Req #: 239042

Department: SCHOOL OF PHARMACY

Appointing Department Web Address: https://sop.washington.edu/department-of-pharmaceutics/

Job Location Detail: This position is expected to work 100% on site in the Health Sciences Building with occasional remote work permitted. Schedule is flexible.

Posting Date: 09/26/2024

Closing Info: Open Until Filled

Salary: $7,500 - $8,500 per month

Shift: First Shift

Notes: As a UW employee, you will enjoy generous benefits and work/life programs. For a complete description of our benefits for this position, please visit our website, click here. (https://hr.uw.edu/benefits/wp-content/uploads/sites/3/2018/02/benefits-professional-staff-librarians-academic-staff-20230701_a11y.pdf)

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 University of Washington (UW) is proud to be one of the nation’s premier educational and research institutions. Our people are the most important asset in our pursuit of achieving excellence in education, research, and community service. Our staff not only enjoy outstanding benefits and professional growth opportunities, but also an environment noted for diversity, community involvement, intellectual excitement, artistic pursuits, and natural beauty.

The University of Washington School of Pharmacy is ranked nationally in the top schools of Pharmacy. At the School of Pharmacy, we are committed to educating the next generation of leaders in pharmacy, pharmaceutical research and health care – while seeking to ensure the safe, rational and cost-effective use of medicines.

The School of Pharmacy’s Department of Pharmaceutics in the School of Pharmacy has an outstanding opportunity for a Grants and Contracts Manager . The position will report to the Administrator of the Department of Pharmaceutics but will have shared duty between several departments.

We are looking for someone proactive who is able to work well both independently and, in a team, setting. This person must have excellent organizational, communication and interpersonal skills, and excellent attention to detail. Responsibilities include grant management and support, fiscal support, and administrative support.

DUTIES AND RESPONSIBILITIES Fiscal Operations - 75%

• Execute and manage pre and post award grants/contracts processes to facilitate accurate and timely pre award grants production and effective post award management in accordance with all university, sponsor, state, and federal requirements.

• Provide effective strategic, intellectual, and technical assistance to faculty and staff. Mentor, train, and advise program staff, research staff and research faculty to maximize pre and post award operations and processes

• Partner with department leadership and staff to optimize pre and post award operations, ensuring smooth functioning with a goal of department wide standardized, efficient and compliant fiscal processes.

• Manage all extramural funding related activities in the department(s), working directly with the finance team, leadership, other UW groups, sponsors, and senior management.

• In collaboration with the Department Administrator, mentor and train fiscal staff to ensure accuracy and reliability in managing extramural funding resources.

• Provide strategic planning advice to department investigators about funding and resource allocation (budget forecasting and expense tracking), considering pre-award plans with current and future awards.

• With Department management, lead an organized post award improvement effort to strengthen regulatory and fiscal compliance processes by implementing and overseeing reliable system processes

• With fiscal team, provide regular budget meetings with investigators to review budgets in detail

• Provide post-award support to Investigators including budget monitoring, maintenance, projections, and adjustments of FTE, and ensuring workday costing allocations reflect budget priorities.

• With Department fiscal team, advise the fiscal administration of subcontracts including establishing blanket purchase orders, tracking expenditures against milestones, reviewing invoices with PIs, approving invoices, and reconciling expenses across multiple institutions

• Authorized signature authority on program expenditures; work directly with faculty and staff to ensure expenditures are allowable based on funding agency and award.

• Manages, prepares, and submits grant renewals within prescribed deadlines. Prepares complex budget, other support, publications, and other reports. Utilizes ERA Commons/RPPR, SAGE and other administrative systems related to the submission of progress reports. Monitors renewal dates.

• Communicates with OSP, GCA and sponsor representatives on a regular basis to respond to inquiries related to the grant proposals and/or established budgets; responds to funding inquiries; advises on questions related to funding allocations for the research group.

• Provides planning, budgeting, and accounting functions, applying appropriate stewardship of available funding streams. Manages grant and contract budgets to assure compliance with the University, State and Federal requirements. Prepares and maintains administrative and business reports and records for the group according to department standards.

• In partnership with department administrators, develop and maintain systems that following departmental standards for generating monthly budget reports to satisfy requirements of sponsoring agencies, institution, and investigators for planning, budgeting, auditing and oversight purposes.

• Monitors budget balances and appropriates/approves expenditure transactions for the various projects. Assures spending compliance with grant and UW policies. Assures that a zero positive balance is maintained in each account to prevent deficit at budget closures.

• Assist with month end reconciliation on Procurement charges to department credit card holders As necessary according to department procedures.

• Appropriates salary distributions for personnel based on budgetary projections and projects requirements while maintaining positive fiscal balances. Consults with PI’s on a regular basis to assure correct appropriations are reflected in payroll and at the same time are consistent with sponsor-negotiated terms and conditions. Processes OSETS/salary transfers accordingly.Compliance and Risk Management – 20%

• Implement compliance and risk management in accordance with policies at the UW, state, and federal levels and in accordance with sponsoring entities

• Interpret, analyze, and implement federal, state, institutional and industry laws, and policies as they apply to departmental administrative and research operations. Integrate knowledge of compliance policies into departmental operations and under the direction of the Administrator, guide full implementation of applicable policies.

• Monitor updates/changes to laws and directives and develop compliance policy or procedures and keep investigators, staff and senior leadership informed.

• Identify and assess compliance and risk management issues.

• Ensure all expenditures are allowable with all applicable restrictions and regulations.

• Ensure grant/contract/gift operational and deliverable requirements are met.

• Ensure compliance with human subject and animal research requirements.

• Ensure compliance with Faculty Effort Certification (FEC) and Grant and Contract Certification Report (GCCR) requirements.Other Administrative Tasks as Assigned– 5%

• Participate in the Workday Finance Implementation efforts

• Provide support for grant personnel across the school as needed to meet demands. MINIMUM REQUIREMENTS

• Bachelors degree in business administration or a related field and two to three years experience managing grants and research contracts. Equivalent education/experience will substitute for all minimum qualifications except when there are legal requirements, such as a license/certification/registration. ADDITIONAL REQUIREMENTS

• Knowledge of administrative requirements of 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 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 CONDITITONS OF EMPLOYMENT

• Work is mainly performed in-person in an office setting during normal operating hours 8am-5pm with some shift flexibility.

• Work is frequently interrupted by individuals making requests and seeking assistance. Application Process: The application process may include completion of a variety of online assessments to obtain additional information that will be used in the evaluation process. These assessments may include Work Authorization, Cover Letter and/or others. Any assessments that you need to complete will appear on your screen as soon as you select “Apply to this position”. Once you begin an assessment, it must be completed at that time; if you do not complete the assessment, you will be prompted to do so the next time you access your “My Jobs” page. If you select to take it later, it will appear on your "My Jobs" page to take when you are access ready. Please note that your application will not be reviewed, and you will not be considered for this position until all required assessments have been completed.

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.