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The purpose of this position is to provide independent analysis and management of the financial operations and grant administration for Surgical Outcomes Research Center (SORCE), within the Department of Surgery. This position reports to the Assistant Director of Financial Operations & Research Administration, with a strongly matrixed relationship to the Administrative Director of SORCE. This position will manage 1 employee.
The incumbent will have direct accountability for day-to-day operations in these areas and is also expected to maintain dynamic communication with SORCE faculty, operations leadership, project managers and fiscal specialists to ensure smooth, well-coordinated and compliant fiscal systems and processes practiced in a mutually supportive team environment. The incumbent will also be accountable to the Department’s central finance and grants leadership to ensure consistency of application and administration of awards.
Functional areas include:
Research Faculty, and pre-and-post-Award Financial Management (60%)
Oversight and Supervision of specified Finance Operations & Compliance (30%)
Oversight and Supervision of Fiscal Personnel (10%)
POSITION COMPLEXITIES: SORCE prides itself in having a dynamic work environment. From a foundation of well-established structure and process, we respond rapidly to opportunities and challenges with innovative and entrepreneurial approaches. The Grants & Contracts Manager is responsible for managing over multiple funding streams including grants, contracts, gift funds, revenue accounts, department funds, and others. As such, a successful candidate must embrace this high degree of change and ambiguity, and be able to function at a high level in this environment.
This individual must be expert in grant and contract administration, overall financial compliance as well as interpersonal communications. They will have significant fiduciary responsibility and must maintain systems for a research center to be up-to-date, accurate, and compliant. The Grants & Contracts Manager ensures that SORCE faculty, as well as all levels of staff working with grants and contracts under purview of SORCE are following current policies, and meeting grant administrative deliverables in a timely and accurate way.
The Grants & Contracts Manager monitors new federal and UW research directives, advises and recommends department procedures as applicable to SORCE, and communicates the changes to SORCE operations leadership and faculty. Additionally, they actively participate in strategic planning (i.e. developing business plans to support grants and contracts agreements) and/or become team leader for generating and implementing strategic plans.
They set the tone for great customer service and ensure that employees in the fiscal and grants operations areas are customer focused, provide superior and timely service to all customers. This individual ensures continual systems improvements and training for the staff.
SORCE and the Department of Surgery are committed to encouraging diversity and inclusion, and to being a workplace where such values are at the forefront of our daily interactions and our work as a research center. We value and seek diverse team members who are passionate, innovative, and collaborative.
POSITION DIMENSIONS AND IMPACT TO THE UNIVERSITY: This individual will have significant fiduciary responsibility provides oversight, delegates operational work and delivers some direct grant and contract support for one-half (1/2) of all the grant and contract work for the department. SORCE is a large multidisciplinary research center established by the Department of Surgery to support outcomes research which improves the quality of surgical care at the local, regional and national levels. SORCE achieves this by assessing the impact of surgical procedures on patients, society, and the healthcare system, and improving the practice of surgery through education, training, and policy initiatives. SORCE also collaborates with a variety of academic institutions and community partners to provide expertise in the design and deployment of health services and patient-oriented outcomes projects for research and clinical quality improvement.
Established in 2005, SORCE has grown into a collaboration of researchers from across health science disciplines, including over 25 UW faculty from 15 departments and 4 schools, and clinicians at 35 clinical practice sites across Washington State. In addition, SORCE provides a shared resource base for junior faculty from all Surgical Divisions as well as cross-departmentally.
To date, SORCE has received over $100 million in grant support, and currently operates an annual budget of over $6 million. As the individual responsible for the management and oversight of this annual budget, the Grants and Contracts Manager is an essential member of SORCE’s operations leadership team.
RESPONSIBILITIES Research Faculty. Pre-and-Post-Award Financial Management (60%) The individual in this position will provide pre- and post-award oversight and expertise in planning, application preparation and submission for grants and contracts for selected PIs within UW facilities; primarily PIs affiliated with SORCE. The individual will partner with the School of Medicine’s Administrative Business Center (ABC) with a variety of pre-award processes. Additionally, the individual in this position will assist in the management of post-award activity for grants and contracts primarily within SORCE. The manager will be the expert and have primary accountability for oversight of all post-award activities for approximately 50% of department sponsored project volume attributable to SORCE. Duties include:
Pre-Award Management and Oversight
Project Planning; working in close collaboration with PIs, operations leadership, project managers, grant writers and/or others as applicable to plan the project including reviewing resources, considering and defining subcontract issues and other planning activities at the strategic as well as tactical level.
Responsible for developing specific portions of grants, including proposal applications: will be primarily responsible for determining the type of proposal category this will be, setting the proposal timeline, preparing the budget and starting sub-contractor and other processes in motion.
Overseeing and managing the proposal submission through ABC ensuring all documents are appropriately prepared and ready for submission finalizing budgets, calculating Faculty Effort for the project and cost share.
Liaison with ABC throughout pre-award process.
Post Award Financial Oversight & Management
Principal individual to receive and initiate post-award information, including establishing budgets and high volume of sub budgets.
Approves all purchases on the grant and contract budgets.
Manage acquisition of any/all equipment for projects, which includes purchasing, insurance and reporting.
Prepare meaningful financial reports and review with SORCE PIs, operations leadership, and project managers providing explanation and expertise
Collaborate on payroll distribution planning: obtain input from senior staff, project leads and supervisors, and communicate distributions to Department payroll or delegate preparation as appropriate
Interact with sponsor on specific grant-related issues.
Manage system for tracking and reminding PIs of deadlines for annual reports, progress reports, competitive and non-competitive renewals, and pending actions for faculty grants.
Manage closeout actions for grants and contracts within tight time constraints.
Consult with funding agencies to resolve problems, and/or obtain approval for deviation from award (e.g. project extensions, re-budgeting, carry-forward requests, change of PI or PI transfers, reduction in effort by key personnel, change in project scope, approval for pre-award costs, etc.)
Oversee and Implement budget requests and extensions;
Oversight and Supervision of specified Finance Operations & Compliance (30%) Purchasing & Travel
Approve transactions in ARIBA for sponsored projects, and associated invoice processing;
Communicate policies and procedures to project staff, PIs and administration
On-going process Improvement and technical and customer-service training
Review systems and processes on an ongoing basis, approaching improvements using process improvement skills;
Ensure a smooth operational pathway, from intake, to fulfillment to disposition of SORCE grants and contracts records;
Management of Policy/Procedures and Compliance
Must remain current on all University purchasing and travel rules and all administration standards, regulations, and practices
Develop, implement and monitor policies and procedures to ensure optimal financial operations and SORCE staff functioning
Responsible for ensuring SORCE is in compliance with all applicable departments, school, university, state and federal regulations. Must be or become knowledgeable of applicable compliance and regulatory issues that pertain to grant and contract management.
Interpret and implement grant and contract regulations and guidelines in SORCE as necessary.
Space & Facilities Management:
Oversee SORCE departmental equipment inventory processes and procedures to ensure that all equipment and supplies are handled properly in accordance with University and other policies/regulations;
Oversight and Supervision of Fiscal Personnel (10%)
Oversee staffing needs; prepare needs assessment and manage recruitment, hiring and on-boarding of new fiscal staff that work within SORCE
Work with Finance. SORCE and department HR to determine staffing needs; recruit and hire as indicated. Responsible for training supervised staff in their duties to include technical and customer service duties. Ensure they have the tools required for successfully accomplishing their tasks.
Provide oversight and support to employees to ensure fiscal activities are carried out in a timely and accurate manner;
Ensure general training and development as well as specific training, monitoring junior fiscal employees to ensure they understand all aspects of their duties;
Manage performance of assigned staff.
Prepare and deliver annual performance reviews
Work to create an environment that promotes excellence and growth of junior fiscal staff assigned to SORCE.
REQUIREMENTS Education & Type and Years of Experience: BA in business or other applicable areas AND 3-4 years experience in program analysis that includes financial management of a large program, with 2-3 years in pre-and post-award management of sponsored projects.
Strong accounting and financial operations experience
Expert Excel and MS-Word skills’
Acquainted with tracking and process technical programs;
Must be interpersonally adept
Must be able to work with academic medical faculty
Must be detail oriented and possess an error-free philosophy
Demonstrated ability to communicate well with faculty and senior management as well as peers and subordinates within and outside the department
Must be a rapid and highly organized worker; one who can respond to deadlines in a positive way
Broad understanding of NIH and other granting agency rules and regulations; experience with UW financial and sponsored project systems (MyFD, SAGE, Grant Tracker, EFEC) and work-flows.
Highly experienced and knowledgeable of rules and regulations surrounding fiscal and grant and contract policy.
Strong customer service skills.
MA in finance, business, public administration or other related fields
Application Process: The application process for UW positions 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 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.
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