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The Department of Ophthalmology is a medium-sized but rapidly growing clinical department within the School of Medicine with 51 regular faculty, 5 approved fellowships, 15 residents, and approximately 75 total staff. The Department has $10 million in total research costs; $39 million in professional and facility patient care collections and $24 million in endowed principle. The Department is spread over multiple campuses, serving patients at most UW Medicine entity locations and operating a Vision Science Center of Excellence at UW Medicine’s South Lake Union Research Campus. This position is housed in UW Medicine South Lake Union Building E.
The Department of Ophthalmology has an outstanding opportunity for a Program Financial Analyst to join their team.
Under the direction of the Research Administrator and working along with the Clinical Research Coordinator, the Financial Analyst will perform a variety of complex analysis, financial statement, budget report, revenue and expense forecast, and research budget revision support functions for the Department of Ophthalmology. The analyst will provide analyses and reports to support the financial decision to ensure the long-term profitability of the department.
POSITION DIMENSIONS AND IMPACT TO THE UNIVERSITY
This position relates to faculty’s research portfolios and the administration of grants and post award revenue for the Department. The Research Analyst will be responsible for administering incoming and outgoing sub-awards and contracts with many diverse organizations in and outside of the University of Washington. Additionally, this position will work closely with clinical trials in regard to billing and reporting. This position must handle both volume and the complexity of research management.
DUTIES AND RESPONSIBILITIES
Grant and Contract Post-Award Administration: Budgeting, Analysis, and Reporting - 50%
Provide reports and interpretations of analytical results to the Research Vice Chair, Director, and Research Administrator.
Manage Principal Investigators’ (PIs) portfolio of research awards, ensuring departmental compliance with university and funding agencies’ policies and procedures as well as federal and state sponsors.
Act as liaison between principal investigators, the Office of Sponsored Programs (OSP), Grants and Contracts Accounting (GCA), and funding agencies.
Research, interpret, and implement sponsors’ guidelines, regulations, and rules.
Provide instruction, guidance, and assistance to PIs, Research Vice Chair, Research Administrator, and Clinical Research Coordinator on grants and contracts processes.
Perform comprehensive and detailed analysis and distribute monthly budget reports to PIs and Grants Manager.
Analyze and review NIH Notice of Award (NOA) and the approved budgets to create sub-accounts and sub-budget allocation for multiple PIs research projects.
Proactively communicate and meet with Principal Investigators to obtain and process on information for mid- and long-term budget planning.
Meet with PIs, Research Vice Chair, Research Administrator, Lab Managers to review plans and projections.
Perform complex budget forecasts and budget revisions for grant and contract awards.
Research and investigate discrepancies and independently take corrective action to resolve discrepancies, errors, and variances.
Consult with GCA and funding agencies to resolve issues regarding rebudgeting, reporting, and billing.
Monitor and review expenditures for compliance and correct/adjust transactions per sponsors’ guidelines.
Generate complex interim and final financial reports per funding sponsors’ requirements.
Prepare study closeout documents including outstanding charges and financial review in accordance with OSP and GCA policies and procedures.
Facilitate auditing process for grant and contract awards by providing proper backup documents and records for auditors.
Develop tools and indicators to ensure quality and timeliness in all aspects of post-award management.
Prepare and submit timely and accurate Faculty Effort Certification (FEC) & Grant and Contract Certification (GCCR) reports.
Manage Workday costing allocations for research personnel.
Review and update Space Inventory Management System (SIMS) as needed.
Monitor and track PIs’ NIH Salary Cap to ensure cost shares are met.
Perform and update department research lab equipment insurance analysis on annual basis.
Prepare comprehensive research funding statement for the Chair, Director, and Finance and Research Administrators.
Prepare interim/final invoices, specialized fiscal reports, and account closings in accordance with sponsor’s requirements.
Clinical Trials Billing & Reporting: 40%
Work with Research Administrator and Clinical Research Coordinator to manage post award processing of clinical trials such as budget negotiation, study amendments, and submission of trials to institutional central offices (CRBB, OSP, GCA, HSD) for approval.
Participate in budget preparation and negotiation, including determining study staff effort on a protocol- by-protocol basis.
Identify and implement process improvements to enhance efficiency of clinical research administration, including budgeting, billing, reporting, and auditing.
Compile clinical study financial data on a monthly basis for meetings with study principal investigators, Research Administrator, and Research Coordinator.
Ensure that research spending is aligned with study budget and take corrective action when spending deviates from planned expenditures.
Create and maintain study tracking systems for clinical trial revenue and cost to ensure proper billing and reporting.
Review hospital patient and pharmacy related charges to ensure that the cost is proper posted to each clinical study account; ensure the billing and reporting of all patient related activity of each clinical study protocol.
Oversight of study faculty and staff cost allocations based on complex protocol requirements.
Analyze and interpret protocol agreements of the clinical trial studies to ensure the study milestones, research subject schedules, and deliverable requirements are met.
Coordinate with Research Coordinator to prepare study account closings in accordance with the protocols’ and sponsors’ requirements.
Respond to GCA and sponsors’ inquiry requests regarding billing, reporting, and payments.
Employ working knowledge of UW financial and accounting systems and databases extracting financial data to design and maintain complex financial reporting/analytical tools that ensure accuracy and increase efficiency of regular and ad hoc report preparation.
Apply intermediate to advanced expertise in excel (e.g., v-lookup, pivots, conditional formatting, simple logic and statistical formulas) to build efficient and accurate ad hoc and recurring financial reports.
Design, develop, and manage financial tracking and reporting.
Other Administrative Duties (5%)
Create reporting processes to support continuous processes improvements as requested.
Provide quality assurance reviews of programmatic reviews and reporting.
Coordinate with team to update financial processes to increase efficiencies and accuracy.
Train staff to accurately and efficiently use ad hoc and reporting tools.
Participate in department administrative team by providing support as needed for general administrative activities (e.g. mail distribution, office supplies, etc.)
Perform other duties as assigned.
Bachelor's degree in business or related field or at least 2-3 years' experience in financial analysis and reporting.
Equivalent education/experience will substitute for all minimum qualifications except when there are legal requirements, such as a license/certification/registration.
Must have a strong attention to detail, demonstrated time management with the ability to work effectively under the pressure of deadlines.
Strong analytical and problem-solving skills.
Good written and verbal communication.
Ability to use discretion and maintain confidentiality.
Ability to work both independently and collaboratively.
Experience with Workday and/or had training; must have a willingness to learn new systems and operations.
Experience with federal & industry grants and contracts awards.
Understanding of UW grant and contract management policies and practices.
Knowledge of Federal grant policies and procedures.
Experience in an academic healthcare environment.
CRA (Certified Research Administrator).
CONDITIONS OF EMPLOYMENT
Must share office space.
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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