Finance and Grants Manager - Department of Medicine, Division of Cardiology

University of Washington Medical Center•Seattle, WA

1d•$105,000 - $114,996

About The Position

The Division of Cardiology in the Department of Medicine is hiring a Grants and Finance Manager to oversee and facilitate finance, payroll, and research administration. The role provides financial management support for research grants and contracts, including funding management for a portfolio of more than 200 budgets totaling approximately $64 million. The position requires strong expertise in finance, grants, and clinical research administration. The manager directly supervises five full-time staff and provides direction, training, and guidance on Division, University, State, and Federal policies and procedures. The position manages pre- and post-award activities for foundation and federal research grants and clinical contracts, oversees grant and contract reporting and compliance, and serves as the Division’s primary resource and trainer for research and research contracts. The role also manages divisional payroll and fiscal operations, purchasing and reimbursement approvals, financial reporting, budget planning, and operational planning. It reports to the Administrator-Program Operations and works under the general direction of the Division Associate Administrator for payroll and fiscal operations.

Requirements

Bachelor’s degree in Business Administration or a related field, or equivalent experience in place of the degree requirement.
At least four years of experience in research and/or healthcare administration in an academic or nonprofit setting.
Knowledge of administrative requirements for managing grants and research contracts.
Experience with finance and research administration.
Excellent oral and written communication skills.
Strong organizational skills and attention to detail.
Ability to prioritize and manage multiple tasks frequently.
Ability to work effectively in a fast-paced environment with deadlines that may have short lead times.
Ability to periodically work outside normal business hours, including weekends, to meet deadlines.

Nice To Haves

Experience with grant proposal preparation and directly supporting principal investigators.

Responsibilities

Supervise five full-time staff, providing daily direction, training, guidance, and support on Division, University, State, and Federal policies and procedures.
Coordinate finance staff activities to educate principal investigators about their financial portfolios, including research, gift, and flexible spending funds.
Manage staff recruitment, hiring, orientation, training, workflow, performance evaluations, scheduling, leave approvals, team building, and staff development.
Direct a portion of the Division’s Student Assistant and Budget Fiscal Analyst work and assign statements of work to student assistants.
Manage pre- and post-award activities for foundation and federal research grants and clinical contracts in compliance with University, State, and sponsor standards.
Ensure budget proposals support the Division’s financial operating needs.
Manage the Fellowship T32 Grant, including preparation and submission of competitive and non-competitive renewals.
Oversee preparation and submission of yearly progress reports and final research study reports.
Review, provide feedback on, and approve research grants and contracts, including clinical trial applications in SAGE.
Consult on payroll for research faculty and staff and prepare research financial reports for upper-level management as requested.
Evaluate information from multiple sources, reconcile conflicts, and determine appropriate escalation and resolution of issues.
Provide financial oversight for Clinical Trial Unit budgets as needed and manage programmatic finances for research faculty managing labs and staff.
Monitor faculty financial portfolios and salary allocations for faculty and staff, and present programmatic information to leadership.
Advise faculty and staff on research compliance rules, sponsor requirements, and University, State, and Federal regulations.
Oversee FEC and GCCR reporting and compliance.
Contribute to and communicate Division research policies and procedures, support operational decision-making, and serve as a resource for grants and contracts staff and program managers.
Develop standardized approaches to research financial reporting and financial records management, and maintain current knowledge of applicable regulations, including federal cost principles under the OMB Omni Circular.
Build and maintain working relationships with industry sponsors, national funding agencies, and campus administrative offices, including NIH, NHLBI, the American Heart Association, CRBB, GCA, and OSP.
Manage divisional payroll and fiscal operations under the general direction of the Division Associate Administrator.
Manage payment submissions for Division moonlighting at UW Montlake, Harborview Medical Center, Northwest Hospital, and Valley Medical Center.
Oversee reconciliation of Division purchases through UW financial systems, including Ariba, ProCard, and Revolving Funds; approve purchases and reimbursement transactions on behalf of the Division.
Provide oversight and training for purchasing and travel processing, including training and documentation for faculty and staff.
Manage creation and tracking of PCA codes, including signature authority for Division faculty and staff.
Oversee tracking of clinical contracts, including invoice and payment deadlines, and reconcile contracts as needed.
Manage the Division’s professional development fund pool for faculty and staff.
Work with the Division Associate Administrator to report deficits and develop financial plans to resolve them.
Maintain current knowledge of University, School, and Department financial policies and procedures, and provide training and resources to Division faculty and staff.
Provide business planning and performance reporting; prepare reports and analyses for monthly meetings with the Administrator, Associate Administrator, and Division Head, identify risks and opportunities, and recommend actions that support operating goals.
Assist with annual budget components related to Division research endeavors.
Attend monthly Research Administrator Meetings and quarterly Research Administrator Peer Network Meetings, and share updates with staff and the Director of Operations.
Organize and contribute to strategic planning initiatives and prepare and present information to and on behalf of the Division.
Ensure compliance with University regulations governing Division activities and monitor research staffing changes that may affect budgets.