GRANTS AND FINANCE MANAGER

GRANTS AND FINANCE MANAGER

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.

Department of Medicine : Hematology and Oncology has an outstanding opportunity for Grants and Finance Manager.

Position Purpose

The Division of Hematology and Oncology has a great opportunity for a full-time Grants & Finance Manager. The Division is composed of over 80 clinical and research faculty, and more than 180 research and administrative staff.

The Division is one of the largest in the Department of Medicine, complex in its relationship with Fred Hutch Cancer Center, Bloodworks NW, SIBCR, VA and our community and consortium partners.

This is a fast-paced, ever-changing environment.

The Grants and Finance Manager is required to use independent judgment, strong leadership skills, good communication and knowledge of institutional and grant sponsor policies, to effectively facilitate work-flow and promote a collaborative work environment.

This position will maintain dynamic communication with principal investigators, financial staff, and numerous university departments, federal and other sponsor agencies.

By applying the knowledge of program leadership's work commitments, status of projects, and nature of contacts, this position will act independently and on behalf of leadership.

This position advises faculty of rules and regulations of the University of Washington and various granting agencies and ensures compliance with those rules.

Position Complexities

This position is responsible for coordinating pre- and post-award research administration activities with staff and PI’s of multiple research units across the Division, School of Medicine and University.

This position conducts ongoing local and federal policy review and provides updates and recommendations to Division leadership and Principal Investigators.

This position is responsible for all Division proposal submissions, post award management and award reporting in accordance with Sponsor and University guidelines, utilizing the UW offices of ABC, OSP and GCA.

Working with Principal Investigators and the Associate Administrator for Finance, this position has responsibility to review proposals for accuracy and feasibility, to identify resource and space needs required for successful implementation, to communicate compliance requirements, establish deadlines and communicate documentation requirements, to provide ongoing financial or other status updates and to ensure that deliverables are accomplished and appropriately reported.

This position is responsible for ensuring timely payments for all milestone-driven awards.

This position is responsible for :

• Interpreting and understanding PARs / RFPs / RFAs, and identifying grant opportunities for faculty.
• Grant application submissions across the Division, utilizing the services of ABC. This involves a deep understanding of UW and sponsoring agency institutional policies and deadlines.
• Managing post-award for foundation, federal and other grant awards in compliance with University standards.
• Supervising and directly managing 1 Grant Specialist.

Position Dimensions and Impact to the University

This position is supervised by and reports to the Division’s Associate Administrator for Finance. Functional areas include grant pre- and post-award management, fiscal management, and independent coordination of special projects.

The Grants and Finance Manager’s job performance is evaluated in terms of independence, leadership, appropriateness and effectiveness of communications, timeliness and accuracy of work, knowledge of grant pre- and post-award regulations and policies, and overall progress of Division goals.

The Division of Hematology and Oncology is committed to the goals and priorities of the School of Medicine to conduct research and develop new therapeutic models for the treatment of cancer.

This position will provide grant management support to these efforts.

RESPONSIBILITIES :

Research Administration Post-Award - 60%

• Liase with disease and payroll teams across the UW, to ensure payroll for PI’s and staff on grants is submitted in accordance with sponsor policies, spend down requirements, salary cap requirements etc.
• Manage post-award for foundation, federal research grants, and clinical contracts in compliance with University and sponsor standards.
• Ensure that budget proposals are adequate to meet the financial operating needs of the labs, programs, and of the Division of Hematology and Oncology.
• Consult with funding agencies to resolve problems and / or obtain approval for deviation from authorized procedures or expenditures;

advise and assist Division's staff regarding funding policies and procedures.

• Manage and work with subrecipients / subcontracts to meet requirements and timelines, for both incoming and outgoing subcontracts, reporting and spending requirements etc.
• Manage and oversee post award responsibilities including preparing annual progress reports (, NIH RPPRs) and final status reports for grants and contracts in partnership with the PI and Division staff.
• Prepare quarterly budget variance reports for assigned PIs. Meet with PIs on a regularly scheduled basis to review individual financial portfolios.
• Conduct various statistical analyses, modeling, and projections involving fiscal / budget data. Participate in the preparation of biennial budget summaries;

analyze and interpret the data for decision-making by the PIs, Lab Managers, and the Associate Administrator for Finance.

• Assist with special projects, reports and presentations as requested.
• Recommend improvements for data organization as needed.
• Recommend and initiate appropriate internal controls and audit trails to assure proper and appropriate charges to budgets;

investigate questionable entries and initiate corrective measures. Create and update SOPs related to Grant Pre and Post Award.

• Participate and attend MRAM, RAPN, and other research-related events / meetings and provide updates as needed to stakeholders, present updates during staff meetings.
• Maintain professional working relationships with national funding agencies and administrative offices on campus such as, but not limited to FHCC, Clinical Research Budget and Billing (CRBB), Grant and Contract Accounting (GCA), and the Office of Sponsored Programs (OSP).
• Apply for no cost and cost extensions, adhering to sponsor requirements for such requests.
• Submit re-budgeting requests.
• Through UW GCA, ensure all reporting requirements are met within contract stated deadlines. Including reporting requirements for sub awards issued by the Division.

Research Administration Pre-Award - 20%

Responsible for all Pre-Award Grant submissions across the Division, including but not limited to NIH, DOD, Foundations, Fred Hutch Cancer Center, sub-awards etc.

The Division uses ABC for pre award, but this position will be the lead and contact to shepherd through the applications.

• Liase between the disease teams, PI’s and ABC to ensure all applications are submitted timely and comprehensively.
• Oversee budget and all administrative requirements of grant proposals, ensuring adherence to RFA / RFP.
• Responsible for eGC1 approvals, must be extremely familiar with UW policies and GIM’s related to OSP submissions and requirements.
• Advise staff and faculty, and FHCC counterparts on UW rules regarding F&A rates and policies, LOI’s and all other application processes as needed.
• Guide teams to obtain Letters of Institutional Support, or any necessary letters from the SOM.
• Understand and lead teams on the requirements of pre award submissions for non-faculty appointments such as Fellows, Research Scientists or faculty appointments such as Acting Instructor.

Research Administration Operations and Contracts - 15%

• Analyze and identify areas of opportunity and growth for research programs by providing faculty with information regarding new funding opportunities, federal funding changes and funding trends, and state and national regulation updates.
• Develop, implement and maintain a system for training and educating faculty and staff on rules and regulations for federal and foundation funding.
• Serve as Division expert and trainer for federal and foundation funding opportunities, rules and regulations.
• Interpret sponsor documents and guides and provide guidance to faculty and staff on such content.
• Develop, implement, and educate investigators on the best practices for policies and procedures for all post grant awards such as identifying appropriate documentation and utilizing best practices.

Develop a communications platform to provide regular updates to faculty and department administrators regarding changes in federal and university research directives, as well as changes to departmental procedures.

• Develop and maintain submission document templates to provide to research faculty, such as budget justifications, equipment and facility pages, other support documents, biosketches, etc.
• 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.

Other Responsibilities - 5%

• Organize and attend steering committee meetings as required.
• Establish and implement program policies and procedures; maintain oversight and ensure compliance.
• Produce all progress and final progress reports submit through appropriate method.
• Respond to both internal UW and external requests for data and statistics regarding the current grant.
• Serve as the central resource and provides consultative advice on all program related inquiries and activities.
• Supervise and directly manage the work of 1-2 grant specialists.
• Collaboratively develop and organize information in electronic and hardcopy format to facilitate workflow of fiscal and compliance management.

Analyze and improve program workflow to facilitate effective and efficient operations.

• Serve as an essential member of the Division Fiscal Team, attending Fiscal Leadership meetings, contributing to Division policies and procedures, operational decision making, and serving as a peer resource for other program manages.
• Recommend process improvements regarding the departmental business process, quality control, and grants management in general.
• Participate in Division-wide workgroups, teams and projects.
• Other duties and assignments as needed.

Lead Responsibilities

This position will be the lead on pre- and post-grant award management including : collaborating with ABC to imbed within the Division and to ensure adherence with sponsor policies, spend-down, sub-award and reporting requirements.

Supervisory Responsibilities

This position will supervise and directly manage the work of 1 Grant Specialist

MINIMUM REQUIREMENTS :

• Bachelor's Degree in Business Administration, Accounting, Finance or related field
• Minimum three years of experience in pre- and post-award grant management

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

ADDITIONAL REQUIREMENTS :

• Related operational and budget analysis within a large corporate or University environment. Working knowledge of the following software applications : Excel, and the following UW specific finance management tools : WorkDay, SAGE, Award Portal, etc.
• Extensive experience and knowledge of UW OSP and GCA policies and procedures with regard to submissions and opening awards, post award management and closing.
• Comprehensive knowledge and understanding of NIH, DOD finance policies, and ability to interpret and explain policies to staff and PI’s.
• Strong analytical ability, and ability to problem solve and troubleshoot.
• Strong organizational, communication (written and verbal) and problem-solving skills.
• Specific experience with grant proposal preparation and directly supporting PI’s.
• Excellent oral and written communication skills.
• Strong organizational skills and attention to detail.
• Ability to prioritize 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 periodically work outside of normal business hours (including weekends) to meet deadlines.

DESIRED :

• Experience in an academic research institution.
• Experience in federal grants management.
• Familiarity with interpreting regulatory and contractual documents, identifying and resolving ambiguities, negotiating pricing and payment terms, and interpreting complex implications of research protocols.
• Knowledge of the National Institute of Health research guidelines and other federal, state and institutional research regulations.

WORKING CONDITIONS :

This position will be a hybrid position. Supervising staff and building relationships with faculty and disease teams will require on-site time.