Although open until filled, priority application date is April 29, 2024.
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 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 Operations Specialist (Program Operations Specialist (E S 8)). The position will report to the Administrator of the Department of Pharmaceutics but may 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 operations support.
DUTIES AND RESPONSIBILITIES
Grant and Contract Management - 45%
Execute and manage grants/contracts processes to facilitate accurate and timely pre award grants production in accordance with all university, sponsor, state, and federal requirements.
Assist with post award management in collaboration with the Administrator and other departmental fiscal staff.
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 award operations, ensuring smooth functioning with a goal of department wide standardized, efficient, and compliant fiscal processes.
In collaboration with the Department Administrator, assist with training fiscal staff to ensure accuracy and reliability in managing extramural funding resources.
Provide strategic planning advice to principal investigators about funding and resource allocation (budget forecasting and expense tracking), considering pre-award plans with current and future awards.
With fiscal team, attend regular budget meetings with investigators to review budgets.
Provide post-award support to Investigators including 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 orders, tracking expenditures against milestones, reviewing invoices with PIs, approving invoices, and reconciling expenses across multiple institutions.
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 budgets, 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.
Manages grant and contract budgets to assure compliance with the University, State and Federal requirements.
Program Operations Administration – 20%
Provide advanced level operational support for large grant programs in the department.
Responsible for exercising high level of independent judgment to implement and manage the operations of the relevant programs.
Assist PI’s and Department Leadership with the development of project timelines, procedures, forms, manuals, and tracking systems.
Collaborate with key stakeholders to organize and execute events such as advisory board meetings, departmental events, etc.
Coordinate meeting venues and electronic conferencing arrangements, take meeting notes, edit and summarize notes for distribution.
Compose, prepare and transmit confidential and sensitive written and verbal communication on behalf of fellowship program leaders; draft letters, notes and other correspondence.
May help coordinate travel arrangements and itineraries for faculty, students, and non-UW individuals.
Fiscal Compliance and Risk Management – 20%
Maintain compliance and risk management activities 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 and Grant and Contract Certification Reporting requirements.
Other Administrative Tasks as Assigned– 15%
Provide backup Workday HCM support for the Department as needed.
Assist the Administrator with J1 and H-1B Visa processing.
Provide support for grant personnel across the school as needed to meet demands.
May manage calendars for Program leadership.
Other duties as needed/assigned.
MINIMUM REQUIREMENTS
Bachelor's degree in Public Administration, Business Administration, or a related field
Two (2) years of 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 Federal funding agencies such as the NIH, NSF, and DOD.
Experience with finance and research administration.
Excellent English language oral and written communication skills.
Strong organizational skills and attention to detail.
Ability to prioritize, set firm deadlines, 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 work on-site during regular business hours with the option to work a hybrid schedule after being established in the department.
Ability to periodically work outside of normal business hours (including weekends) to meet deadlines
DESIRED QUALIFICATIONS
Experience with grant proposal preparation and post-award support involving non-profits or industry partners highly preferred.
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.
Committed to attracting and retaining a diverse staff, the University of Washington will honor your experiences, perspectives and unique identity. Together, our community strives to create and maintain working and learning environments that are inclusive, equitable and welcoming.
The University of Washington is an affirmative action and equal opportunity employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, gender expression, national origin, age, protected veteran or disabled status, or genetic information.
To request disability accommodation in the application process, contact the Disability Services Office at 206-543-6450 or dso@uw.edu.
Applicants considered for this position will be required to disclose if they are the subject of any substantiated findings or current investigations related to sexual misconduct at their current employment and past employment. Disclosure is required under Washington state law.
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