Program Operations Analyst

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 Department of Obstetrics & Gynecology has an outstanding opportunity for an individual trained in Grants Management to join our research team.

POSITION PURPOSE

Under the general supervision of the Associate Director of Research Operations and oversight by the Vice Chair, this individual will be responsible for managing grants and contracts submitted to diverse funding agencies and supporting department faculty in managing complex fiscal portfolios. The Program Operations Analyst will keep track of and support faculty in preparing all post award requirements including progress reports, fiscal reports, revisions, and other required documentation.

This individual strategically plans for and ensures compliant and effective funding, budget and regulatory administration and general grant support for Principal Investigators (PI's) and their labs. Collaborating with PIs, this individual will interface with other UW departments as needed on administrative and strategic planning. They work autonomously to complete nonscientific grant content and tasks, advise the PIs on relevant matters, develop effective solutions to related issues and implement departmental policies and practices to ensure compliance with sponsor and university requirements.

Faculty in our department oversee nearly 100 active grants and contracts totaling on average, $18m a year. This person will be responsible for providing expertise in post-award policies and practices as defined by sponsors, federal, state and the University.

DUTIES AND RESPONSIBILITIES

Financial Management (40%):

Participate in strategic planning activities.

Develop, monitor, track and project the budgets for a complex portfolio of projects with multi-variable aspects (multi-site, sub awards etc.). Prepare administrative sections of proposals for grants and contracts based on knowledge of sponsor requirements and program objectives. Manage all pre and post award grants and contracts in collaboration with UW Medicine's Administrative Business Center (ABC).

Develop, run and analyze customized reports to share with PI's for tracking purposes and to identify potential problem areas. Develop recommendations based on report findings.

Assist PI's in overseeing sub-contracts.

Assist PI's as needed with completion of ABC paperwork, drafting budgets, scope of work, budget justifications and working with ABC for egc1 routing.

Develop, manage and oversee post award responsibilities include preparing annual progress reports and final status reports for grants and contracts in partnership with the PI's and department staff.

Manage the preparation of routine proposals and non-competing renewals.

Interface with the University Office of Sponsored Programs (OSP), Grants and Contracts Accounting (GCA), and funding agencies including the NIH, National Science Foundation (NSF), Centers for Disease Control (CDC) Patient-Centered Outcomes Research Institute (PCORI), various foundations and pharma.

Regulatory and Compliance Management (40%):

Consult and advise PI's on non-scientific portions of regulatory submissions and applications. Serve as a central point of contact to answer compliance questions and facilitate solutions.

Work with PI's to review and provide recommendations on compliance with potential Institutional Review Boards (IRB) proposals, Institutional Animal Care and Use Committee (IACUC), Significant Financial Interests (SFI), and Conflicts of Interest (COI) disclosures.

Assist with patent applications.

Communicate and assist with paperwork regarding UW IRB compliance when prime IRB is held at a second institution to assure human subjects regulatory compliance for all research activities in the department.

Collaborate with funding agencies (both federal and non-federal) to resolve problems and/or obtain approval for deviation from authorized procedures.

Manage and work with sub recipients/subcontracts to ensure that proposal requirements and timelines are met. Answer questions and provide guidance of a similar nature as provided to the UW PI.

Conduct a quality control review of all proposals to ensure each application is meeting sponsor/proposal requirements and department and school policies before being routed in System to Administer Grants Electronically (SAGE) for campus review.

Collaborate with PI's and Department leadership in order to develop quality assurance systems to identify trends/opportunities for improvement in departmental processes, tools, and communication to further enhance the service provided to PIs.

Collect, analyze and report on metrics regarding research portfolios, efficiency, compliance etc.

Funding Source Administration (10%):

Lead and provide strategic guidance on grant submissions and post award activity.

Monitor funding opportunities (program announcements, request for proposals, and request for application) and distribute to faculty.

Pro-actively reach out to faculty for timely management of annual progress reports.

Administrative Responsibilities (5%):

Identify grant related administrative needs of the PIs; prioritize and ensure tasks are all completed. Resolve discrepancies and issues with stakeholders on the PI's behalf.

Develop policies and procedures for post-award administrative functions.

Develop systems and tools to provide regular updates to faculty and department administrators regarding changes in federal and university research directives, as well as changes to departmental procedures.

Leadership (5%):

Serve as a subject matter expert and resource for faculty and staff regarding post-award policies, NIH guidelines and instructions, Electronic Research Administration (eRA) Commons website functions, loading trial information onto clinical trials.gov website, and interfacing with the NIH Manuscript Submission (NIHMS) system regarding publications, procedures and compliance issues. Train new staff and faculty on policies and practices relation to grant and contract management.

Recommend process improvements regarding the departmental business process, quality control, and grants management in general. Work with the Director and PI's to implement recommendations.

Attend and participate in meetings as requested by the PI and the Associate Director or department leadership.

MINIMUM REQUIREMENTS

Bachelor's degree in Business, Finance, or similar.

Minimum of four or more years' experience working in research administration with substantial responsibility for proposal management, including complex budgets and sub awards.

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

ADDITIONAL REQUIREMENTS

Expert at developing grant proposals and managing all post award budgeting and expenditures. Expert at both creating and managing sub-contracts.

Experience interacting with faculty and department leadership in project management context.

Advanced knowledge/experience with Office of Management and Budget (OMB) guidelines, Grants.gov and eRA Commons.

Ability to work independently, take initiative and ownership of work, successfully prioritize, and manage many projects in a deadline-driven environment.

Ability to exercise independent judgment and manage competing priorities using strong organization skills.

Advanced Microsoft Office skills using a range of software programs including Word, Excel, and Access. Exceptional experience developing complex linked spreadsheets.

Develop relationships and assist faculty with utilization of UW research resources, including the Institute of Translational Health Sciences (ITHS).

Demonstrated ability and/or experience handling high volume of diverse tasks, under deadlines, with consistently excellent accuracy and attention to detail.

Excellent written and verbal communication skills. Flexibility and resourcefulness.

DESIRED QUALIFICATIONS

An advanced degree such as an MPH, MPA or other related degree with at least four years of work experience with the same criteria that is in the "Required Qualifications" section.

Experience working with staff from UW operations (OSP, GCA, ISO, etc.) and sponsor program and research staff.

Experience working with UW systems including SAGE and My Financial Desktop (MyFD).

Experience coordinating the operation of a specialized or technical program.

High level of accountability - drives for results, displays a sense of ownership.

Proactive problem solver and communicator, with a desire to improve systems.

Comfortable in collaborative setting and working within and across cultures.

CONDITIONS OF EMPLOYMENT

Deadline-driven environment, occasionally requiring extended hours.

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 your "My Jobs" page. If you select to take it later, it will appear on your "My Jobs" page to take when you are access 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.