PROGRAM OPERATIONS SPECIALIST
Location: Seattle, Washington
Description: University of Washington is presently looking of PROGRAM OPERATIONS SPECIALIST right now, this position will be settled in Washington. More details about this position opportunity kindly see the descriptions. Req #: 102364 Department: GENERAL INTERNAL MEDICINE Appointing Department Web Address: https://depts.washington.edu/gim/ Job Location: UW Medical Center Job Location Detail:! Roosevelt Commons Building: 4333 Brooklyn Ave NE, Seattle 98195 Posting Date: 11/01/2013 Closing Info: Open Until Filled Salary: Salary is commensurate with experience and education 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 enjoys outstanding benefits and professional growth opportunities, but also an environment noted for diversity, community involvement, intellectual excitement, artistic pursuits, and natural beauty. The Division of General Internal Medicine has an outstanding opportunity for a full-time Program Operations Specialist.
This position is the Grants and Finance Manager (Grant Manager), providing full-cycle Grant and Contract management for the UWMC program of the General Interal Medicine Division with specific management responsib! ility for the new, multidisciplinary "Center for Scholarship i! n Patient Care Quality and Safety." This position has primary responsibility for the Center, overseeing all pre-award strategic planning activities, proposal and budget development, as well as, submission and award. The Program Operations Specialist will be responsible for managing the financial operations of the new Center and for the UWMC grants and contracts program, to include complex fiscal administrative support functions of analyzing and developing budgets for grants, contracts, and/or program funds; developing financial/fiscal policies; identifying project expenditure/revenue patterns; preparing analyses and recommendations in support of program plans and budget needs; evaluating financial alternatives and recommending appropriate action; establishing and overseeing comprehensive fiscal record keeping systems; and recommending or implementing changes to fiscal information systems which have department-wide impact. This position will work directly with Principal Inve! stigators and Fiscal Staff, as well as investigators and staff at outside institutions The University of Washington’s Division of General Internal Medicine (GIM) is considered to be among the top five Divisions of General Internal Medicine in the nation. The Division has a workforce of over 350 including 250 faculty members who are known for their outstanding research, teaching and patient care.
The Division conducts its activities at the UW Medical Center (UWMC), Harborview Medical Center (HMC), and the VA Puget Sound Health Care System (VAPSHCS), with research sites located at multiple sites across Seattle. GIM is the largest division in the Department of Medicine with over 25 research faculty, 125 current grants, contracts and restricted accounts with a total annual budget of over $40 million per year. Faculty and staff are spread between 10 or more sites, with the main research sites being located at UWMC, HMC, Pat Steel, Metropolitan Park, the University ! District and Fremont, and approximately 85 staff being spread amongst t! he sites.. Tracking budgets, mentoring staff and disseminating information can be time consuming and difficult with the multitude of sites.
The new Center for Scholarship in Patient Care Quality and Safety is a multidisciplinary center working with Psychiatry, Emergency Medicine, Information Technology and Risk Management as well as with outside institutions and private funding agencies. Grant Management: Perform comprehensive and independent review of all documents and information related to the research study funding, including study budget, protocol, consent form, contract, and other supporting documentation. Exercise independent judgment and discretion in interpreting complex regulatory and contractual documents are appropriately reflected and ambiguities are recognized and addressed. Provide effective strategic, intellectual, and technical assistance to faculty and staff on policies, compliance, and regulatory matters.
Partner with Center Research Man! agers, Division leadership, and Grant Manager to strengthen research operations, ensuring smooth functioning with a goal of standardized, efficient, and compliant budget development. Develop tools and metrics for the newly established Center to track and analyze implemented process improvements, funding, including study budget, protocol, consent form, contract, and other supporting documentation. Provide technical and administrative analysis in the development of accurate proposal submissions to ensure proposals are consistent with federal laws and regulations, sponsor agreements, submission requirements, and University specific policies and procedures are key to successful grant and contract acquisition. Lead training and resource development efforts and special projects by providing guidance to the research community on issues such as applicable regulations, allowability of costs and budget justifications, cost share requirements.
Manage the preparation of resear! ch grants and contract proposals, initiate development of budgets for gr! ants, contract and subcontracts, and prepare written justification to support budget proposals. Partner with faculty and fiscal support staff to prepare proposals including eGC1 and related forms. Review of faculty-initiated grant proposals to ensure compliance with policy and funding agency guidelines and regulations and enhance proposal competitiveness. Design and prepare user-friendly summary status reports on a monthly and ad hoc basis including forecasts of grant year-end financial projections that meet requirements of funding agencies, institution and investigators for planning, budgeting, auditing and oversight purposes.
Manage the budget and financial forecasting during current and succeeding grant years using knowledge of purchasing/acquisition policies, tracking expenditures, as well as monitoring financial performance, ensuring consistency with the approved award budget. Perform other post-award activities including financial reporting, payroll distribut! ion and certification, cost sharing, and matching requirements and ensure compliance with agency expenditure policies and procedures, award terms and conditions and will also work to support and develop a customized budget projection and reporting system. Obtain advance budget numbers and process no-cost extensions. Policies and Procedures: Advise faculty/principal investigators, fellows, proposal managers and fiscal personnel on all matters related to the proposal process, contractual requirements, intellectual property matters, export regulations, negotiation (in conjunction with the Office of Sponsored Programs and Legal department), and developing recommendations to mitigate contractual risks.
Initiate changes in policies and procedures to the Administrator and assist with developing, implementing, interpreting, counseling and verifying compliance of policies and procedures by routinely communicating with all parties impacted. Analyze current processes and impr! ove processes when warranted in conjunction with the Directors and the ! Project Officers and maintaining a working knowledge of ever-changing government cost principles and administrative regulations for grants is imperative. Staff and Faculty Effort Coordination: Partner with Grant and Finance Manager along with Principal Investigators to oversee funding support for personnel and recommend appropriate funding strategies. Communicate payroll distribution changes for faculty and staff to appropriate Division and Department Payroll Coordinators.
Ensure faculty effort certification reports are compiled accurately and signed in a timely manner and revisions accounted for efficiently. Ensure GCCRs are compiled accurately and signed by PI in a timely manner, and revisions accounted for efficiently and accurately. Demonstrate knowledge and understanding of, and maintains confidentiality of employee information, financial information or other sensitive materials and information in printed, electronic or verbal form, which may jeopardize employ! ee rights or organization’s operations. Accesses and uses the minimum necessary employee and organization information to perform job responsibilities and duties and only for authorized purposes.
As a UW employee, you will enjoy generous benefits and work/life programs. For detailed information on Benefits for this position, click here. REQUIREMENTS: Bachelor's Degree in Business Administration, Accounting or related field AND four years of experience in fiscal management and analysis in support of large federal grants, complex contracts and gift funding. Including experience with clinical research budget development, clinical research coordination, or related research or healthcare experience.
Additional Requirements: The individual should have excellent verbal, written and interpersonal communication skills. Proficiency in Microsoft Office software required. Advanced skills and work experience particularly with MS Excel. The individual should ! have demonstrated problem-solving and fiscal skills, strong detail orie! ntation and ability to adeptly manage multiple priorities and timelines in complex organization.
Ability to interpret and apply institutional administrative policies and procedures. Heavy workload and consistent, competing deadlines require that the candidate interface well with other Division managers, staff and faculty in a collaborative and team - oriented manner. Ability to communicate effectively with all levels of faculty, management and clinical research staff. Ability to convey complex policy, financial and scientific/technical information in a manner that is understandable to a wide audience.
Ability to teach and mentor others in group settings, in one-on-one sessions, and remotely. Ability to work effectively and efficiently in a group environment. Ability to prioritize and organize work independently. Experience can substitute for education.
Equivalent education/experience will substitute for all minimum qualifications except when there! are legal requirements, such as a license/certification/registration. DESIRED: Four plus years high level administrative experience including complex grant management and lead responsibilities preferably in an academic or healthcare- related setting. Experience creating systems and writing policies and procedures. Experience working with multiple funding sources and creating summary and projection reporting tools.
Familiarity with interpreting regulatory and contractual documents, identifying and resolving ambiguities, negotiating pricing and payment terms, and interpreting complex implications of research protocols. Experience in an academic medical center. Experience as a research study coordinator. Familiarity working with UW fiscal and personnel procedures as well as administrative systems (SAGE Suite, FIN, HEPPS, PAS, OPUS, Financial Desktop).
Condition of Employment: Appointment to this position is contingent upon obtaining satisfactory resul! ts from a criminal background check. Application Process: Part of the a! pplication process for this position includes completing an on-line cover letter assessment to obtain additional information that will be used in the evaluation process. The cover letter assessment will appear on your screen for you to complete as soon as you select "Apply to this Position" on this job announcement. Once you begin the assessment, it must be completed at that time.
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 the assessment is complete. The University of Washington is a leader in environmental stewardship & sustainability, and committed to becoming climate neutral. The University of Washington is an equal opportunity, affirmative action employer.
To request disability accommodation in the application process, contact the Disability Services Office at 206-543-6450 / 206-543-6452 (! tty) or dso@uw.edu. https://uwhires.admin.washington.edu/eng/candidates/default.cfm?szCategory=jobprofile&szOrderID=102364&szCandidateID=0&szSearchWords=&szReturnToSearch=1-- >
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This position will be started on: Wed, 06 Nov 2013 12:44:50 GMT
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