Financial Analyst – Research Grants

Req #: 221809

Department: DEPT. OF NEUROLOGY

Job Location: Harborview Medical Center

Posting Date: 09/29/2023 

Closing Info: Open Until Filled 

Salary: $4,343 – $5,800 per month 

Other Compensation:

Shift: First Shift 

Benefits: 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.  

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.

Position Purpose

The Departments of Neurological Surgery and Neurology specialize in the management of acute brain and spinal trauma, vascular disease, disorders of the brain, peripheral nerves and spine.  We also co-direct the UW Medicine Neurosciences Institute.  Our physicians practice at Harborview Medical Center, UW Medical Center-Montlake Campus, Seattle Children’s Hospital, UW Medical Center-Northwest Campus, Valley Medical Center, the VA Hospital, and throughout the 5 state WWAMI Region.  In addition, the departments have premier academic training programs.  We have an outstanding research program ranging from spine regeneration to brain computer interfaces and a broad array of clinical trials.

The Departments of Neurological Surgery and Neurology have an outstanding opportunity for a Program Operations Specialist, Research.

This position will require at least 2 days of on-site work each week at the either the UW Medical Center or Harborview Ninth and Jefferson St. building.

Duties And Responsibilities

Implement, monitor and manage budgets for small- midsize grants and contracts (50%)

• Serves as primary administrative contact for small-midsize research and clinical trials groups
• Projects grants/ contracts revenues and expenses and meets with the Principal Investigators on a regular basis.
• Ensures required sponsor reporting such as progress reports and final reports are completed.  This task includes providing financial information as required and keeping PIs abreast of deadlines and reporting requirements.
• Provides regular reports to Principal Investigators to review and confirm monthly transactions and payroll charges.
• Prepares financial spreadsheets, forecasts, and reports for use by the Chairs, faculty, and Administrator using Excel, Access, PowerPoint, and other software.
• Manages the cost-share processing for budgetary implications and reports this information regularly to the Associate Director.
• Runs the budget lists regularly to ensure all budget extensions and closeouts are complete.
• Works closely with the Finance Manager and Office of Sponsored Programs (OSP) through the administrative details to issue the research sub-awards to various institutions domestically and internationally. 
• Additionally, the position is responsible for obtaining the PI’s approval of the invoices before payments.
• Reconciles the grant and contract budgets on a monthly basis and resolves the discrepancies as needed.
• Main point of contact for all inquiries from GCA via the GrantTracker system.
• Assures compliance with policies and procedures at the UW and sponsors.
• Authorizes and monitors financial transactions relating to all grants, contracts, and research sub-awards.

Pre-Award Grant and Contract Process (35%)

• The position is the departments’ liaison with the Administrative Business Center (ABC) and is responsible for triaging, managing, and communicating time sensitive information to the Associate Director and faculty.
• In partnership with the ABC team, the position is responsible ensuring successful grant submissions that includes all elements of grant requirements.
• Coordinates and directs the just-in-time process for NIH and other proposals with the ABC team preparing for the awards.
• Maintains and updates an inventory of faculty Biosketches and Other Supports.
• Serves as the administrative expert and contact for grant opportunities in both departments for faculty, fellows and residents.
• Interacts with staff in the UW Office of Sponsored Programs as well as academic offices such as Human Subject Division (HSD) and Institutional Animal Care and Use Committee (IACUC) for questions. 
• Connects with the Principal Investigators (PI) as needed to respond to inquiries from the sponsors and the central offices about the human subject and animal care approvals.
• Works closely with the OSP and Grants and Contracts Accounting (GCA) offices to ensure the budget numbers are available for the projects in a timely manner.
• Ensures grant, contract and research sub-award agreements are executed in a timely manner by regularly monitoring status and communicating with appropriate internal and external administrative offices.
• Assures compliance with policies and procedures at the UW and sponsors.
• Manages calendar to ensure meetings with individual PIs occur according to pre-established schedule.
• Acts as liaison between the Associate Director, Vice-Chair, Chair, faculty and other staff members, regarding grant and contract proposals and post-award compliance.
                                                                                                                      

Post-award compliance and reporting (10%):

• Manages the semi-annual electronic Faculty Certification Efforts (eFEC) process for all PIs.
• Manages the quarterly Grants and Contracts Certification reports (GCCR) process.
• Manages records management process and system of the department pertaining to grants and contracts.
• Develops and maintains records on awards to each department and publications.

Other Duties and Projects as assigned by the Department (5 %)

• Serves as backup on the team. In this capacity, acts as the conduit between the PIs, the Leadership team in Research and the central offices.

Minimum Requirements

• Bachelor’s Degree in , Social Sciences, or other related field.
• Two or more years’ experience administrative experience.
• Equivalent education/experience will substitute for all minimum qualifications except when there are legal requirements, such as a license/certification/registration.

Additional Requirements

• Experience interacting with colleagues and leadership in project management context.
• Demonstrated ability to manage priorities to meet deadlines while maintaining attention to detail.
• Demonstrated ability to write and edit complex communications.
• Intermediate experience with software including Excel, MS Word, and Adobe Acrobat.
• Demonstrated commitment to excellence and customer service.

Desired Qualifications

• Advanced knowledge/experience with federal grant guidelines and submission systems.
• Demonstrated ability to manage priorities to meet deadlines while maintaining attention to detail.
• Demonstrated critical thinking, problem solving and analytical skills.
• Demonstrated ability to deliver programmatic support to clinical and research faculty in a high volume environment.
• Excellent written and spoken communication skills.
• Ability to take initiative and work effectively within the organization and with external partners.
• Ability to remain personable, professional and organized under stressful situations.
• Demonstrated ability to identify, interpret and follow policies and procedures (academic, federal, state, and other).
• Ability to contribute to the overall functioning of the administrative team.
• Advanced experience with Microsoft Office, particularly Excel.

Application Process:  

The application process 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.

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 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.

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.