Grants Lead

University of Washington Medical Center•Seattle, WA

8d•$81,600 - $88,800

About The Position

The Division of Cardiology has an outstanding opportunity for a full-time Grants Lead to join their team. The Division of Cardiology is one of the largest divisions in the Department of Medicine and includes both clinical and research functions and operates on a total annual budget of over $55m. There are over 200 faculty in Cardiology with over 40 faculty involved in research and 125 current grant, contract and gift budgets and annual research expenses o over $20 million per year. Faculty and staff are spread over various sites. About this Opportunity Reporting to the Grants and Contracts manager this position will manage grants and contracts for the Division of Cardiology (pre- and post- award activities). This position works directly with award sponsors, scientific collaborators and University offices, representing the Division. This position is responsible for establishing policies and ensuring adherence by physician/faculty researchers (principal investigators), research staff, trainees and collaborators. This position is responsible for coordinating pre- and post-award research administration activities with staff of multiple research units across the Division. 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 proposal submission and award reporting in accordance with Sponsor and University guidelines. Working with Principal Investigators and the Division Administrator, this position has responsibility to review proposals for accuracy and feasibility, to identify resource and space needs required for successful implementation, to communicate compliance requirements, establish deadlines and communicate documentation requirements, to provide ongoing financial or other status updates and to ensure that deliverables are accomplished and appropriately reported. This position is responsible for ensuring timely payments for all milestone driven awards. The Health Equity Research Network (HERN) award that this position manages is a $20M American Heart Association grant used to address health challenges in rural areas. Cardiology is the coordinating center of this grant working with four other institutions across the United States. As the coordinating center, we are responsible for supporting collaborative efforts among the project sites in developing and testing technology-based implementation strategies to promote uptake of evidence-based interventions within local rural practice in the US. The Grants Lead is responsible for coordinating across these five different sites including our international partners.

Requirements

Bachelor’s degree in business administration or a related field and three years’ 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.
Related operational and budget analysis within a large corporate or University environment.
Working knowledge of the following software applications: Excel, and the following UW specific finance management tools: SharePoint, My Financial Desktop, E-procurement, WorkDay, and SAGE.
Strong organizational, communication (written and verbal) and problem-solving skills.
Experience with research administration
Specific experience with grant proposal preparation and directly supporting principal investigators
Excellent oral and written communication skills
Strong organizational skills and attention to detail
Ability to prioritize and handle multiple tasks on a frequent basis
Ability to thrive in a fast-paced environment that often requires responding to deadlines with short lead times
Ability to periodically work outside of normal business hours (including weekends) to meet deadlines

Responsibilities

Manage post-award for foundation, federal research grants, and clinical contracts in compliance with University and sponsor standards.
Establish and monitor complex faculty and staff salary allocations; managing cost share, and processing retroactive salary transfers.
Ensures salary allocations are in compliance with University and other granting organizations regulations; assist PIs with FEC and GCCR compliance.
Ensure that budget proposals are adequate to meet the financial operating needs of the labs, programs, and of the Division of Cardiology.
Consult with funding agencies to resolve problems and/or obtain approval for deviation from authorized procedures or expenditures; advise and assist Division's staff regarding funding policies and procedures.
Manage and work with subrecipients/subcontracts to meet requirements and timelines, for both incoming and outgoing subcontracts.
Manage and oversee post award responsibilities including preparing annual progress reports (i.e. NIH RPPRs) and final status reports for grants and contracts in partnership with the PI and Division staff.
Establish and monitor complex faculty and staff salary allocations; managing cost share, and processing retroactive salary transfers.
Ensures salary allocations are in compliance with University and other granting organizations regulations Assist PIs with FEC and GCCR compliance.
Prepare monthly fiscal reports for assigned PIs.
Meet with PIs on a regularly scheduled basis to review individual financial portfolios.
Conduct various statistical analyses, modeling, and projections involving fiscal/budget data.
Participate in the preparation of biennial budget summaries; analyze and interpret the data for decision-making by the PIs, Lab Managers, and the Division Administrator.
Assist with special projects, reports and presentations as requested.
Recommend improvements for financial systems and data organization as needed.
Under the general direction of the Grants and Contracts Manager, recommend and initiate appropriate internal controls and audit trails to assure proper and appropriate charges to budgets; investigate questionable entries and initiate corrective measures.
Oversee delegation of authority for initiating and approving acquisition of goods and services on sponsored projects.
Maintain internal records of written delegation of authority by budget number to be in compliance with University audit standards.
Assist fiscal students with budget reconciliation and managing expenditure files.
Participate and attend MRAM, RAPN, and other research-related events/meetings and provide updates to Grants and Contracts Manager as well as the staff; present updates during staff meetings.
Maintain professional working relationships with national funding agencies and administrative offices on campus such as, but not limited to NIH, NHLBI, American Heart Association, Clinical Research Budget and Billing (CRBB), Grant and Contract Accounting (GCA), and the Office of Sponsored Programs (OSP).
Interpret and track current trends within the grants industry; disseminating relevant information to division faculty and research staff in order to optimize submission success rates.
Analyze and identify areas of opportunity and growth for Research Programs by providing faculty with information regarding new funding opportunities, federal funding changes and funding trends, and state and national regulation updates.
Develop, implement and maintain a system for training and educating faculty and staff on rules and regulations for federal and foundation funding.
Serve as Division of Cardiology expert and trainer for federal and foundation funding opportunities, rules and regulations.
Interpret sponsor documents and guides and provide guidance to faculty and staff on such content.
Develop, implement, and educate investigators on the best practices for policies and procedures for all post grant awards such as identifying appropriate documentation and utilizing best practices.
Develop a communications platform to provide regular updates to faculty and department administrators regarding changes in federal and university research directives, as well as changes to departmental procedures.
Develop and maintain submission document templates to provide to research faculty, such as budget justifications, equipment and facility pages, biosketches, etc.
Perform comprehensive and independent review of all documents and data related to the research funding, including study budget, protocol, contract, and other supporting documentation.
Conduct statistical analyses involving data; develop long-term planning documents in support of strategic goals.
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.
Collaborate with the faculty HERN Grant Director to launch Year 1 of a 5-year renewable AHA award totaling $20 million.
Process subsequent new grant applications and corresponding non-compete supplements annually through the AHA’s proposal central and the UW’s eGC1 process in SAGE.
In cooperation with Division HR, process multiple staff hires and assignment of payroll costing allocations to Workday.
Process terminations and coordinate effort between AHA, GCA, and payroll coordinators to reconcile discrepancies.
Interpret AHA grant requirements and apply them to grant applications, renewals, and progress reports for completeness and compliance with GCA and OSP.
Project, establish, and monitor expenses versus budget.
Interpret AHA calculations comparatively to University payroll calculations and coordinate compliance between agencies.
Resolve deficits and complete a fully executed budget annually.
Event planner for grant meetings, special events, visiting lecturers, and dinners.
Organize and attend steering committee meetings as required.
Establish and implement program policies and procedures; maintain oversight and ensure compliance.
Review all progress and final progress reports by staff and PI and prepare for submission.
Respond to both internal UW and external requests for data and statistics regarding the current grant.
Serve as the central resource and provides consultative advice on all program related inquiries and activities.
Supervise and directly manage the work of 1-2 fiscal student workers.
Collaboratively organize information in electronic and hardcopy format to facilitate workflow of fiscal and compliance management.
Analyze and improve program workflow to facilitate effective and efficient operations.
Serve as an essential member of the Division Fiscal Team, attending Fiscal Team meetings, contributing to Division policies and procedures, operational decision making, and serving as a peer resource for other program manages.
Recommend process improvements regarding the departmental business process, quality control, and grants management in general.
Participate in Division-wide workgroups, teams and projects.
Provide back-up grant management support to colleagues during leaves
Other duties and assignments as needed.
Act as liaison between Clinical Trials Unit team and Grants and Finance team working to standardize processes and improve systems