Req #: 243600

Department: DEPARTMENT OF MEDICINE: GENERAL INTERNAL MEDICINE

Posting Date: 02/26/2025

Closing Info: Open Until Filled

Salary: $5,810 - $7,700 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-contract-covered-exempt-20250130-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 Division of General Internal Medicine (GIM) has an outstanding opportunity for a Grants Manager to join their team. POSITION PURPOSE

The University of Washington’s Division of General Internal Medicine (GIM) is considered to be among the top Divisions of General Internal Medicine in the nation. The Division has a workforce of over 550, with 460+ faculty members who are known for their outstanding research, teaching and patient care.

The Division conducts its activities at the UW Medical Center (UWMC-Montlake and Northwest), Harborview Medical Center (HMC), and the VA Puget Sound Health Care System (VAPSHCS) and VA Boise, with research sites located at multiple sites across Seattle. GIM has faculty in seven academic primary care clinics as well as in neighborhood clinics located across the Puget Sound, and manages inpatients at four Seattle area hospitals.

GIM is the largest division in the Department of Medicine and includes both clinical and research functions with a total annual budget of over $110m. Faculty and staff are spread over 10+ sites around Seattle and the Puget Sound as well as in Boise, Idaho.

The Department of Medicine, Division of GIM, has an outstanding opportunity for a Grants Manager. This position will provide professional level administrative and analytical support for UWMC Section research faculty. This position will work closely with the GIM Division Office, UWMC Section Administrator, and GIM Grant and Finance Manager to conduct grant review, policy development, and grant pre and post award work allocation for the UWMC section.

The Grants Manager will advise faculty, staff, and students on university policies and procedures and state and federal regulations. This person will be responsible for understanding policies relating to federal & non-federal gifts, clinical trials and industry sponsor agreements. This position will also be responsible for understanding policies relating to UW's Co-Motion office (patents and dividends), data use agreements, material transfer agreements, outside work requests, Stateline funding and foreign travel.

Provide guidance to research faculty and staff regarding research administration requirements. Collaborate with Principal Investigators' staff to determine priorities and deadlines for projects as well as provide general guidance for research principles and proposal development.

DUTIES AND RESPONSIBILITIES Post-award Program Operations - Grants (45%)

• Promote and continually assess compliance and risk management best practices in all aspects of operations.

• Approve expenditures within proposed and accepted scope of work, produce reports and work with research scientists, research coordinators and other division management staff to ensure compliance with proposal activities.

• Create tools and metrics to track and analyze implemented process improvements and ensures that program benchmarks are met and continually evaluated.

• Work with collaborating staff to ensure budgets are reviewed and reconciled using best practices and investigators are provided with customized, detailed monthly financial reports.

• Provide counsel, utilizing multiple financial and record keeping systems to perform analyses of federal, private, industry, research and training budgets; forecasting future needs and expenditures and communicate status and progress directly to Principal Investigators, and Division leadership.

• Review UW systems used to track award activity for compliance and accuracy. Troubleshoot and prepare expenditure corrections as necessary.

• Obtain advance budget numbers and process no-cost extensions.

• Responsible for ensuring accurate and up-to-date signature authority delegations, review and redirect expenditure allocations in accordance with appropriate policies and guidelines, train research staff on these topics.

• Coordinate with Division, Department or School research administration staff to correctly allocate payroll efforts. Continuously review funding allocations for correlation to assigned work. Identify corrective strategies.

• Designs and develops financial analysis and reports on a monthly and ad hoc basis including forecasts of grant year-end financial projections.

• Initiate and monitor sub-budget allocations and subcontract accounts; coordinate with other UW departments and external partners.

• Facilitate closeout process for awards. Verify that final sponsor reports have been submitted on time, that proof of final submissions have been properly documented and are on record with OSP and GCA as needed.Post-award Program Operations- Contracts (30%)

• Perform comprehensive and independent review of all documents and data related to the research funding, including study budget, protocol, contract, and other supporting documentation.

• Conduct statistical analyses involving data; develop long-term planning documents in support of strategic goals.

• Collaborate with Principal Investigators on monthly budget to actual variations and budget development questions.

• Serve as a resource for clinical trial managers and principal investigators on queries related to the budget, monthly performance and budget to actuals variations.Pre-award Program Operations (20%)

• Provide overall management of a complex research portfolio consisting of established awards and new proposals production consisting of laboratory studies and clinical trials. This work will include establishing awards and new proposal production. Assure grant commitments and contract agreements of the University of Washington and sponsoring agencies are fulfilled in a timely and accurate manner.

• Interpret and integrate institutional, federal, and sponsor guidelines, policies, and regulations as they apply to research administration operations. Provide counsel and mentoring to researchers and staff pertaining to these issues.

• Work with Investigators and collaborators on budget development. Act as liaison with collaborating sponsors, researcher's division, department, school administrators and OSP on submissions and processing of awards. Critically assess budget proposals for accuracy and compliance with guidelines. Work with agency sponsors, research staff and the Clinical Research Budget and Billing office (CRBB) to develop appropriate budgets for clinical trial submissions.

• Lead and coordinate efforts with process partners to ensure timely and accurate management of all aspects of research administration, including but not limited to timely proposal submission, award processing, timelines and strategic goals, accounting for revenue and expenditures, subcontract and consortium award management, technical and financial reporting.

• Provide strategic, intellectual and technical assistance to faculty and staff on research revenue cycle policies, compliance and regulatory matters.

• Develop ad hoc reports and analysis for the programs and division leadership to support strategic planning for short and long-term goals, ensuring the financial health of the research programs.

• Develop and maintain business operational policies and procedures and effectively manages internal controls and internal/external audits. Revises policies and procedures as appropriate and on an ongoing basis.

• Identify system gaps and bottlenecks to better streamline program processes; independently initiate proposals for corrective action.

• Consult with PIs and determine recruitment related goals; communicate guidelines and provide financial analysis for short and long-term staffing plans based on funding availability.

• Contribute to research program initiatives; providing technical and systematic guidance and support.Other Duties - (5%)

• Coordinate faculty effort commitments and reporting.

• Attend administrative meetings, participate in the School, College and UW meetings for grant managers.

• Continually learn best practices and new requirements for grants and contracts and disseminate information to faculty and staff. MINIMUM REQUIREMENTS

• Bachelor’s degree in business, accounting or related field and 3 years relevant experience. ADDITIONAL REQUIREMENTS

• Ability to problem solve, take initiative, set priorities, handle multiple projects, and exercise good judgement in a fast paced, dynamic, deadline driven environment in an organized and professional manner.

• Excellent communication skills (written and verbal) with all levels of colleagues; excellent interpersonal skills.

• Strong time management and organizational skills.

• Proficiency in MS Office products. DESIRED QUALIFICATIONS

• Master's Degree in accounting/finance or related field.

• Working knowledge of the Cost Principles for Educational Institutions (2 CFR Part 215-220), and UW Cost -Accounting Standards for sponsored agreements.

• 5+ years' experience in a clinical department or working with research units.

• Experience in higher education administration, including budgeting and strategic planning.

• Working knowledge of pre- and post-award management of clinical trials. 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.#UWDeptMedicineJobs

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.