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Req #: 235113

Department: DEPARTMENT OF LABORATORY MEDICINE AND PATHOLOGY

Posting Date: 06/06/2024

Closing Info: Open Until Filled

Salary: $5,810 - $8,714 per month

Limited Recruitment: Open to Department 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/benefits/wp-content/uploads/sites/3/2018/02/benefits-professional-staff-librarians-academic-staff-20230701_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 purpose of the Program Operations Specialist- Grants & Finance is to support the financial activities for the Department of Laboratory Medicine and Pathology (DLMP).

This position reports directly to the Manager of Grants and Research, as well as the Manager of Finance. This positions provides management of department's fiscal processes. It is responsible for the coordination of diverse department wide fiscal support functions such as grants management, lab service agreements payroll-related issues, travel reimbursement and research purchasing for the Divisions in DLMP. Under administrative direction, supervise the performance of a variety of complex fiscal administrative support functions such as analyzing and developing budgets for grants, contracts, state funds and/or program funds, RTS, Endowments/Gifts, discretionary and RCR, tuition and student databases; developing and administering financial/fiscal policies; identifying, developing and evaluating financial alternatives and overseeing implementation; establishing and maintaining comprehensive fiscal record keeping systems; This includes assisting the Operation managers with expenditure and revenue forecasting.

This position provides assistance to the Grants Manager and Finance Manager in managing the myriad financial resources of the department to include budget funding from federal, state, private, University and Foundation sources to ensure ethical and fiduciary practices. The DLMP is a clinical and research department which consists of numerous dynamic divisions. This includes assisting the managers in overseeing research and non-research funding for entire department. The Program Operations Specialist must possess an understanding of business practices that include UW state budget process, self-sustaining entities, and UW fiscal management. This position requires knowledge of NIH complex grants administration, training grants, policies and compliance regulations.

DUTIES AND RESPONSIBILITIES Grants and Research Management (50%): • Assist the Grants Manager and Finance Manager in managing approximately $65 million annually in grants/contracts funding and laboratory services contracts agreements, $1.5 million in a Recharge Center/RTS budget, assist in managing over $8 million in non-research funding (state, self-sustaining budgets, gifts, endowments, RCR, discretionary) manage over 700 departmental budgets. • Assist the Assistant Director in providing financial reports on a monthly basis to the budget committee on the status of the department state, RCR, revenue, endowment, RTS, surplus, discretionary and grant budgets. • Assist with preparing forecasts and long-range plans for department funds and use of gift funds. • Develop, modify, and maintain multiple records and reporting systems for varied and complex sources of funding; develop procedures for implementation, execution, and control of fiscal operations. • Coordinate the development of budgets for grants, contracts or other funding requests; oversee the preparation of appropriate forms for contracts and agreements; develop, recommend, and/or establish charge schedules for self-sustaining accounts. • Assist the Principal Investigators in developing long term planning documents in support of strategic goals for the DLMP’s Divisions and conduct analyses of the units’ needs and resources. • Assist with monitoring and preparing grant and contract proposals to ensure compliance with university policy and granting agency requirements • Serve as a back-up reviewer and approver of all grant and contract proposals through SAGE. •Assist in reviewing all Lab Med Contract Services agreements and route to Regulatory Guidance for approval. • Designing and implementing administrative procedures for grant and contract administration • Understanding and maintaining UW cost accounting standards • Interpreting and integrating federal, state, industry, and private policies, laws, contracts and agreements regarding research activities at the UW • Assisting faculty with pre-submission activities, IRB and animal research requirements, supporting documents and verifications, and submission of grant and contract proposals • Serve as back-up reviewer and approver for all department grant and contract applications • Coordinating interactions with the Offices of Sponsored Programs, Grant and Contract Accounting, as appropriate • Managing funded projects or programs, requesting new budgets or extensions of existing budgets, maintaining active files; accounting for sponsored funds and budgets, procuring budgeted equipment and supplies, assisting in the preparation of periodic reports, responding to queries from sponsor managers/teams, and submitting competitive renewals • Managing Faculty Effort Certification (FEC) forms required by the federal government where federal funding has been provided • Managing databases related to the collective research of the department to report to various UW, SOM, and federal agencies or offices • Manage final extramural award closeout including final progress reports, financial reports, and any other material required by the grant agency.

Departmental Budget Management (20%): • Manage various department funds including RCR, endowments, gifts, revenue accounts, surplus, and faculty startup packages. • Manage department recharge and service Center funds (RTS) including preparation of quarterly report for Management Accounting and Analysis (MAA). • Manage and disburse payments from the Student Database for department fellowships, scholarships, and tuition. • Prepare monthly budget reports utilizing multiple financial and record keeping systems to perform spending analysis, forecast future needs, and communicate financial position to department leadership.

Laboratory Service Contracts (25%): • Oversee the preparation of appropriate forms for contracts and agreements. • Act as liaison between department labs, clients, and School of Medicine to facilitate the execution of contracts and agreements. • Manage invoicing and accounts receivables for service agreements in Workday. • Review and approve daily expenditures in Workday. • Prepare monthly budget reports for labs.

Process Improvement (5%): • Review workflows and business processes to update for new Workday system implementation and improve efficiency.

MINIMUM REQUIREMENTS • Bachelor's Degree in Finance or related field AND three (3) years of experience in budget, payroll, purchasing, and accounting processes along with grants experience OR the combination of education AND experience.

Equivalent education/experience will substitute for all minimum qualifications except where there are legal requirements such as license/certification/registration. ADDITIONAL REQUIREMENTS • Management of federal grants • Experience with federal grant regulations. Experience with international contracts and grant management. • Experience with Word and Excel software systems • Experience with Sage, PurchasePath, and Workday Finance

DESIRED QUALIFICATIONS • Experience with UW processes, policies • Experience with clinical departments in a medical center/hospital environment. • Supervisory and office management experience. • Demonstrated experience in business planning, financial analysis, and/or strategic planning. • Demonstrated ability to maintain harmonious working relationships and effectively address complex and sensitive administrative issues.

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.