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

University of Washington•Seattle, WA

About The Position

The Division of Cardiology in the Department of Medicine seeks 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. It requires strong expertise in finance, grants, and clinical research administration and preparation. The manager supervises five full-time staff and directs financial, grant, contract, payroll, and operational activities for the division. The role supports faculty and staff with financial portfolios, research compliance, purchasing, budgeting, reporting, and policy guidance, and contributes to division planning and decision-making. The position reports to the Administrator-Program Operations.

Requirements

Bachelor’s degree in Business Administration or a related field; equivalent experience may substitute for 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 short deadlines.
Ability to work periodically outside normal business hours, including weekends, to meet deadlines.

Nice To Haves

Experience preparing grant proposals and directly supporting principal investigators.

Responsibilities

Directly 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 so principal investigators understand their research, gift, and flexible-spending fund portfolios.
Manage staff recruitment, hiring, onboarding, training, workflow, performance evaluations, scheduling, leave approvals, team building, and staff development; direct some student assistant and Budget Fiscal Analyst work.
Manage pre- and post-award activities for foundation and federal research grants and clinical contracts in compliance with university, state, and sponsor requirements.
Ensure budget proposals meet the division’s financial operating needs; manage the Fellowship T32 Grant, including competitive and non-competitive renewals.
Oversee preparation and submission of annual progress reports and final research study reports.
Review, provide feedback on, and approve research grants, contracts, and clinical trial applications; consult on research faculty and staff payroll.
Prepare research financial reports for senior management and evaluate, reconcile, escalate, and resolve financial and administrative issues using independent judgment.
Provide financial oversight for Clinical Trial Unit budgets as needed and manage program finances for research faculty with labs and staff.
Monitor faculty financial portfolio reporting and faculty and staff salary allocations, and present program information to leadership.
Advise faculty and staff on research compliance, sponsor requirements, and university, state, and federal regulations; oversee FEC and GCCR reporting and compliance.
Contribute to division research policies, procedures, operational decisions, and support for grants and contracts staff and program managers.
Develop standardized research financial reporting and records-management practices; maintain knowledge of research regulations, including federal cost principles under the OMB Omni Circular.
Maintain working relationships with industry sponsors, funding agencies, and university administrative offices, including NIH, NHLBI, the American Heart Association, CRBB, GCA, and OSP.
Serve as the division’s primary resource and trainer for research and research contracts.
Manage division 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 purchasing through UW financial systems, including Ariba, ProCard, and Revolving Funds; approve purchases and reimbursement transactions.
Provide oversight and training for purchasing and travel processing, including faculty and staff training materials.
Manage creation and tracking of PCA codes, including signature authority for division faculty and staff.
Oversee tracking of clinical contracts, invoicing, and payment deadlines; reconcile contracts as needed.
Manage the division professional development fund pool for faculty and staff.
Work with the Division Associate Administrator to report deficits and develop financial plans to address them.
Maintain knowledge of university, school, and departmental financial policies and procedures; provide training and resources to division faculty and staff.
Prepare business-planning and performance reports and analyses for monthly meetings with the Administrator, Associate Administrator, and Division Head.
Identify risks and opportunities and recommend actions to faculty and Program Leaders in support of operating goals.
Assist with annual budget components related to division research; attend monthly and quarterly research administrator meetings and share updates with staff and the Director of Operations.
Organize and contribute to strategic planning; prepare and present information to and on behalf of the division.
Ensure compliance with university regulations governing division activities and monitor staffing changes that may affect budgets.
Assign statements of work to division student assistants.