Grants and Finance Manager - Department of Medicine, Division of Cardiology

Job Description

The Division of Cardiology in the Department of Medicine has an outstanding opportunity for a Grants and Finance Manager to join their team.

About this Opportunity:
Reporting to the Administrator-Program Operations, the Grants and Finance Manager oversees and facilitates finance, payroll and research administration for the Division of Cardiology. This position will provide finance and research grants/contracts program financial management support specifically towards these efforts including funding management for a portfolio of over 200 budgets totaling approximately $64 million dollars. This position requires excellent skills, knowledge, and experience in finance, grants and clinical research administration and preparation.  Particular expertise is required in financial and research administration.

Key Responsibilities:

Staff Management (30%)
The Grants and Finance Manager directly supervises five full-time staff including one Program Operations Specialist, one Program Operations Analyst, one Fiscal Specialist, and two Budget Fiscal Analysts. Responsibilities include:

• Provide direction, training, guidance and support regarding Division, UW, State and Federal policies and procedures to the aforementioned staff on a daily basis in order to ensure successful management of financial and compliance related issues for the Division of Cardiology
• Coordinate finance staff activities to assure that PI's are fully educated regarding their financial portfolios inclusive of research, gift and flexible spending funds
• Development of job descriptions, recruitment, hiring, orientation and training, workflow management, setting standards, recommending and implementing disciplinary actions if needed, conducting annual performance evaluations, schedule coordination, approving leave, team building, and staff development
• Direct a portion of the division’s Student Assistant and Budget Fiscal Analyst’s work

Grants and Contracts Management (25%)

• Manage all pre and post award activities for foundation, federal research grants and clinical contracts in compliance with University, State and sponsor standards
• Ensure budget proposals are adequate to meet the financial operating needs of the Division
• Management of the Fellowship T32 Grant including preparation and submission of competitive and non-competitive renewals
• Oversee preparation and submission of yearly progress reports and final reports for research studies
• Review, provide feedback and approve research grant and contracts, including clinical trial applications in SAGE
• Consult on payroll for research faculty and staff
• Prepare research financial reports for upper-level management as requested
• Critically evaluate information gathered from multiple sources and reconcile conflicts while using independent judgement to determine appropriate escalation and resolution of issues within unit structure.
• Provide financial oversight for Clinical Trial Unit (CTU) budgets as needed
• Manage programmatic finances for Research Faculty managing labs and staff
• Monitor faculty financial portfolio reporting and management of faculty and staff salary allocations and present critical programmatic information to leadership
• Advise faculty and staff on research compliance rules, sponsor requirements and regulations at the university, state and federal levels
• Oversee FEC and GCCR reporting and compliance
• Lead the Division research effort by contributing to and communicating Division policies and procedures, operational decision making, and serving as a resource for grants and contracts staff and program managers
• Develop a standardized approach to research financial reporting and related financial records management
• Maintain up to date knowledge of research related University, Federal and State regulations inclusive of federal cost principles per OMB Omni Circular
• Build and maintain professional working relationships with industry sponsors, national funding agencies and administrative offices on campus such as, but not limited to NIH, NHLBI, American Heart Association, Clinical Research Budget and Billing (CRBB), Grant and Contract Accounting (GCA), and the Office of Sponsored Programs (OSP)
• Serve as the primary resource and trainer for research and research contracts within the Division of Cardiology

Financial Management (25%)

• Manage payroll and fiscal operations of the division under the general direction of the Division Associate Administrator
• Manage the payment submission process for Division moonlighting at UW Montlake, Harborview Medical Center, Northwest Hospital and Valley Medical Center
• Oversee the reconciliation of the Division’s purchasing through various UW financial systems: Ariba, ProCard, Revolving Funds, etc.
• Approve all purchases and reimbursement transactions on behalf of the Division
• Provide oversight and training on purchasing/travel processing. Oversee the training and documents provided to faculty and staff
• Manage the creation and tracking of PCA codes including signature authority for Division faculty and staff
• Oversee the tracking of Division clinical contracts including monitoring of invoicing and payment deadlines. Reconcile various contracts as needed
• Manage the Division’s professional development fund pool for faculty and staff
• Work alongside the Division Associate Administrator to report on deficits and provide financial plans to resolve deficits
• Maintain up to date knowledge of University, School and Departmental financial policies and procedures. Provide training and resources to Division faculty and staff as necessary.

Operations Management (20%)

• Business planning and performance reporting. Provides reports and analyses during monthly meetings to the Administrator, Associate Administrator and Division Head to support program decision making. Identifies risks and opportunities, and makes recommendations to faculty and Program Leaders that support operating goals
• Assist in preparation of annual budget components that relate to division research endeavors
• Attend Monthly Research Administrator Meetings (MRAM) and quarterly Research Administrator Peer Network Meetings (RAPN) and share updates with staff and the Director of Operations
• Organize and contribute to strategic planning initiatives. Prepare and present information to and on behalf of the Division
• Ensure compliance with University regulations that govern the activities of the Division of Cardiology
• Monitor changes in research staffing that may affect budgets, including hiring, off boarding, changes in support, etc.

Lead Responsibilities:

Assign statement of work to student assistants in division. 

Supervisory Responsibilities:
This position will provide direction, training, and guidance to 5.0 FTE (always subject to change).
 

Required Qualifications:

To be considered for this opportunity your application must demonstrate you meet both the minimum qualifications and additional qualifications listed below. Equivalent education and/or experience may substitute for minimum qualifications except when there are legal requirements, such as a license, certification, and/or registration.

Minimum Qualifications:

• Bachelor's Degree in Business Administration or related field; equivalent experience may substitute for degree requirement
• Four or more years of experience in research and/or healthcare administration in an academic or non-profit setting
• Equivalent education/experience will substitute for all minimum qualifications except when there are legal requirements, such as a license/certification/registration.

Applicants who do not meet these qualifications WILL NOT be forwarded to the Hiring Manager.

Additional Qualifications:

• Knowledge of administrative requirements of managing grants and research contracts

• Experience with finance and research administration
• 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

Preferred Qualifications:

• Experience with grant proposal preparation and directly supporting principal investigators
  

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Compensation, Benefits and Position Details

Pay Range Minimum:

$105,000.00 annual

Pay Range Maximum:

$114,996.00 annual

Other Compensation:

-

Benefits:

For information about benefits for this position, visit https://www.washington.edu/jobs/benefits-for-uw-staff/

Shift:

First Shift (United States of America)

Temporary or Regular?

This is a regular position

FTE (Full-Time Equivalent):

100.00%

Union/Bargaining Unit:

Not Applicable

About the UW 

Working at the University of Washington provides a unique opportunity to change lives – on our campuses, in our state and around the world.  

UW employees bring their boundless energy, creative problem-solving skills and dedication to building stronger minds and a healthier world. In return, they enjoy outstanding benefits, opportunities for professional growth and the chance to work in an environment known for its diversity, intellectual excitement, artistic pursuits and natural beauty. 

Our Commitment 

The University of Washington is committed to fostering an inclusive, respectful and welcoming community for all. As an equal opportunity employer, the University considers applicants for employment without regard to race, color, creed, religion, national origin, citizenship, sex, pregnancy, age, marital status, sexual orientation, gender identity or expression, genetic information, disability, or veteran status consistent with UW Executive Order No. 81.

To request disability accommodation in the application process, contact the Disability Services Office at 206-543-6450 or [email protected]. 

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.