Work in Washington Veterans Jobs

Req #: 235990

Department: DEPARTMENT OF RADIOLOGY

Posting Date: 06/27/2024

Closing Info: Open Until Filled

Salary: $5,114 - $7,084 per month

Limited Recruitment: Open to UW Employees only

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/wp-content/uploads/sites/3/2018/02/benefits-professional-staff-librarians-academic-staff-20230119_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 Radiology has an outstanding opportunity for a full time Program Operations Specialist.

The Program Operations Specialist contributes to the growth and success of the Department of Radiology by executing the mission and vision. Under the general supervision of the Radiology Grants Manager, this individual will be responsible for aspects of a grant lifecycle; from proposal development for grants and contracts submitted to diverse funders, managing funds and expenditures, ensuring compliance through the end of closeout. This position focuses primarily on award processing, budget set-up, subcontract and sub-budget set-up, purchasing, salary distributions and oversight, cost share management, account reconciliation, cost transfers, extension requests, budget projections, and closeout. This position is responsible for budget evaluation, interpretation, and reporting using complex Sponsor, University and Departmental terms, conditions, policies, procedures, and rules. This position works closely with faculty to ensure project success while maintaining records and actions which withstand audit and follow compliance guidelines.

Position Complexities:
• Must be able to work effectively and efficiently with multiple researchers, projects, and timelines/deadlines. • Must be able to maintain productive working relationships with a wide variety of individuals while maintaining a customer service orientation. • Must be able and willing to communicate compliance issues clearly. • Must prepare and maintain confidential information. • Must work efficiently and have well-honed organizational and planning skills. • Must have a strong work ethic as well as critical thinking and problem-solving skills. • Must be able to work as part of a team and contribute to process efficiencies and improvements. • Must be able to adjust comfortably to changes in policies, platforms, and procedures as needed in order to work productively.

DUTIES AND RESPONSIBILITIES

Essential Duties & Responsibilities (Other duties may be assigned to meet business needs.)

Pre-award responsibilities- 10%: • Developing and administering proposal timelines • Creating budgets in tandem with the Principal Investigator; including grants and clinical trials • Preparing and reviewing administrative portions of proposals, including budget justifications, facilities and resource descriptions, biographical sketches, and other support documents • Direct the pre-award activities by performing or overseeing timely and accurate proposal and contract development in accordance with university, sponsor, and department requirements. • Provide technical advice to investigators and support staff on research funding guidelines and restrictions, application procedures, deadlines, and appropriate budgets. • Provide team leadership to complex contract negotiations with sponsors and industry. • Provide strategic planning advice to PIs about funding and resource allocation, considering pre-award plans with current and future awards.

Post-award responsibilities- 70%: • Award processing including sponsor requests, re-budgets, initiating internal award set-up and modifications: supplements and extensions, and de-obligations • Preparing and submitting progress reports according to sponsor requirements providing technical advice and interpretation of regulations to faculty and staff, preparing and submitting just-in time materials as well as other sponsor requests • Budget management and forecasting through the lifecycle of a project including, but not limited to, the following: o Reconciling and management of all project expenses o Creating budget reports for each project and subsequent project periods using standard departmental format o Day-to-day management of fiscal projections including reconciliation of all expenditures, submitting and managing any necessary corrections to budget o Preparing and submitting salary allocations for PI and respective team, communicating with administrative personnel regarding salary allocations for those outside of Radiology o Preparing and approving procurement processes including set-up and management of subcontracts, processing vendor invoices, etc. o Work closely with research coordinators to process clinical trial invoices to sponsors including matching receivables to correct invoices. o Submitting extensions for any and all types of projects that require such; temporary internal extensions, formal no-cost-extensions (NCE), etc. o Preparing and maintaining source documentation review for all relevant expenditures from start of the project through closeout sufficient for audit requirements. o Prepare and maintain the Other Support master documents for faculty. • Additionally, the responsibilities listed above will require this person to regularly meet with faculty to review all expenditures, salary allocations for staff/PI, ensuring compliance with sponsor, university, and federal guidelines, etc.

Grants and Contracts Administration/Compliance Management-20%: • This position serves as the expert on grants and contracts administration with substantial responsibility for managing the unit’s grants and contracts program (pre and post award). • Advise principal investigators (primarily faculty) on sponsor requirements particularly for specialized programs and non-federal sponsors. • Prepare complex budgets and other administrative sections of proposals and awards for grants and contracts based on knowledge of sponsor requirements and program objectives. • Manage compliance of grants and contracts and provide technical advice and interpretation of government, foundation, and other sponsor regulations and University policies and procedures to principal investigators, program managers, researchers, and support staff. • Act as the grant and contract compliance officer for the department in compliance with the University, federal, and state policies and regulations. • Review proposals for potential IRB, IACUC, and SFI issues and work with the principal investigators for action and resolution. • Provide faculty with clear and customer-oriented descriptions of departmental, school, and University grant and contract processes. • Interface with the University offices such as the Office of Sponsored Programs (OSP), Grants and Contracts Accounting (GCA), other departments, etc., and funding agencies (NIH, NSF, foundations, industry, etc.) • Serve as the primary contact between agencies, central offices, and faculty. • Work with the funding agencies to resolve concerns and/or obtain approval for deviations from authorized procedures. • Prepare Just-In-Time documentation and other sponsor requests as required by the sponsor. • Oversee the preparation of routine proposals and non-competing renewals prepared by other staff. • Use independent judgment and decision making to complete work on time and within compliance. • Provide training to faculty, staff, and students concerning pre-award and post-award management. • Provide internal policy recommendations to management based on federal and university requirements, system functionality; assist in implementing new policies and procedures. • Coordinate with sub-recipients/sub-contract contacts to ensure that proposal requirements and timelines are met. Answer questions and provide guidance of a similar nature as provided to UW principal investigators. • Conduct quality control review of proposals to ensure each application is meeting sponsor/proposal requirements and department and school policies before being routed in SAGE for campus review. • Analyze the quality assurance results to identify trends/opportunities for improvement in departmental processes, tools, and communication to further enhance the service provided to the faculty. • Work with the manager and team to implement process improvements. • Collect, analyze and report on metrics regarding division research portfolio, efficiency, compliance, etc. • Communicate proposal results to post-award contacts in Radiology and other departments involved in the proposal to allow timely updates to Other Support documents and databases. • Attend faculty research meetings, MRAM, team meetings, and other related meetings. • Monitor funding opportunities (program announcements, request for proposals, request for applications) and distribute to faculty. • Pro-actively reach out to faculty for annual progress reports. • Review proposals submitted by other units which include Radiology personnel and resources and address concerns through correction in preparation for departmental approval. Distribute review data to post-award contacts to allow timely updates to Other Support documents and other related databases. • Serve as content expert and resource for faculty and staff regarding grant and contract proposals, post-award management and compliance. • Provide regular updates to faculty and staff regarding changes in federal and university research directives, as well as changes to internal procedures. • Back up work of other grants and fiscal staff members, contribute to special projects, and perform related duties as required. • Maintain a high level of service and compliance to the department, faculty, and staff. • Assist with training pre-award and post-award skills to new grant administration staff within Radiology. This will involve training, reviewing work, performing periodic audits, and facilitating corrective actions. • Assist with writing, analyzing and revising templates which serve to streamline processes and increase consistency and efficiency. • Maintain files and folders per filing standards and naming conventions within the shared drive to enable others within the team to locate materials and files as needed.

Self/Team Development • Participate in fostering a collaborative environment with diversity as a core value. We are passionate about building and sustaining an inclusive and equitable working environment for all students, staff, and faculty. • The incumbent is expected to continue to grow their own skill set necessary in their position, contribute to a team atmosphere in working with all internal/external customers, and provide thoughtful suggestions for continued improvement in work processes.

MINIMUM REQUIREMENTS ? • Bachelor of Arts degree in Business Administration, Economics, or similar degree. • 2 or more years’ experience in research administration with substantial responsibility for proposal development, including complex budgets and sub-awards, and management of grants and other awards.

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

• Experience interacting with faculty and department leadership in project management context. • Demonstrated ability to manage priorities to meet deadlines while maintaining attention to detail. • Advanced knowledge/experience with federal grant guidelines and submission systems. • Intermediate experience with software including Excel, MS Word, and Adobe Acrobat. • Demonstrated commitment to excellence. • Clinical trial experience; experience with electronic clinical trials management systems, etc. • Substantive experience with financial reporting, budget management, expense reconciliation, procurement, salary distributions, etc. • Experience managing high volume email system, personal and shared calendaring, and remote meeting set-up, participation, and management (Zoom, Teams, etc.)

Desired Qualifications • Experience working with staff from UW operations (OSP, GCA, MAA, etc.) and sponsor program and research staff. • Experience working with UW systems including SAGE, Workday, ECC, and Award Portal

Mission and Values: Mission: To meet the clinical needs of patients and families we serve, to train the practitioners and leaders of tomorrow, and to advance imaging sciences to improve the human condition.

Values:
• Quality • Innovation & Impact • Leadership • Partnership • Fairness

Additional Information: Internal/External Contacts:
• UW Customers • Department of Radiology Faculty, Staff, and Students • Dept of Radiology Staff, Faculty and Students • Other related Faculty, Staff, and Students

Supervision:
This position reports to the Manager of Radiology Grants Administration in the Radiology Department.

Physical Demands:
The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this position. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

While performing the duties of this position, the employee is regularly required to speak or hear. The employee frequently is required to sit; use hands to write, finger, handle or feel; and reach with hands and arms. The employee may occasionally lift and/or carry up to 25 pounds.

Work Environment:
• Schedule is normally 8a to 5p, M-F but is not always fixed and workload does vary. The incumbent¹s first responsibility is to complete tasks rather than keep to a fixed schedule. Flexibility in schedule and intensity of work is necessary. • Position is suitable/eligible for hybrid telework • Some travel between sites will be necessary by UW Health Services or other shuttles. • Desk and workspaces are expected to be kept neat.

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.

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.