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Job Description

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’s Division of Allergy and Infectious Diseases (AID) has an outstanding opportunity for a** **Grants Specialist (Program Operations Specialist)** **to join their team.

The Department of Medicine’s Division of Allergy and Infectious Diseases (AID) has an exciting opportunity for a Grants Specialist (Program Operations Specialist) to support the extramural funding in the Center for AIDS and STD (CFAS). The CFAS Grant Specialist will support a complex portfolio of funding while working with Division of Allergy and Infectious Diseases faculty and staff to provide all aspects of proposal development and post-award management with a variety of organizations, including foreign partners. The Division of Allergy and Infectious Diseases in compromised of a community of over 75 full time faculty members and 50 clinical faculty members. Our mission is to promote excellence in training, scholarship, and clinical care in Allergy and Infectious Diseases. We strive to create an atmosphere that fosters diversity for its intrinsic importance and the benefits that it brings to individuals, institutions, and society. We value and honor diverse experiences and perspectives and strive to create welcoming and respectful learning environments, and promote access, opportunity and justice for all.

DUTIES AND RESPONSIBILITIES

Reporting to the Associate Administrator in the Division, this position actively participates in the development and implementation of long-range administrative strategic business processes to assure program sustainability and operations while meeting all compliance requirements. The position is responsible for the administrative oversight of program contracts and grants. Specific duties and responsibilities include:

_Post Award Financial and Operations Management 60%_

• Oversee awards anticipating and detecting financial concerns, keeping principal investigators and the Division leadership informed of those issues, proposing solutions, and independently initiating corrective actions and measures.

• Oversight of various post-award activities including financial reporting, clinical trial billings, contract invoicing, complex payroll distribution and certification, cost sharing, and ensuring compliance with sponsor award terms and conditions.

• Audit and oversee expenditures, variances, extensions, re-budgeting, advance account requests, sub contracts, sub accounts, payroll and personnel changes for accuracy and compliance with relevant policies and procedures.

• Establish and maintain account management procedures including creating financial reports to forecast expenditures.

• Interpret and assure compliance with applicable federal, state, institutional and industry laws and policies.

• Develop systems and tools to provide regular updates to faculty and department administrators regarding changes in federal and university research directives, as well as changes to departmental procedures.

• Collaborate and work closely with other grants and fiscal staff members to provide training and back-up when needed.

_Grant & Contract Pre-Award Management 30%_

• Responsible for preparation of research grant and contract proposals for faculty and fellows and oversight of submission process. Initiate administrative sections of proposals including but not limited to development of budgets and budget justifications. This may include working collaboratively with and overseeing work of a Budget Fiscal Analyst or Fiscal Specialist.

• Ensure proposals are consistent with federal laws and regulations, sponsor agreements, submission requirements, and University specific policies and procedures.

• Advise faculty, fellows and staff regarding pre-award operations and processes.

• Lead training and resource development efforts by providing guidance to the program members on issues such as applicable regulations, cost allowances, budget justifications, and cost share requirements.

• Provide expertise and guidance in all aspects of clinical research budgeting, contract terms, and the revenue cycle.

• Develop contacts and networks with other departments, universities, schools, and offices on grant, research and project proposals involving multiple institutions and coordinate all projects with the Office of Sponsored Programs.

_Portfolio Management – 10%_

• Liaise with the division and PIs for proposal submissions.

• Attend division administrative meetings.

• Monitor funding opportunities (program announcements, request for proposals, and request for application) and distribute to faculty.

• Pro-active reach out to faculty for timely management of annual progress reports (e.g., RPPRs).

• Recommend process improvements regarding the departmental business process, quality control, and grants management in general.

• Serve as a subject matter expert and resource for faculty and staff regarding pre-award and post-award policies, procedures and compliance issues. Individual will train new staff on policies and practices in relation to grant and contract management.

MINIMUM REQUIREMENTS

+ Bachelors Degree in a related field and at least 2 years of relevant experience.

_Equivalent education/experience will substitute for all minimum qualifications except when there are legal requirements, such as a license/certification/registration._

A** **D** **DITIONAL REQUIREMENTS

+ Experience managing a complex grant and contract portfolio, including pre-award proposal submission and/or post-award administration of federal grants and contracts.

+ Demonstrated ability and/or experience handling high volume of diverse tasks, under deadlines, with consistently excellent accuracy and attention to detail.

+ Ability to work independently, take initiative and ownership of work, successfully prioritize, and manage multiple projects in a deadline-driven environment

+ Excellent written and verbal communication skills

+ Aptitude for learning new skills and technologies to support the changing needs of programs.

+ Demonstrated ability to maintain harmonious relationships and effectively address complex and sensitive administrative issues in a professional manner.

+ Comfortable in collaborative setting and working within and across cultures.

+ Flexibility and resourcefulness.

DESIRED QUALIFICATIONS

+ Experience with an academic institution’s policies and procedures related to grant and contract management.

+ Proficient in relevant University of Washington systems and databases or similar systems at other workplaces and/or the ability to learn new systems quickly: required systems include SAGE, Grant Tracker, -Workday, Enterprise Data Warehouse, My Financial Desktop.

+ Proficient in federal government grant systems such as eRA Commons, ASSIST.

+ Prior experience in basic science and/or clinical research program in a large academic institution Experience managing Federal grants, contracts.

+ Proficient in UW policies and procedures, particularly related to extramural award processing and management.

+ Proactive problem solver and communicator, with a desire to improve systems.

+ Experience at managing international proposals and post award fiscal activities.

\#UWDeptMedicineJobs

Compensation, Benefits and Position Details

Pay Range Minimum:

$61,368.00 annual

Pay Range Maximum:

$91,200.00 annual

Other Compensation:

-

Benefits:

For information about benefits for this position, visit https://www.washington.edu/jobs/benefits-for-uw-staff/

Shift:

First Shift (United States of America)

Temporary or Regular?

This is a regular position

FTE (Full-Time Equivalent):

100.00%

About the UW

Working at the University of Washington provides a unique opportunity to change lives – on our campuses, in our state and around the world.

UW employees bring their boundless energy, creative problem-solving skills and dedication to building stronger minds and a healthier world. In return, they enjoy outstanding benefits, opportunities for professional growth and the chance to work in an environment known for its diversity, intellectual excitement, artistic pursuits and natural beauty.

Our Commitment

The University of Washington is proud to be an affirmative action and equal opportunity employer (https://hr.uw.edu/eoaa/) . All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, gender expression, national origin, age, protected veteran or disabled status, or genetic information.

To request disability accommodation in the application process, contact the Disability Services Office at 206-543-6450 or [email protected] .

Applicants considered for this position will be required to disclose if they are the subject of any substantiated findings or current investigations related to sexual misconduct at their current employment and past employment. Disclosure is required under Washington state law (https://app.leg.wa.gov/RCW/default.aspx?cite=28B.112.080) .

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.