Req #: 235116

Department: DEPARTMENT OF LABORATORY MEDICINE AND PATHOLOGY

Posting Date: 06/06/2024

Closing Info: Open Until Filled

Salary: $5,810 - $8,714 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 purpose of the Program Operations Specialist-Grants is to support the financial activities for the Department of Laboratory Medicine and Pathology (DLMP). Reporting directly to the Grants Manger of Program Operations, this position provides management of department's fiscal processes. This position is responsible for coordination of diverse department wide fiscal support functions such as grant and contract preparation and management, payroll-related issues, travel reimbursement and research purchasing for the Divisions in DLMP.

Under administrative direction this position, supervises the performance of a variety of complex fiscal administrative support functions such as analyzing and developing budgets for grants, contracts, state funds and/or program funds, RTS, Endowments/Gifts, discretionary and RCR; developing and administering financial/fiscal policies; identifying, developing and evaluating financial alternatives and overseeing implementation; establishing and maintaining comprehensive fiscal record keeping systems; This includes assisting the Grants Manager of Program Operations with expenditure and revenue forecasting and hiring fiscal staff.

This position provides assistance to the Grants Manager of Program Operations in managing the myriad financial resources of the department to include budget funding from federal, state, private, University and Foundation sources to ensure ethical and fiduciary practices. The DLMP is a clinical department which consists of numerous dynamic divisions. This includes assisting the manager with overseeing research and non-research funding for the large and complex Virology Division residing at FHCC as the primary location with other locations at HMC, and 1616 Bldg. The Program Operations Specialist must possess an understanding of business practices that include UW state budget process, self-sustaining entities, and UW fiscal management. This position requires knowledge of NIH complex grants administration, training grants, policies and compliance regulations.

The Program Operations Specialist interacts with the faculty directors, managers, and staff within the DLMP and is expected to foster effective and positive communication with all of these constituents. The person in this position must be aware of the governing rules, policies, and regulations for University, gift, endowment, recharge center and sponsored research funds. This position requires the ability to problem solve with timely responses, and exercise independent judgment and decision-making authority within the purview of the position. The Program Operations Specialist works in partnership with the Associate Director of Research in meeting the financial goals of the DLMP.

The Program Operations Specialist provides assistance to the Grants Manager of Operations with the management of approximately $65 million per year in grant funding and laboratory services contracts, $1.5 million in a Recharge center (RTS) budget, assisting and managing over $8 million in non-research funding (state, self-sustaining budgets, gifts, endowments, RCR, discretionary), assist in managing over 700 budgets.

DUTIES AND RESPONSIBILITIES Administration (10%): • Assist the Manager with the coordination of department finance activities for faculty, staff and students in support of the academic, research and service goals of the department. • Serve as the primary liaison to financial offices (Dean, OSP, GCA) of the campus. • Provide assistance in providing advice to faculty, staff, residents and graduate students of • University policies and procedures. • Assist in the accumulation of financial data to generate financial reports. Participate in MRAM meetings and departmental staff meetings.

Financial Management (70%): • Assist the Grants Manager of Program Operations in managing approximately $65 million annually in grants/contracts funding and laboratory services contracts agreements, $1.5 million in a Recharge Center/RTS budget, assist in managing over $8 million in non-research funding (state, self-sustaining budgets, gifts, endowments, RCR, discretionary) manage over 700 departmental budgets. • Assist the Assistant Director in providing financial reports on a monthly basis to the budget committee on the status of the department state, RCR, revenue, endowment, RTS, surplus, discretionary and grant budgets. • Assist with preparing forecasts and long-range plans for department funds and use of gift funds. • Develop, modify, and maintain multiple records and reporting systems for varied and complex sources of funding; develop procedures for implementation, execution, and control of fiscal operations. • Coordinate the development of budgets for grants, contracts or other funding requests; oversee the preparation of appropriate forms for contracts and agreements; develop, recommend, and/or establish charge schedules for self-sustaining accounts. • Assist the Principal Investigators in developing long term planning documents in support of strategic goals for the DLMP’s Divisions and conduct analyses of the units’ needs and resources. • Assist with monitoring and preparing grant and contract proposals to ensure compliance with university policy and granting agency requirements Serve as a back-up reviewer and approver of all grant and contract proposals through SAGE. • Assist in reviewing all Lab Med Contract Services agreements and route to Regulatory Guidance for approval. • Manage all budget transactions and reconciliations for state budgets, gift accounts, discretionary funds, endowed funds, department revenue accounts, RCR, recharge center and local funds. • Create spreadsheets, plan and do projections of departmental finances. • Assist with Payroll duties and costing allocations. Develop statistical reports

Research Management (20%): • Assist in managing the research resources of the department, to include grant and contract management, research staff support • • Designing and implementing administrative procedures for grant and contract administration • • Understanding and maintaining UW cost accounting standards • Interpreting and integrating federal, state, industry, and private policies, laws, contracts and agreements regarding research activities at the UW. • Assisting faculty with pre-submission activities, IRB and animal research requirements, supporting documents and verifications, and submission of grant and contract proposals. • Serve as back-up reviewer and approver for all department grant and contract applications. • Coordinating interactions with the Offices of Sponsored Programs, Grant and Contract Accounting, as appropriate • Managing funded projects or programs, requesting new budgets or extensions of existing budgets, maintaining active files; accounting for sponsored funds and budgets, procuring budgeted equipment and supplies, assisting in the preparation of periodic reports, responding to queries from sponsor managers/teams, and submitting competitive renewals. • Managing Faculty Effort Certification (FEC) forms required by the federal government where federal funding has been provided. • • Managing databases related to the collective research of the department to report to various UW, SOM, and federal agencies or offices. • Manage final extramural award closeout including final progress reports, financial reports, and any other material required by the grant agency.

MINIMUM REQUIREMENTS • Bachelor's Degree in Finance or related field AND three (3) years of experience in budget, payroll, purchasing, and accounting processes along with grants experience OR the combination of education AND experience.

Equivalent education/experience will substitute for all minimum qualifications except where there are legal requirements such as license/certification/registration. ADDITIONAL REQUIREMENTS • Management of federal grants • Experience with federal grant regulations. • Experience with international contracts and grant management. • Experience with Word and Excel software systems • Experience with Sage, PurchasePath, and Workday Finance

DESIRED QUALIFICATIONS • Experience with UW processes, policies, software (Sage, Workday, etc) • Experience with clinical departments in a medical center/hospital environment. • Demonstrated experience in business planning, financial analysis, and/or strategic planning. • Demonstrated ability to maintain harmonious working relationships and effectively address complex and sensitive administrative issues.

Application Process: The application process for UW positions 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 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.