Grants and Contracts Manager/Specialist

University of Washington•Seattle, WA

About The Position

The Department of Medicine: Pulmonary, Critical Care and Sleep Medicine and Gerontology and Geriatric 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 and payroll 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 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, UW Medicine Cambia Palliative Center of Excellence, etc.,) and will maintain the divisions’ portfolio of training grants and early career faculty awards (T32, F32, K, Foundation grants, 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 and payroll 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. This position will also manage research and clinical payroll including ensuring costing allocations are complete and accurate, analyzing payroll reports to catch and correct errors, managing complex pay arrangements (administrative supplements, clinical coverage overload, stipends, etc.). 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.

Requirements

Bachelor’s Degree in accounting or related field and three years of relevant work experience.
Equivalent education and/or experience may substitute for minimum qualifications except when there are legal requirements, such as a license, certification, and/or registration.
High attention to detail, comfortable with effective communication, and knowledge of running reports

Nice To Haves

Experience with Grants (NIH or DOT, or HRSA)
Experience with post-award, knowledge of current University of Washington processes, Workday, grants.gov, etc.
Payroll and financial analysis experience.

Responsibilities

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.
Supporting the Pulmonary and Critical Care Medicine T32 with strategic meetings with PIs, xTrain and xTract maintenance, assistance with the annual RPPR and associated training meetings and activities.
Maintenance of the RedCap database for ongoing trainee tracking.
Manage the payroll activities for two divisions including costing allocation entry, timesheet compliance management, entering and troubleshooting complex pay arrangements in Workday (stipend positions, clinical coverage overload, administrative supplements, etc.).
Maintain complex spreadsheets of funding allocation for faculty and staff.
Review regularly and make recommendations based on financial analysis to the Division Administrator and PIs when adjustments are needed.
Prepare and distribute monthly intensive care unit moonlighting payments.
Review and prepare analysis on clinical payroll, salary over cap, and other division commitments for the Division Administrator.