Req #: 231932Department: DEPARTMENT OF NEUROLOGICAL SURGERY AND NEUROLOGYPosting Date: 03/21/2024Closing Info:
Closes On 04/01/2024Salary: $5,114 - $6,500 per monthLimited Recruitment: Open to UW Employees onlyShift: First ShiftNotes:
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-20230701a11y.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 Departments of Neurological Surgery and Neurology have an outstanding opportunity for a Program Operations Specialist (E S 7), Research.This position will require at least 2 days of on-site work each week at the either the UW Medical Center or Harborview Ninth and Jefferson St. buildingThe Departments of Neurological Surgery and Neurology specialize in the management of acute brain and spinal trauma, vascular disease, disorders of the brain, peripheral nerves and spine. We also co-direct the UW Medicine Neurosciences Institute. Our physicians practice at Harborview Medical Center, UW Medical Center-Montlake Campus, Seattle Children's Hospital, UW Medical Center-Northwest Campus, Valley Medical Center, the VA Hospital, and throughout the 5 state WWAMI Region. In addition, the departments have premier academic training programs. We have an outstanding research program ranging from spine regeneration to brain computer interfaces and a broad array of clinical trialsThis position is crucial for the success of the Neurology and Neurological Surgery faculty and staff in keeping operations and research running smoothly. This position is essential in working with faculty, staff, and our partners on grant management. Delays in funding can ultimately impact the research productivity of the Departments of Neurology and Neurological Surgery and could jeopardize research collaborationDUTIES AND RESPONSIBILITIES Implement, monitor and manage budgets for large group grants and contracts (50%)
Serves as primary administrative contact for the large research and clinical trials groupsProjects grants/ contracts revenues and expenses and meets with the Principal Investigators on a regular basis.
Ensures required sponsor reporting such as progress reports and final reports are completed. This task includes providing financial information as required and keeping PIs abreast of deadlines and reporting requirements.
Provides regular reports to Principal Investigators to review and confirm monthly transactions and payroll charges.
Prepares financial spreadsheets, forecasts, and reports for use by the Chairs, faculty, and Administrator using Excel, Access, PowerPoint, and other software.
Manages the cost-share processing for budgetary implications and reports this information regularly to the Associate Director.
Runs the budget lists regularly to ensure all budget extensions and closeouts are complete.
Works closely with the Finance Manager and Office of Sponsored Programs (OSP) through the administrative details to issue the research sub-awards to various institutions domestically and internationally. Additionally, the position is responsible for obtaining the PI’s approval of the invoices before payments.
Reconciles the grant and contract budgets on a monthly basis and resolves the discrepancies as needed.
Main point of contact for all inquiries from GCA via the GrantTracker system.
Assures compliance with policies and procedures at the UW and sponsors.
Authorizes and monitors financial transactions relating to all grants, contracts, and research sub-awards.Clinical trials management (20%)
Confirms the funding sources from various sponsors (federal, foundations and private companies).
Meets regularly with either the PI and/or the Study team to send startup invoices and the invoiceable items on the clinical trials.
Follows up with sponsors on delinquent payments.
Works closely with the Clinical Trials Office (CTO), OSP, the study team and the sponsors to update budgets as amendments are needed.Research compliance, communication and training (20%)
Responsible for developing and revising budget projection templates used across both departmentsActs as a business partner to decision makers (Vice Chair for Research and Associate Director) to ensure the feasibility of the clinical trials.
Tracks training requirements for all labs and lab staff ensuring completion of all required trainings.
Plans and drafts communications to provide regular and ongoing communication to lab personnel and PIs.
Reviews processes and policies annually to ensure audit compliance.
Schedules and manages minutes and communications for regular department meetings with lab staff and managers.
Attends UW and School of Medicine research-related meetings and updates the department Standard
Operating Procedures (SOPs) as needed.Pre-Award Grant and Contract Process (5%)
Interact with PIs, central offices and centralized pre-award team.
Serves as backup to other roles on the team.Other Duties and Projects as assigned by the Department (5%) MINIMUM REQUIREMENTS
Bachelor's Degree in Business, Finance, Social Sciences, or other related field.
2-3 years minimum work experiences. Equivalent education/experience will substitute for all minimum qualifications except when there are legal requirements, such as a license/certification/registration. ADDITIONAL REQUIREMENTS
Experience interacting with leadership to present data and results.
Demonstrated ability to manage priorities to meet deadlines while maintaining attention to detail.
Demonstrated ability to develop and manage budgets.
Intermediate experience with software including Excel, MS Word, and Adobe Acrobat.
Demonstrated commitment to excellence and customer service. DESIRED QUALIFICATIONS
Two or more years’ experience in research administration responsibility for proposal development, including complex budgets and sub-awards.
Advanced knowledge/experience with federal grant guidelines and submission systems.
Experience developing and monitoring complex budgets.
Demonstrated project management experience, including managing priorities to meet deadlines while maintaining attention to detail.
Demonstrated critical thinking, problem solving and analytical skills.
Excellent written and spoken communication skills.
Ability to take initiative and work effectively within the organization and with external partners.
Ability to remain personable, professional and organized under stressful situations.
Demonstrated ability to identify, interpret and follow policies and procedures (academic, federal, state, and other).
Ability to contribute to the overall functioning of the administrative team.
Advanced experience with Microsoft Office, particularly Excel. 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 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.
