. Additionally, the individual in this position will assist in the management of post-award activity for selected grants and contracts for the Department of Surgery. The specialist will be the expert and have primary accountability for oversight of all post-award activities for approximately 50% of the grants awarded. Duties include:

Pre-Award Management and Oversight

• Project Planning; working in close collaboration with PIs and administrators to plan the project, including reviewing resources, considering and defining subcontract issues, and other planning activities at the strategic as well as tactical level

• Creating proposal applications: will be primarily responsible for determining the type of proposal this will be, setting the proposal timeline, preparing the budget, and starting sub-contractor and other processes in motion

• Overseeing and managing the proposal submission, ensuring all documents are appropriately prepared and ready for submission, finalizing budgets, calculating faculty effort for the project, and cost share

Post-Award Financial Oversight & Management

• Principal individual to receive and initiate post-award information, including establishing budgets and sub budgets

• Approves all purchases on the grant and contract budgets

• Manage the acquisition of any/all equipment for projects; purchasing, insurance, and reporting

• Prepare meaningful financial reports and review with PIs, providing explanation and expertise

• Interact with sponsors on specific grant-related issues

• Manage system for tracking and reminding PIs of deadlines for annual reports, progress reports, competitive and non-competitive renewals, and pending actions for faculty grants

• Manage closeout actions for grants and contracts within tight time constraints

• Consult with funding agencies to resolve problems, and/or obtain approval for deviation from award (e.g., project extensions, re-budgeting, carry-forward requests, change of PI or PI transfers, reduction in effort by key personnel, change in project scope, approval for pre-award costs, etc.)

Oversight and Management of Department financial functions = 40%

Purchasing & Travel

• Oversight and management of the purchasing/reimbursement ticketing system for the department

• Ensure appropriate and timely handling of all requests

• Manage Workday reporting and assist with reporting to PIs, Vice Chairs, and others

Ongoing process Improvement and technical and customer-service training

• Review system and process on an ongoing basis, approaching improvements using process improvement skills

• Ensure a smooth operational pathway, from intake to fulfillment to disposition of records

• Train junior staff in ticketing system, pertinent Workday functions, and purchasing regulations and protocols for customer service

• Be the final reviewer and approver of all purchasing requests, travel reimbursements, miscellaneous payments, & supplier invoices, ensuring quality control and timely customer service

Management of Policy/Procedures and Compliance

• Must remain current on all University purchasing and travel rules and all administration standards, regulations, and practices

• Develop, implement, and monitor policies and procedures to ensure optimal financial operations and departmental staff functioning

• Monitor departmental fiscal policies and procedures to ensure compliance with all departmental, school, university, state, and federal regulations

Space & Facilities Management:

• Responsibility for transacting and oversight of the departmental Space Inventory Management System reporting

• Oversee department’s equipment inventory processes and procedures to ensure that all equipment and supplies are handled properly in accordance with university and other policies/regulations

• In collaboration with other financial leadership, respond appropriately and effectively to space and facility issues for the department

Oversight and Supervision of Fiscal Personnel = 20%

• Oversee staffing needs; prepare needs assessment and manage recruitment, hiring, and onboarding of new staff

• Ensure that current staff are properly classified, attend to developing and promoting staff as much as possible

• Responsible for training supervised staff in their duties to include technical & customer service duties and ensure they have the tools to successfully accomplish their tasks

• Provide oversight and support to employees to ensure fiscal activities are carried out in a timely and accurate manner

• Ensure general training and development as well as specific training, monitoring junior fiscal employees to ensure they understand all aspects of their duties

• Manage the performance of assigned staff

• Prepare and deliver annual performance reviews

• Work to create an environment that promotes excellence and the growth of junior staff

MINIMUM REQUIREMENTS

• Minimum Associate Degree in Finance, Business, bookkeeping, or other related fields

• Minimum 4 years of financial management in a complex academic system, post-award research management, and supervision of staff

ADDITIONAL REQUIREMENTS

• Strong accounting and financial operations experience

• Expert Excel and MS-Word skills

• Acquainted with tracking and processing technical programs

• Must be interpersonally adept; 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

• Broad understanding of NIH and other granting agency rules and regulations; experience with

• Highly experienced and knowledgeable of rules and regulations surrounding fiscal and grant, and contract policy

• Strong customer service and supervisory development skills

• Experience working in Workday Financial

DESIRED QUALIFICATIONS

• Experience with UW financial and sponsored project systems

• Bachelor’s Degree in Finance, Business, Accounting, or other related fields

• 2-3 years supervisory and staff performance management experience

CONDITIONS OF EMPLOYMENT

• Fully Remote work

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.