Grants Program Operations Specialist

University Of Washington Seattle , WA 98113

Posted 1 week ago

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.

Department of Medicine: Cardiology has an outstanding opportunity for a Grants Program Operations Specialist.

The Division of Cardiology is a large, complex Division in the Department of Medicine with over 100 faculty, 31 fellows and over 100 professional, classified and hourly employees spread across 6 campuses: UW Montlake, Harborview Medical Center, Northwest Hospital, Edmonds Cardiology Clinic, VA Puget Sound Hospital and UW South Lake Union. Join our growing team!

The Division of Cardiology has an outstanding opportunity for a full-time Grants Program Operations Specialist to manage and administer program operations of the Laboratory and Translational Sciences Program located on the South Lake Union Campus. The Laboratory and Translational Sciences Program is comprised of 6 laboratories across a variety of scientific disciplines dedicated to advancing biological research solutions in the field of heart disease. Accomplishments in this group include developing stem cell therapies that create new heart muscle after a heart attack and gene therapies for heart failure.

The program consists of: The Division/Program Head, 4 Associate Professors, 2 Assistant Professor, 1 Acting Assistant Professors, 5 lab managers, 20 lab staff, and the Program Operations Specialist. The Laboratory and Translational Sciences Program is committed to the goals and priorities of the Division of Cardiology and the School of Medicine to conduct research and develop new therapeutic models for the treatment of heart failure. This position will provide program management support towards these efforts.

The Grants Program Operations Specialist is required to use independent judgment, strong leadership skills, and knowledge of laboratory business operations to effectively facilitate work flow and promote a collaborative work environment. This position will maintain dynamic communication with principal investigators, steering committees, vendors, industry sponsors, federal agencies, program and other division staff, and numerous university departments. This position acts independently and on behalf of the program by applying knowledge of institutional, divisional, federal, and state policies and regulations. Advises faculty of rules and regulations of the University of Washington and various granting agencies and ensures compliance with those rules.

This position reports to the Division Head and the Division Grants and Finance Manager.

This position offers a hybrid work schedule arrangement. Details to be discussed in interview.

Our values:

  • We are relentlessly curious - as part of an Academic Medical Center, we welcome and promote questions, learning, teaching, and most of all, curiosity.

  • We are (impatiently) patient - research takes time and efforts don't always go the way we hope, but we are enthusiastic in our work and are eager to make an impact.

  • We love what we do - our Division has accomplished amazing feats in clinical, research, and teaching arenas and our faculty and staff contribute to those wins. We believe in our work, in our progress (and setbacks), and are proud to be part of the Division, Department, and University.

  • We are one team - South Lake Union is one of our many locations and teams, but we collaborate in faculty and operations as a Division


Research Funding Oversight (30%)

Manage all pre and post award funding and activities for foundation, federal research grants, and clinical contracts in compliance with University, State and sponsor standards for the Laboratory and Translational Sciences Program. Additional responsibilities to include:

  • Develop and prepare complex budgets, graphs, figures, and other administrative sections of proposals for grants and contracts based on knowledge of sponsor requirements and program objectives.

  • Ensure that budget proposals are adequate to meet the financial operating needs of the program.

  • Assist PIs in preparing all documents including the science and business items being submitted to grant application. Ensure all required items (biosketches, letters of support, etc) are included in submission.

  • Serve as a content expert and resource for faculty and other staff members regarding grant and contract proposals, post-award management and compliance.

  • Manage and oversee post award responsibilities including preparing annual progress reports (i.e. NIH RPPRs) and final status reports for grants and contracts in partnership with the PI and Division staff.

  • Work with PIs to review and provide recommendations on proposals for potential IRB, IACUC and SFI compliance issues.

  • Manage and work with subrecipients/subcontracts to ensure that proposal requirements and timelines are met.

  • Manage faculty salary distributions internally and in Workday.

  • Actively seek new funding opportunities for program faculty.

  • 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 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).

Finance Responsibilities (25%)

The Program Operations Specialist is independently responsible for overall budget management in the Laboratory and Translational Sciences funding portfolio which totals more than $2M and includes sponsored research, gifts, surplus, discretionary, endowments, and operational funds.

This position serves as the program's expert on University, state and federal regulations and conditions, and works with laboratory staff and faculty to operate effectively within those guidelines. This key role will work directly with the Program Director, lab managers and faculty, outside institutions, and relevant UW offices to develop agreements, manage revenue and expenditures, report on the program finances, propose and to manage strategic initiatives to optimize the Program's financial wellbeing. Other responsibilities to include:

  • Ensures proper billing of South Lake Union shared resource charges. Represents the program's interest with South Lake Union Administration on all issues related to shared equipment and space.

  • Prepares programmatic financial reports for upper-level management as requested.

  • Serves as an essential member of the Division Finance effort by contributing to Division policies and procedures, operational decision making, and serving as a peer resource for other program managers.

Program Operations Management (20%)

Management of the Laboratory and Translational Sciences Program requires excellent verbal and written communication skills and the ability to independently assess projects and workload in order to prioritize and manage tasks and timelines. Responsibilities include:

  • Manage the assigned program's pre and post award grants and contracts.

  • Business planning and performance reporting. Identifies risks and opportunities, and makes recommendations to faculty and the Program Director that support operating goals.

  • Develop and maintain business operational policies and procedures for the Laboratory and Translational Sciences Program. Manage internal controls and internal/external audits.

  • Works closely with UW Cardiology, UWMC, South Lake Union Administration, Harborview Medical Center, Heart Institute and other partners to ensure successful and smooth functioning of the Laboratory and Translational Sciences with process partners.

  • Under the general direction of the Program Director, this position manages the assigned space and facilities for the program. This includes ensuring equipment needs are met and that capital equipment/assets are managed appropriately in accordance with applicable directives. Plans for future expansion and works closely with the Division of Cardiology Administrator to ensure group space and support needs are met.

  • Ensures compliance with University, Federal and State regulations that govern the activities of the Laboratory and Translational Sciences Program. Advise faculty and other staff on compliance matters.

Training Grant Program Management (20%)

Training Grant Program helps achieve the development of new investigators with the necessary competencies and breadth of expertise needed for the future of biomedical research; the recruitment and retention of these investigators in the scientific workforce; the achievement of adequate representation of the nation's diversity in the scientific workforce; and the provision of a continued flow of qualified physician-scientists able to translate findings freely between the basic and clinical departments. Duties include:

  • Work closely with the faculty Training Grant Director to manage a 5-year renewable T32 award totaling $1.78 million. Provide administrative and financial-oversight programmatic support. Responsibilities include:

  • Process subsequent new grant applications and corresponding non-compete supplements annually through the NIH's ERA Commons/xTrain and the UW's eGC1 process in SAGE.

  • In cooperation with Academic HR and Division HR, process five to seven Senior Fellow/Senior Fellow Trainee appointments annually and work through xTrain to process appointees to the training grant, ensuring accuracy of stipends and assignment of payroll costing allocations to Workday.

  • Process terminations and coordinate effort between NIH, GCA, and payroll coordinators to reconcile discrepancies.

  • Interpret NIH grant requirements and apply them to training grant applications, renewals, and progress reports for completeness and compliance with GCA and OSP.

  • Project, establish, and monitor trainee stipends. Interpret NIH stipend calculations comparatively to University payroll calculations and coordinate compliance between agencies. Resolve deficits and complete a fully executed budget annually.

  • Event planner for training grant educations, special events, visiting lecturers, and training grant dinners.

  • Organize and attend steering committee meetings as required for the training grant fellows.

  • Establish and implement program policies and procedures; maintain oversight and ensure compliance.

  • Respond to both internal UW and external requests for data and statistics regarding the current Cardiovascular Training Grant in addition to the past Cardiovascular Training Grant, which operated from FY1998-FY2018.

  • Serve as the central resource and provides consultative advice on all program related inquiries and activities.

Other Responsibilities (5%)

  • Manage the preparation of all manuscripts for faculty through submission of final product to meet publisher deadlines.

  • Organize information in physical or electronic format to facilitate workflow within the program. Analyze and improve workflow to facilitate effective and efficient operations.

  • Participates in Division-wide workgroups, teams and projects.


Bachelor's Degree in Business Administration or related field and two years' experience

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


  • Experience with research administration or grant proposal preparation

  • Excellent oral and written communication skills

  • Strong organizational skills and attention to detail

  • Ability to interact with people from diverse backgrounds


  • Two or more years' experience in research and or healthcare administration in a university or non-profit setting

  • Experience working with UW fiscal, purchasing and administrative systems and departments.

  • Experience working with laboratories.

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.

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.

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Grants Program Operations Specialist

University Of Washington