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PROGRAM OPERATIONS SPECIALIST

University of Washington


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Location:
Seattle, WA 98104
Date:
11/05/2020
2020-11-052021-02-04
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Job Details

PROGRAM OPERATIONS SPECIALIST
Req #: 184366
Department: GENERAL INTERNAL MEDICINE
Job Location: Harborview Medical Center
Posting Date: 11/03/2020 
Closing Info: Open Until Filled 
Salary: Salary is commensurate with experience and education 
Shift: First Shift 
Notes: 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.  

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. All of which has allowed the UW to be nationally recognized as a Great College to Work For for six consecutive years. 

The University of Washington's Division of General Internal Medicine (GIM) is considered to be among the top five Divisions of General Internal Medicine in the nation. General Internal Medicine, established in 1985, has rapidly grown to be the largest Division in the UW Department of Medicine. The Division has a workforce of approximately 400, including nearly 300 faculty members who are known for their outstanding research, teaching and patient care. The Division conducts its activities at the UW Medical Center (UWMC), Harborview Medical Center (HMC), and the VA Puget Sound Health Care System (VAPSHCS), with research sites located at multiple sites across Seattle.

GIM has an annual budget of nearly $50 million including over 30 research faculty, 30 current grants and $12 million in annual grant expenditures. The Division's Clinical Practice at HMC and UWMC generates gross billings of over $14 million annually with nearly 200 faculty members participating in direct patient care. Faculty and staff are spread between 10 sites; including Harborview, Metropolitan Park, Pat Steel, the University District, and Fremont, with 90 staff spread amongst these locations.

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. All of which has allowed the UW to be nationally recognized as a Great College to Work For for six consecutive years.

The Department of Medicine, Division of GIM, has an outstanding opportunity for a Program Operations Specialist. This position will provide professional level administrative and analytical support for the SCNIR Registry Program and its partners and for UWMC Section research faculty.  This position will work closely with the GIM Division Office, UWMC Section Administrator, and GIM Grant and Finance Manager to conduct grant review, policy development, and grant pre and post award work allocation for the UWMC section.

The Division of General Internal Medicine is the largest division in the Department of Medicine and includes both clinical and research functions and operates on a total annual budget of over $80m. There are over 375 faculty in GIM with over 40 faculty involved in research, 85 staff, 125 current grant, contract and gift budgets and annual research awards of $15 million per year. Faculty and staff are spread over 10+ sites. The SCNIR program has an off-campus office in the University District with 5 staff and an on-campus office and laboratory in the Health Sciences Building, with another 5 staff.  This program currently operates on a total annual budget over $1m and is complex in its portfolio of projects and awards.

The Program Operations Specialist will advise faculty, staff, and students on university policies and procedures and state and federal regulations. This person will be responsible for understanding policies relating to federal & non-federal gifts, clinical trials and industry sponsor agreements. This position will also be responsible for understanding policies relating to UW's Co-Motion office (patents and dividends), data use agreements, material transfer agreements, outside work requests, Stateline funding and foreign travel.

This position is responsible for working with the Principal Investigator, University Real Estate office and Division Administrator to identify resource and space needs of the SCNIR Registry for success of the program. Working with the laboratory staff, this position will review supply orders, monitor equipment needs and purchases for sponsor approvals, maintain records of laboratory compliance and safety measures, and monitor license renewals with the Washington State Department of Health.

Provide guidance to research faculty and staff regarding research administration requirements. Collaborate with Principal Investigators' staff to determine priorities and deadlines for projects as well as provide general guidance for research principles and proposal development.

RESEARCH ADMINISTRATION

Pre-award Program Operations (35%)
  • Provide overall management of a complex research portfolio consisting of established awards and new proposals production as well as the SCNIR Registry consisting of on-going registry support, laboratory studies and clinical trials.  This work will include establishing awards and new proposal production. While working on new proposals, ensure extramurally funded awarded specific aims can be met. Assure grant commitments and contract agreements of the University of Washington and sponsoring agencies are fulfilled in a timely and accurate manner.
  • Determine viability of proposed research. Address resource allocation requirement needs to ensure successful completion of aims, track effort and resource commitments on the part of investigators and staff.  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 sponsors, researcher's division, department, school administrators and OSP on submissions and processing of awards.  Critically assess budget proposals for accuracy and compliance with guidelines.  Work with agency sponsors, research staff and the Clinical Research Budget and Billing office (CRBB) to develop appropriate budgets for clinical trial submissions.
  • 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.
  • Provide strategic, intellectual and technical assistance to faculty and staff on research revenue cycle policies, compliance and regulatory matters.
  • Develop ad hoc reports and analysis for the programs and division leadership to support strategic planning for short and long term goals, ensuring the financial health of the research programs.
  • Develop 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.
  • Identify system gaps and bottlenecks to better streamline program processes; independently initiates proposals for corrective action.
  • Consult with PIs and determine recruitment related goals; communicate guidelines and provide financial analysis for short and long-term staffing plans based on funding availability.
  • Contribute to research program initiatives; providing technical and systematic guidance and support.

    Post-award Program Operations - Grants (30%)
  • Assure grant commitments and contract agreements of the SCNIR Registry, 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:
  • Work with collaborating staff to ensure budgets are reviewed and reconciled using best practices and investigators are provided with customized, detailed monthly financial reports.
  • Provide counsel, utilizing multiple financial and record keeping systems to perform analyses of federal, private, industry, 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.
  • Work with SCNIR staff and faculty to review patient billing charges for clinical trial budgets and determine accuracy and validity of charges.
  • Obtain advance budget numbers and process no-cost extensions.
  • Responsible for ensuring accurate and up-to-date signature authority delegations, review and redirect expenditure allocations in accordance with appropriate policies and guidelines, train research staff on these topics.
  • 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.
  • Designs and develops financial analysis and reports on a monthly and ad hoc basis including forecasts of grant year-end financial projections.
  • Initiate and monitor sub-budget allocations and subcontract accounts; coordinate with other UW departments and external partners.
  • Facilitate closeout process for awards.  Verify that final sponsor reports have been submitted on time, that proof of final submissions have been properly documented and are on record with OSP and GCA as needed.

    Post-award Program Operations- Contracts (30%)
  • 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.
  • 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.

    Other Duties - (5%)
  • Coordinate faculty effort commitments and reporting.
  • Attend administrative meetings, participate in the School, College and UW meetings for grant managers.
  • Continually learn best practices and new requirements for grants and contracts and disseminate information to faculty and staff.

    As a UW employee, you will enjoy generous benefits and work/life programs.  For detailed information on Benefits for this position, click here.

    REQUIREMENTS:

  • Bachelors degree in business, accounting or related field and 3 years relevant experience.

    Additional Requirements:
  • Ability to problem solve, take initiative, set priorities, handle multiple projects, and exercise good judgement in a fast paced, dynamic, deadline driven environment in an organized and professional manner.
  • Excellent communication skills (written and verbal) with all levels of colleagues; excellent interpersonal skills.
  • Strong time management and organizational skills.
  • Proficiency in MS Office products.

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

    DESIRED

  • Master's Degree in accounting/finance or related field.
  • Working knowledge of the Cost Principles for Educational Institutions (2 CFR Part 215-220), and UW Cost -Accounting Standards for sponsored agreements.
  • 5+ years' experience in a clinical department or working with research units.
  • Experience in higher education administration, including budgeting and strategic planning.
  • Working knowledge of pre- and post-award management of clinical trials.

    CONDITIONS OF EMPLOYMENT

    This position may require travel between UW office locations to meet with PIs (e.g., HMC campus, UWMC/Health Sciences, SLU and other Seattle sites).

    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 Workforce 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.

    • 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.

    The University of Washington is a leader in environmental stewardship & sustainability, and committed to becoming climate neutral.

    The University of Washington is an affirmative action and equal opportunity employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, gender expression, national origin, age, protected veteran or disabled status, or genetic information.

    To request disability accommodation in the application process, contact the Disability Services Office at 206-543-6450 or dso@uw.edu.

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