GRANT & CONTRACT ADMINISTRATOR - University of Washington

Req #: 240350 Department: RADIATION ONCOLOGY Job Location Detail: Hybrid eligible Posting Date: 10/25/2024 Closing Info: Open Until Filled Salary: $7,000 - $8,000 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 Department of Radiation Oncology has an outstanding opportunity for a Grant & Contract Administrator to join their team.** The Grant & Contract Administrator independently manages full cycle (pre and post-award) for all grant, contract, clinical trial awards within the department. Under general direction of the Associate Director of Finance & Research, this position is independently responsible for program planning and award management, financial management and compliance related to all grants and contracts. This position supervises the Grant Administration team (3.0 FTEs) and will collaborate closely with the Assistant Director of Clinical Research Operations and their Clinical Research team. The incumbent will perform as Department expert on all grant and contract matters and will routinely coordinate program activities, solve problems, and work with other units to address/resolve issues. This includes the responsibility to advise faculty investigators and staff of current institutional and agency policies and procedures, and to provide timely notification of policy changes. **DUTIES AND RESPONSIBILITIES** Post-award management (45%) + Serve as the Department resource and knowledge area expert for post-award administration of all grant/contract and clinical trial awards. + Manage all post-award activities including but not limiting to Just-in-time requests, budget setup, spending control, expenditure report, projection, and closeout. + Work closely with OSP, GCA to ensure all post-award deadlines are met. + Collaborate closely with Assistant Director of Clinical Research Operations and Clinical Trial Business Manager and their team to ensure financial well-being of their trials (including but not limiting to ensuring timely sponsor billing/payment and financial projection are up-to-date). + Develop and manage billing and payment tracking tool and database and other grant management related resources. + Oversee service contracts and BPOs, ensure accurate and timely receiving and closeout. + Manage preparation and submission of performance and financial reports for funding agencies, working closely with PIs and GCA to ensure timely reporting and closeout. + Manage purchasing activities, reimbursement, and budget reconciliation. Create monthly budget expenditure reports and projections and meet regularly with PI and project team. + Manage PI and project personnel effort reporting, ensure compliance with UW policies and procedures. + Review and approve expenditure, advise faculty and Research/Lab Manager on FTE allocations. Manage payroll distributions for research personnel.Pre-Award Management (20%) + Manage the pre-award process, work flow; collaborate with SoM ABC, to ensure deadlines are met and that all documents are appropriately prepared and ready for submission. + Provide pre-award oversight and expertise in planning, application preparation and submission for grants, contracts, and subcontracts, and clinical trials. + Collaborate with Clinical Research team to ensure timely start-up processes are in place and accurate detail budget billing for clinical trials. Facilitate with contract review process with OSP and other units. + Check for compliance with human subjects, animal use and conflict of interests. + Provide advice and interpretation of funding agencies regulations as well as UW policies and procedures to Principal Investigators and other project personnel. Ensure compliance with federal, state and UW policies, procedures and regulations. + Facilitate the review and processing of Non-Disclosure Agreements (NDAs) and other non-funded collaborative research agreements. + Research new funding sources and opportunities for external funding.Research fiscal and administrative compliance: (20%) + Ensure funds are spent according to project purpose and are in compliance with sponsor and university guidelines and policies. + Ensure that grant activity is on time/on budget and that all deliverables and milestones are met. + Manage faculty effort certification reports, grant and contract certification reports, cost share reports. + Manage and monitor subcontract activities; ensure subcontractors meeting deliverables and invoices are accurate and submitted timely for processing. + Manage space inventory system and equipment inventory system. + Manage department research dashboard (proposals and awards reports). + Assure fiscal integrity and compliance with federal, state, sponsor, and institutional policies.Staff Supervision and other duties (15%) + Supervise Grant Administration Team (at least 3.0 FTEs). Assign and manage a balanced workload for team members. + Responsible for HR matters including, recruitment, promotion, performance evaluation and corrective action. Provide orientation and training to new staff. + Create Policies and Procedures, streamline processes for award management, including how to navigate processes required by OSP, GCA, and other units. + Work with the Associate Director, Assistant Director of Clinical Research Operations, and other senior Managers to develop long-term strategic objectives. + Assist leadership team with database creation and ad hoc reports, and perform other duties as assigned. + Attend regular administrative meetings, continually learn best practices and new requirements for grants, contracts, clinical trials, and disseminate information to faculty and program staff. **MINIMUM REQUIREMENTS** + Bachelor Degree in Finance, Business, or related field. + AND a minimum of 4 years (including at least 1 year of supervisory experience) of progressive experience in grant and contract management and/or research finance management (including but not limiting to grant proposal preparation and submission, post-award financial management, financial reporting and compliance). **Equivalent education/experience will substitute for all minimum qualifications except when there are legal requirements, such as a license/certification/registration.** **DESIRED QUALIFICATIONS** + Demonstrated experience of successfully and independently handing multiple projects with critical competing deadlines. + Ability to work independently with a minimum level of supervision and high degree of reliability, accuracy and productivity. + Strong problem-solving skills, work well under stress in a fast-paced environment with competing priorities. + Intermediate computer skills - computer proficiency with spreadsheets (excel), word processing and databases in Windows environment. + Exceptional organizational skill and strong leadership skill. + Ability to communicate effectively with all levels of faculty, management and research staff. + Thorough knowledge and ability to convey complex policy, financial and scientific/technical information in a manner that is understandable to a wide audience. + Knowledge of federal, industry, and non-industry granting agency's regulations and UW research policies. + Broad understanding of NIH, DOE, and other granting agency rules and regulations. + Experience with UW financial and sponsored project systems and work-flows. + Familiarity with UW systems (SAGE, Workday). + Knowledge of the Clinical Trials Policy and other federal, state and institutional clinical research regulations **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.