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Req #: 246601

Department: DEPARTMENT OF MEDICINE: PULMONARY

Job Location Detail: This is a hybrid position

Posting Date: 06/05/2025

Closing Info:

Open Until Filled

Salary: $6,350 - $8,454 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-contract-covered-exempt-20250130-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: Pulmonary, Critical Care and Sleep Medicine has an outstanding opportunity for a Grants and Contracts Manager/Specialist to join their team.** **POSITION PURPOSE

This position manages grants, contracts and related financial management obligations for two divisions in the Department of Medicine; Pulmonary, Critical Care and Sleep Medicine and Gerontology and Geriatric Medicine. This position works directly with award sponsors, scientific collaborators and University offices, representing the Division.

POSITION COMPLEXITIES

This position is responsible for establishing policies and ensuring adherence by physician researchers (principal investigators), research staff, trainees and collaborators. This position is responsible for coordinating pre- and post-award research administration activities with staff of multiple research centers (e.g., Adult Cystic Fibrosis Center, Center for Lung Biology, Cystic Fibrosis Foundation Theurapeutic Development Network, etc.,). This position conducts ongoing local and federal policy review and provides updates and recommendations to Division leadership and Principal Investigators. This position is responsible for eGC1 preparation and submission and award reporting in accordance with Sponsor and University guidelines.

Working with the Manager of Program Operations, this position has responsibility to assist in the ongoing implementation of updated business practices resulting from the implementation and integration of Workday Finance. The Grant and Contract Specialist is responsible for reviewing contractual materials for accuracy and timely implementation, identifying implementation barriers, developing successful response strategies, communicating compliance requirements, establishing deadlines and communicating documentation requirements, providing timely status updates and to ensure that deliverables are accomplished, invoiced and reported.

POSITION DIMENSIONS AND IMPACT TO THE UNIVERSITY

The Divisions of Pulmonary, Critical Care and Sleep Medicine and Gerontology and Geriatric Medicine hold large and varied research portfolios that include funding from the National Institutes of Health, Department of Defense, numerous private foundations and pharmaceutical industry sponsored clinical trials. The Divisions are regularly involved in nation-wide, multi-site clinical research programs that require coordination with other academic research groups and the management of numerous sub-contractual agreements resulting from these research programs.

**DUTIES AND RESPONSIBILITIES** Research Administration - post-award operations/grants and contract management (75%)

+ Assure grant commitments and contract agreements of the University of Washington and sponsoring agencies are fulfilled in a timely and accurate manner. Promote and continually assess compliance and risk management best practices in all aspects of operations. Approve expenditures within the proposed and accepted scope of work, produce reports and work with research scientists, research coordinators and other division management staff to ensure compliance with proposal activities. Create tools and metrics to track and analyze implemented process improvements and ensures that program benchmarks are met and continually evaluated.

+ Work with collaborating staff to ensure award expenditures are reviewed and reconciled using best practices and investigators are provided with reports. Develop updated reporting templates using BI portal and Workday data.

+ Provide counsel, utilizing multiple financial and record keeping systems to perform analyses of federal, private, industry and research and training budgets; forecasting future needs and expenditures and communicate status and progress directly to Principal Investigators, and Division leadership team.

+ Utilize multiple UW research administration systems (SAGE, Workday Finance, OnCore, etc.,) used to track award activity for compliance and accuracy. Troubleshoot and prepare expenditure corrections as necessary.

+ Obtain advance award authorization including worktags allowing for expenditures and allocations, process no-cost extensions and obtain approval for deployment of carry forward and surplus funds.

+ Coordinate with Division, Department or School research administration staff to correctly track and allocate research efforts. Continuously review funding allocations for correlation to assigned work. Identify and implement corrective strategies as needed.

+ Manage outgoing subawards and interagency personnel agreements. Ensure accuracy of Award line data, while timely documenting the execution and invoicing.

+ Manage two NIH institutional training awards (T32 mechanism) including but not limited to updating academic appointments for use of stipend compensation option, process required NIH Xtrain system appointment transactions and payback agreements, and produce NIH Xtract system reports to meet reporting obligations.

+ Design and develop financial analysis and reports on a regular cadence and forecast the grant year-end financial projections.

+ Perform comprehensive and independent review of all documents and data related to the clinical trial funding, including study budget, protocol, contract, and other supporting documentation.

+ Collaborate with Principal Investigators on monthly budget to actual variations and budget development questions. Serve as a resource for clinical trial managers and principal investigators on queries related to the budget, monthly performance and budget to actuals variations.

+ Manage clinical trial invoicing including use of Clinical Trial Management System for multiple clinical research groups including cystic fibrosis, interstitial lung disease, lung transplant, and pulmonary hypertension clinical trial programs.

+ Demonstrate knowledge and understanding of patient privacy rights. Maintain confidentiality of all medical, financial, or other sensitive materials and information in printed, electronic or verbal form, which may jeopardize the privacy of patients. Accesses and uses the minimum necessary patient identifiable information to perform job responsibilities and duties and only for authorized purposes.Research Administration - pre-award operations (25%)

+ Prepare and submit eGC1s and related SAGE documentation and materials for proposals and awards in concordance with sponsor and UW requirements. Submit non-grant related materials including but not limited to Data Use Agreements, Material Transfer Agreements, Non-Disclosure Agreements and Just-in-Time materials.

+ Initiate Industry sponsored clinical trial proposals and act as a liaison between the sponsor and various interested parties. Ensure timely execution of contracts and setup in the clinical trial management system.

+ Work with Investigators and collaborators on budget development. Act as liaison with the collaborating researcher's division, department and school administrators on submissions. Critically assess budget proposals for accuracy and compliance with guidelines.

+ Lead and coordinate efforts with process partners to ensure timely and accurate management of all aspects of research administration including but not limited to timely proposal submission, award processing, timelines and strategic goals, accounting for revenue and expenditures, subcontract and consortium award management, personnel agreements, and technical and financial reporting.

+ Develop reports and analyses for program and division leadership using Workday Finance and HR/Payroll modules and BI Portal to support strategic planning for short- and long-term goals, ensuring the financial health of the research program.

+ Develop and maintain business operational policies and procedures and effectively manage internal controls and internal/external audits. Working with the Manager of Program Operations, revise policies and procedures for implementation.

+ Identify system gaps and bottlenecks to better streamline program processes; work with members of the research administration team to implement updates.

+ Contribute to research program initiatives; providing technical and systematic guidance and support. **MINIMUM REQUIREMENTS**

+ Bachelor’s Degree in accounting or related field.

+ 3 years’ experience. **Equivalent education/experience will substitute for all minimum qualifications except when there are legal requirements, such as a license/certification/registration.** **ADDITIONAL REQUIREMENTS**

+ Equivalent experience can substitute for the degree requirement.

+ High attention to detail, comfortable with effective communication, knowledge of running reports. **DESIRED QUALIFICATIONS**

+ Experience with Grants (NIH or DOT, or HRSA), Experience with pre- and post-award, knowledge of current University of Washington processes, Workday, grants.gov, etc. **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.\#UWDeptMedicineJobs

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.