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Req #: 248151

Department: SURGERY

Job Location Detail: Seattle Other Buildings 100% telework

Posting Date: 07/24/2025

Closing Info:

Closes On 07/31/2025

Salary: $8,470 - $9,317 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.

This position is one of 2.5 dedicated grant and contract employees in the Department of Surgery.** **POSITION PURPOSE

The purpose of this position is to provide independent management of grant and contract administration for selected areas that comprise approximately half to two-thirds of the Department of Surgery’s research portfolio. This position reports to the Assistant Director of Financial Operations & Research Administration.

The Grant & Contract Manager (Grants Manager) is an expert in providing post-award management for the following Department of Surgery research activities that are part of the Division of Research:

+ Surgical Outcomes Research Center (SORCE) grants and contracts. SORCE research activity is primarily outcomes research, though SORCE research activities also include clinical and translational research.

+ Research conducted at Harborview Medical Center (HMC) primarily around the specialties of Trauma, Burn and Plastic surgery research activity. The research at HMC primarily is basic lab research, translational and clinical research (including clinical trials),

+ Clinical Trials Research: Recently, all clinical trials research in the department has been administratively consolidated within the Division of Research, regardless of specialty/division. This Grants and Contracts Manager oversees and coordinates the post-award management of clinical trials.The individual in this position will be knowledgeable about external governing bodies rules and regulations, including NIH, NSF, PCORI, NCI NIDDK and others. They must also have significant experience working with the financial rules and protocols that involve industry-sponsored and other non-governmental agencies involved in clinical research and clinical trials.The incumbent will have direct accountability for day-to-day grant and contract operations in these areas and is also expected to maintain dynamic communication with included faculty, the Associate Director for Clinical Finance, the Research Division Administrator as well as other Division Administrators to ensure smoothly functioning grant and contract management. This individual must also be knowledgeable of pre-award activities and systems. The Department of Surgery uses ABC shared services for much of its pre-award activity, but the Grants and Contracts Manager is the liaison and coordinator between ABC and the PIs and department. They must be knowledgeable about all UW research systems and must have the confidence and good-will of the faculty, research staff and ABC partners.Post-Award Administration: 60%Pre-award Administration, Collaboration, Liaison and Administrative Activities = 20%Oversight of Clinical Trial Administrative Activities 20%This is a 1.0 FTE position and reports to the Assistant Director of Finance in the Department of Surgery. **Position Complexities:** The Grants and Contracts Manager must be an expert in UW research processes, offices and technology including Grants & Contracts Accounting (GCA), Office of Sponsored Projects (OSP) and the School of Medicine’s Administrative Business Center (ABC). They must also understand how to work within the Workday Finance environment as pertains to research. This will include managing funds and running efficient and timely reports. They must understand interpret complex and rigorous rules and policies (both sponsoring organizations as well as UW research rules and policies). The Grants Manager will be an individual who enjoys understanding complex systems and ensuring that the department’s awarded research grants and contracts use funds appropriately and adhere to guidelines, policies and regulations governing research projects. They must be someone who enjoys managing a myriad of details with precision and accuracy and comfortable with multiple, and often competing deadlines. The Grants and Contracts Manager must demonstrate strong customer service orientation; they will have substantial interaction with faculty PIs as well as other research staff, advising, answering questions, problem solving and ensuring adherence to policies. The Grants and Contracts Manager will enjoy reviewing, recommending, and implementing process improvements. **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: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-developmentPlanning & Organization: completes work in a timely, efficient, and resourceful mannerKey attributes: priority setting, efficiency, resourcefulness, adaptability and flexibility, organizational awareness, and initiativeTeamwork & Relationship Building: builds and fosters positive working relationships with others to achieve shared objectives.Key attributes: collaboration, communication, emotional intelligence, recognition, accountability, and integrityEquity, 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:** Research within the Department of Surgery encompasses all types of research within all specialties.

+ The largest research group within the department is The Surgical Outcomes Research Center. SORCE was established in 2005 with a mission to assess the impact of surgical procedures patients, society, and the healthcare system and improve the practice of surgery through education, training, and policy initiatives. To date, SORCE has received over $86 million in grant support and currently operates an annual budget of over $6 million. SORCE has grown into a multidisciplinary collaboration of researchers from across health science disciplines, including over 25 UW faculty from 15 departments and 4 schools, and clinicians at clinical practice sites across the Washington State. In addition, SORCE provides a collaborative resource base for junior faculty from all Surgical Divisions as well as cross-departmentally.

+ Research conducted at Harborview Medical Center. The research conducted at HMC includes basic, translational and clinical research in the areas of Trauma, Burn & Plastic Surgery. Research goals include:

+ Identifying and testing new therapeutic approaches to the management of severe injury and critical illness.

+ Optimizing prehospital care after injury and defining the optimal field triage strategy for injured patients by EMS.

+ Identifying and testing new therapeutic approaches to the management of necrotizing soft tissue infections.

+ Working with multiple professional organizations to develop and implement a National Trauma Research action plan for the U.S.

+ Burn Research NWRBMS primary activities include research studies on high priority topics for people with a burn injury such as employment, rehabilitation to include home therapy, depression, post-burn itching, and providing research-based education and training to professionals and consumers.

+ Clinical Trials research is an important aspect of the University’s research mission. It puts basic research into action and has direct impact upon patients’ lives. Some of the groundbreaking clinical research in cardiothoracic and vascular surgery has been conducted at the University of Washington. Device trials are a common clinical trial that is performed, such as TransMedics Inc. “heart in a box” and Physician-Modified Endografts (PMEG) in thoraco-abdominal aortic aneurysm patients.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% in our faculty complement and we continue to appropriately, but rapidly add faculty, programs and staff. As of mid-2024, the department composition is 145 paid 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. 20 ACGME and Research Fellowships; 150 Administrative and Research staff and approximately a $100 million annual department operating budget. More information about the Department of Surgery can be found at UW Department of Surgery. (https://uwsurgery.org/) **How this Position Contributes:** This position is pivotal in ensuring that SORCE, HMC research and department-wide clinical trials have grants management that is expert, accurate, timely and customer-service oriented. These are the biggest single units of research within the department and must be exceptionally skilled at grants management as well as show extraordinary people skills due to the considerable interaction with PIs, other research staff, and University offices. They are charged with keeping up to date with changes in grant and contract management as outlined by granting agencies and ensuring implementation. In addition, this position will oversee the clinical trial administrative processes for the department. **DUTIES AND RESPONSIBILITIES** Post-Award Management= 60%

+ Provides expertise in understanding grants and contracts to ensure compliance with UW and a variety of sponsor policies at all times.

+ Proactively ensures that all grant deadlines are met and that grants are on budget.

+ Proactively ensure that research subcontracts are executed in a timely manner, including tracking spending, and processes leading to payment of invoices.

+ Works directly with PIs and program managers on large complex grants (PCORI, T32s) and provides detailed budget forecasting reports to ensure that all grant funding sources are managed to conform with sponsor, institutional and departmental policies.

+ Interface with the UW Office of Sponsored Programs, Grant & Contract Accounting and funding agencies.

+ Review and authorize budget expenses. Monitor budget activity, taking appropriate corrective action as needed. Investigate and resolve complex budget problems.

+ Manage cost share processes.

+ Manage Faculty Effort Certifications and Grant & Contract Certification Reports for faculty working with SORCE grants and contract.

+ Initiate and achieve budget revisions, no cost extensions, supplements, annual renewals, and fiscal reports as required by the sponsor.

+ Accomplish close-out process for grants/contracts to ensure all deliverables have been met; communicating with Grant and Contract Accounting (GCA) and OSP to ensure that the required documentation is on record.

+ Hold appropriate Workday Finance roles and master Workday reporting in order to present data to PIs in cogent manner.Pre-award Administration, Collaboration, Liaison and Administrative Activities = 20%

+ Approves eGC1s routed to Surgery for approvals

+ Submit grant proposals and other non-award documents via the appropriate processes when ABC, the School of Medicine’s Business Center (ABC) resources, are not engaged. Examples: Supplemental funding requests, Data Use Agreements (DUA), Confidential Disclosure Agreements (CDA).

+ Attend meetings related to grant management processes such as GCA lunches and learn, MRAM, RAPN, etc., to stay abreast of changes that may impact daily work.

+ Responsible for bringing change information to the team and others as necessary.

+ Attend meetings for UW Workday Finance be an active participant in the new Workday Financial system.

+ Assist with records retention compliance in the gathering and storing of grant and contract records.

+ Participate in team meetings to ensure that the team’s processes compliance/audit goals.

+ Review, suggest and initiate process improvement changes in collaboration with grants team.Clinical Trials Oversight = 20%

+ Manage timely clinical trial grant pre/post award processes for all divisions with the Department. Examples: SAGE Awards, DUAs, CDAs & Modifications.

+ Provide budgeting expertise, robust reporting, projections and financial health of clinical trials.

+ Review CTMS invoices and apply payments, investigate discrepancies as needed.

+ Coach and train junior staff as needed.

+ Functions as departmental expert on clinical trial administrative duties for both pre and post-award activities.Job Qualifications: **MINIMUM REQUIREMENTS**

+ BA in Business, Finance, Healthcare Administration, Accounting or similar.

+ Minimum 4 years’ experience in finance and grant management. **ADDITIONAL REQUIREMENTS**

+ Must demonstrate excellent written and oral communication skills.Proficiency in MS Office (Word, Excel, and Outlook).

+ Skill working in Workday Finance.

+ Ability to work independently and effectively with tight deadlines.

+ Demonstrated ability to work independently with faculty and senior staff on major projects. **DESIRED QUALIFICATIONS**

+ 5 years of experience in academic research administration.

+ Prior experience with UW systems and databases, specifically Workday, Bi-Portal and others. **CONDITIONS OF EMPLOYMENT**

+ 100% remote **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.

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.