1+ months

Program Operations Specialist (Project/Temporary)

Harborview Medical Center
Seattle, WA 98104

Program Operations Specialist (Project/Temporary)

Req #: 187606
Department: Div. of Metabolism, Endocrinology & Nutrition
Appointing Department Web Address: https://endocrinology.uw.edu/
Job Location: South Lake Union
Job Location Detail: South Lake Union 
Posting Date: 02/22/2021 
Closing Info: Open Until Filled 
Salary: Salary is Competitive. Salary is Commensurate Upon Qualifications and Experience. 
Shift: First Shift 

The University of Washington (UW) is proud to be one of the nations premier educational and research institutions. Our people are the most important asset in our pursuit of achieving excellence in education, research, and community service. Our staff not only enjoys outstanding benefits and professional growth opportunities, but also an environment noted for diversity, community involvement, intellectual excitement, artistic pursuits, and natural beauty.

At the University of Washington, diversity is integral to excellence. We value and honor diverse experiences and perspectives, strive to create welcoming and respectful learning environments, and promote access, opportunity and justice for all.

The Department of Medicine's Division of Metabolism, Endocrinology & Nutrition has an outstanding opportunity open for a Temporary Program Operations Specialist.

This position will manage pre- and post-award activities for research grants and clinical studies within the Division of Metabolism, Endocrinology and Nutrition, particularly in the UW Medicine Diabetes Institute (UWMDI). This position reports to the Division Administrator and works closely with faculty and staff in the UWMDI, division, the Department of Medicine, School of Medicine and affiliate institutions in an effort to build and maintain effective working relationships and research processes that are vital to our mission. This position is responsible for coordinating pre- and post-award and research administration activities, including proposal submission and award reporting in accordance with sponsor and University guidelines. This position works with Principal Investigators, the Manager of Program Operations and the Division Administrator. This position has responsibility to communicate compliance requirements, to establish deadlines and communicate documentation requirements, to provide ongoing financial or other status updates and to ensure that accomplishment and appropriate reporting of deliverables. This position is responsible for ensuring timely payments for all milestone driven agreements (e.g. industry-sponsored clinical trials).

Position Complexities:
The role of the Program Operations Specialist (POS) is to help manage the program operations of the divisions research grants and clinical studies in the UWMDI. As such, s/he exercises substantial responsibility and utilizes specialized knowledge of the research, education and program objectives ensuring strategic goals and extramurally funded award aims are met. Must work independently, take initiative, prioritize matters, and accomplish a broad spectrum and volume of work.

Position Dimensions and Impact to the University:
The University of Washington is a world-renowned research institution. Competent research administrators are essential to ensuring that the proposal and award management processes run smoothly and that all research is conducted in accordance with sponsor and University guidelines. This position will provide research administration expertise and guidance to investigators and leadership.

Duties & Responsibilities:
Research Administration - pre-award operations (40%)
Provide overall management of a research portfolio consisting of established 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.  Identify and resolve space and IT requirements. 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 researcher's division, department and school administrators on submissions.  Critically assess budget proposals for accuracy and compliance with guidelines. 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. Provides strategic, intellectual and technical assistance to faculty and staff on research revenue cycle policies, compliance and regulatory matters. Develops ad hoc report and analysis for program and division leadership to support strategic planning for short and long-term goals, ensuring the financial health of the research program. Develops 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. Identifies system gaps and bottlenecks to better streamline program processes; independently initiates proposals for corrective action. Contributes to research program initiatives; providing technical and systematic guidance and support.                                                                                 

Research Administration - post-award operations/grants (30%)
Assure grant commitments and contract agreements of the University of Washington and sponsoring agencies are fulfilled in a timely and accurate manner.  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.
Post-award activities commonly comprise but are not limited to:
     Review and reconcile budgets using best practices and provide investigators with customized, detailed monthly financial reports.
     Provide counsel, utilizing multiple financial and record keeping systems to perform analyses of federal, private, industry and 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.
      Ensure accurate and up-to-date signature authority delegations, review and redirect expenditure allocations in accordance with appropriate policies and guidelines.
      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.
      Design and develop financial analysis and reports on a monthly and ad hoc basis including forecasts of grant year-end financial projections.                                                                                                           

Research Administration - post-award operations/contracts (30%)
Perform comprehensive and independent review of all documents and data related to the clinical trial funding, including study budget, protocol, contract, and other supporting documentation. 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. May manage clinical trial invoicing and develop and maintain tracking tools for clinical trial programs. Demonstrate knowledge and understanding of patient privacy rights.  Maintain confidentiality of all medical, financial, or other sensitive materials and information in printed, electronic or verbal form, which may jeopardize the privacy of patients.  Accesses and uses the minimum necessary patient identifiable information to perform job responsibilities and duties and only for authorized purposes.

Lead Responsibilities:
This position provides input and expert guidance to Division Head, Division Administrator, Center Directors, and Principal Investigators.  This position works closely with all central division administrative and research administration/fiscal staff with delegated authority to assess processes and systems and address workload allocation as needed.

Minimum education and experience required: Bachelor's degree in Business Administration or related field and two to three years experience.

Experience required: Familiarity with pre- and post-award grant and contract processes for both Federal and non-Federal sources. Experience working in research administration with substantial responsibility for grant proposal development, including complex budgets and subawards. Significant experience with NIH and foundation proposals. Experience interacting with faculty, department and division leadership in project management. Demonstrated ability to manage priorities to meet deadlines while maintaining attention to detail. Demonstrated problem-solving skills.

Desired: Familiarity with pre- and post-award grant and contract processes for both Federal and non-Federal sources. Experience with NIH and foundation proposals. Familiarity with UW policies and procedures, particularly regarding research proposal preparation and management and financial management. Experience working with UW central operations (OSP, IACUC, HSD, GCA, etc.) Experience with UW systems including SAGE, Ariba, Workday and MyFD.

Working environment conditions: This is a full-time position that may require work outside of standard hours to meet grant deadlines.

This position is expected to become a process expert and will represent the Division/Department on campus committees pertaining to grant/contract processes.

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.

The University of Washington is following physical distancing directives from state and local governments as part of the collective effort to combat the spread of COVID-19.  Click here for updates

Onsite work in the interim will vary for units and for specific positions and will be discussed with candidates during the interview process.

Applicants considered for this position will be required to disclose if they are the subject of any substantiated findings or current investigations related to sexual misconduct at their current employment and past employment. Disclosure is required under Washington state law.

Committed to attracting and retaining a diverse staff, the University of Washington will honor your experiences, perspectives and unique identity. Together, our community strives to create and maintain working and learning environments that are inclusive, equitable and welcoming.


Posted: 2021-02-24 Expires: 2021-04-25

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Program Operations Specialist (Project/Temporary)

Harborview Medical Center
Seattle, WA 98104

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