Req #: 236203

Department: DEPARTMENT OF EMERGENCY MEDICINE

Posting Date: 07/11/2024

Closing Info: Open Until Filled

Salary: $5,114 - $7,672 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 Emergency Medicine has an outstanding opportunity for a Program Operations Specialist to join their team.

The University of Washington's Department of Emergency Medicine within the School of Medicine has a workforce of over 200, with 100+ faculty members who are known for their outstanding research, teaching, and patient care. The Department conducts its activities at Harborview Medical Center (HMC), UW Medical Center-Montlake, UW Medical Center-Northwest, with multiple research sites located across Seattle.

The Department of Emergency Medicine (DEM) has an outstanding opportunity for a full-time Program Operations Specialist. This position supports the Department's teaching and research activities by providing financial management support to the education and research grant/contract programs. The Program Operations Specialist will independently manage pre- and post-award grant and contract operation activities, including providing Department faculty and trainees expert administrative support to develop extramural and intramural funding applications and manage the post award fiscal reporting and compliance oversight of the research program. The Program Operations Specialist will also provide training and counsel to faculty, fellows, and staff concerning grant and contract related processes. They will serve as the administrative contact and liaison with multiple process partners, including offices and departments/units within the University of Washington, as well as funding sponsors and scientific collaborators, regarding research, compliance, and pre- and post- award financial issues.

This position reports to the Administrator of Research and Finance and will work collaboratively with an experienced team which supports administration of a wide variety of finance and research functions within the Department.

DUTIES AND RESPONSIBILITIES Grant & Contract Management/Research Administration (75%) • Provide overall management of DEM's research portfolio consisting of established awards and new proposal production. • Independently manage submission of grant and contract proposals (new and renewal). Advise Department faculty, fellows, and staff regarding pre-award operations and processes. Work closely with principal investigators and program liaisons on budget development, project management, sponsor guidelines and policy interpretation, timeline planning, and financial status reporting. Utilize knowledge of sponsored research regulations. • Interpret and integrate institutional, federal, and sponsor guidelines, policies, and regulations as they apply to research administration. Provide counsel and mentoring to researchers and staff pertaining to these issues. Assure compliance with the UW and funding agency's policies and procedures regarding pre- and post- award management. • Perform complex payroll analysis to include federal salary cap, faculty effort reporting, and grant effort commitments. Manage effort allocation according to award including setting up and maintain costing allocations for faculty and supporting staff. • Serve as the Department's primary Employee Compensation Compliance (ECC) Coordinator. Responsible for reviewing effort and project statements. Oversee the certification process and ensure timely and accurate completion of effort reporting. • Independently manage, monitor, and analyze complex grant and contract budgets including multiple subcontracts, foreign research sites, and complex funding mechanisms. Develop and maintain budget reports on the financial status of sponsored research projects by forecasting and tracking budget expenditures. Meet with PIs to review financial reports. Consult with investigators and collaborators regarding budget variables; confirm budgetary data using UW administrative systems. • Manage outgoing subaward process. Lead and coordinate efforts with process partners to ensure subaward agreements are executed in a timely manner by regularly monitoring status and communication with appropriate internal and external administrative offices. Monitor subcontractor's budget and spending, invoice approval, etc. • Consult with funding agencies to resolve problems and/or obtain approval for deviation from authorized procedures or expenditures; advise and assist organization’s staff regarding budgetary policies and procedures, account status. • Lead training and resource development efforts by providing guidance to the Department's research community on issues such as applicable regulations, cost allowances and budget justifications, and sponsor requirements. • Demonstrate a thorough understanding of related audit issues related to payroll, faculty effort, purchasing and budget reconciliation.

Financial and Program Operations Management (15%) • Provide financial management of DEM's educational programs (Residency, Medical Student Clerkship, Fellowships, and Paramedic Training). • Independent decision making for cost and resource allocations for program budgets. • Develop financial dashboard and data analysis for education program directors and department leadership to support strategic planning for short- and long-term goals, ensuring the financial health of each education programs. • Assist in preparation of the annual budget process. • Develop and prepare monthly financial reports for the educational programs. Manage, monitor and track allocations and expenditures for trainees' fund support/commitment. • Compile, interpret and communicate financial information to various audiences including program directors, program managers, program coordinators, department leadership, and other stakeholder within UW Medicine.

Other Administrative Duties (10%) • Review and approve grant expenditures including purchases and expense reports in Workday while verifying funding and ensuring fiscal compliance with UW and sponsor guidelines. • Co-grant/contract compliance officer for the department – review/approve eGC1s. • Attend monthly/quarterly research administration meetings (MRAM, RAPN, etc.). • Advise Administrator of Research and Finance of research activities and issues on a regular basis. • Research, lead, and delegate special projects as needed. • Conduct ongoing review of existing departmental business operational policies and procedures and develop new approaches to streamline processes and increase efficiencies; effectively manage internal controls and internal/external audits. • Special projects and other duties as requested on an ad-hoc basis.

MINIMUM REQUIREMENTS

• A minimum of two years of experience in research and/or healthcare administration in an academic setting.

Equivalent education/experience will substitute for all minimum qualifications except when there are legal requirements, such as a license/certification/registration. ADDIITONAL REQUIREMENTS

• Knowledge of administrative requirements of managing grants and research contracts. • Experience with finance and research administration including developing and monitoring complex budgets. • Experience with federal funding agency's grants systems (eRA Commons, ASSIST, Grants.gov, etc.) • Excellent organizational skills with strong attention to detail, strong problem-solving skills, resourcefulness and flexibility to adjust to dynamic work situations. • Demonstrated ability to manage competing projects and multiple deadlines and priorities. • Ability to thrive in a fast-paced environment that often requires responding to deadlines with short lead times. • Ability to periodically work outside of normal business hours (including weekends) to meet deadlines. • Excellent written and spoken communication skills. • Proficient experience with Microsoft Office applications (Word, Excel, PowerPoint, and Outlook) and Adobe Acrobat.

DESIRED QUALIFICATIONS • Knowledge of UW, State, and various funding agency's policies, procedures, and regulations. • Experience with UW administrative systems (Workday, SAGE, Award Portal, etc.).

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.