Salary is commensurate with experience and education
The University of Washington (UW) is proud to be one of the nation's premier educational and research institutions. Our people are the most important asset in our pursuit of achieving excellence in education, research and community service. Our staff not only enjoys outstanding benefits and professional growth opportunities, but also an environment noted for diversity, community involvement, intellectual excitement, artistic pursuits, and natural beauty.
The Department of Global Health at the University of Washington has an outstanding opportunity for a full-time Manager of Program Operations to provide fiscal and programmatic leadership for a portfolio of international training grants under the leadership of Dr. Joseph Zunt & Dr. Charlie Mock.
This program manages several independent training grants and a multi-center training consortium of four US universities with over thirty international partners in seven countries (Kenya, Uganda, Ghana, Cameroon, Thailand, Peru, India). Over 250 mentors are involved with the Fellows & Scholars program which supports 20-25 young investigators each year who conduct 12-months of research at sites in resource-limited settings. This position is also integral to developing additional programs to expand the training portfolio and this individual manages the strategic development of new initiatives for the Program in Research in Latin America (PERLA).
This position requires detailed knowledge of NIH cost principles related for foreign awards, excellent organizational skills, effective prioritization and time management, a high degree of professionalism and sensitivity to diverse cultures, advanced financial management skills, and strong skills in written and verbal communication.
Oversee operations of the Program for Education and Research in Latin America (PERLA). Including: organizing advisory board meetings, advertising opportunities to students and faculty, developing student networking events and exchanges, administering pilot award funds, and drafting and implementing a strategic plan.
Co-develop and administer a weekly core competency curriculum to fellows based at remote sites internationally. Develop curriculum schedule, organize speakers and learning activities, monitor training outcomes, and provide recommendations for curriculum revisions.
Schedule monthly calls with program leadership; assign call agenda and provide follow-up to items discussed on the call.
Organize external advisory and alumni board meetings for the Global Health Fellows program; duties include preparing the annual report, coordinating meeting logistics, and facilitating group discussions.
Organize CUGH annual meeting activities; including drafting panel proposal in consultation with investigators and NIH leadership, organizing trainee networking luncheons and dinners, and collecting presentations for the Fogarty panel.
Schedule calls for the Fogarty PI Council associated with the Fellows program when Dr. Zunt is PI Council Chair; follow-up on initiatives identified on calls, including developing collaborative resources and manuscripts.
Participate in quarterly Fogarty program manager meetings; assist with the development of shared resources and trainings.
Respond to NIH staff on issues concerning program; including providing updates on trainee accomplishments, assisting with special meetings and initiatives, and drafting materials to assist with agency reporting. Requires a complex knowledge of our funding structure and a detailed knowledge of NIH accounting principles for international programs.
Independently organize or oversee staff coordinating special workshops, scientific meetings, and leadership site visits at international sites affiliated with the training programs. Duties include drafting agendas and meeting materials, securing funding, organizing presentations and speaker introductions, managing attendee information, arranging catering and translation services, and conducting post-meeting evaluations.
Manage program recruitment for the Kuskaya, ICTUS, PARACAS, Global Health Fellows and Fulbright-Fogarty programs, including developing and distributing flyers, brochures, and other handouts. Make presentations to internal and external collaborators (including department Chairs, Deans, and Directors) to increase participation in program.
Oversee the selection of trainees to the Kuskaya, ICTUS, PARACAS, Global Health Fellows and Fulbright-Fogarty training programs. Duties include responding to inquiries from applicants, coordinating the review of application materials with senior leadership and draft award letters.
Research NIH institute priorities and create institute funding packets for potential funding; develop a training budget based on strategic priorities. Preparing institute packets includes writing content, revising materials, and preparing fiscal impact statements.
Assist with organizing the annual NIH orientation for new trainees. Assist Programs Operations Specialist with obtaining visas for foreign trainees during the NIH Orientation.
Create eRA Commons ID's for each trainee; input and update trainees into CareerTrac.
Ensure publications are in compliance with NIH public policy requirements; upload manuscripts to MyNBCI and link to award as necessary.
Develop content for websites and liaise with student assistant to keep online materials updated.
Administer quarterly check-ins with trainees via the mentor encounter forms to obtain information on their progress and challenges associated with the program. Assist with resolving problems and providing additional resources, as necessary.
Respond to inquiries from mentors affiliated with the program. Recognize mentors for the commitment to the program and develop additional resources for mentor development.
Maintain contact with alumni and provide support for the alumni warranty including administering funds for career development.
Review annual training program evaluations and make recommendations for program improvements and areas of expansion; including reviewing requests for the addition of training sites in foreign locations.
Review the annual core competency curriculum with program leadership; make recommendations for changes. Identify new resources to include in the curriculum.
Assist with trainee emergencies; liaise with medical insurance companies and institutional officials to resolve issues and provide support.
Track and report responsible conduct of research trainings and US and foreign IRB approvals for investigators. Oversee staff who provide methodology support to investigators and assist with resolving study delays.
Participate in Department of Global Health professional development activities, including attending and presenting at the monthly program managers meetings. Serve as the representative for the CPI meetings, as necessary.
Draft manuscripts and reports.
Ensure paper and electronic files are retained based on record retention guidelines.
Develop detailed annual budgets for voluntary cost share budgets and annual NIH institute administrative and trainee cost allocations for the Kuskaya, ICTUS, PARACAS, Global Health Fellows and Fulbright-Fogarty programs. Requires extensive communication with funding agency and program leadership as well as highly complex fiscal tracking using excel and UW systems.
Process new budget number requests for programs after notices of award are processed. Liaise with Grant and Contract Accounting and the Office of Sponsored Programs to trouble-shoot an award issues and to obtain budget numbers based on funding guidelines. Requires detailed knowledge of NIH cost principles and specific costing issues related to foreign training grants funded by the Fogarty International Center.
Manage the outgoing and incoming sub award process to consortium institutions and foreign partners; including drafting budgets and contract documents, developing blanket purchase orders in ARIBA, approving invoices, coordinating international wires payments as necessary, and reviewing carry-forward requests. Liaise with other UW offices and departments for approvals.
Manage contracts with external consultants to assist with the annual orientation and trainee selection; including developing scopes of work, budget, and justifications and ensuring appropriate internal and external offices provide approvals.
Review trainee budgets for cost principles and advise on best methods of administering funds.
Purchase comprehensive health and evacuation insurance for trainees; ensure emergency contact information is on file with UW and with the affiliated institutions.
Monitor UW voluntary cost share (non-FEC) commitments and submit annual reports; collect annual cost share information from partner institutions. Ensure cost share commitments align with original scope.
Approve of field advances, purchases, travel in UW systems; ensure allowable with UW and NIH policies; help trouble shoot systems and provide guidance on best methods of administering funds.
Manage the infrastructure awards at foreign sites; solicit applications from site investigators, conduct application review, issue notices of award, ensure funds are properly reported.
Manage budgets for special workshops and initiatives.
Review monthly budget activity reports to ensure costs follow institutional and agency funding guidelines; update internal excel budgets to track expenditures; ensure UW encumbrances are correct and take corrective action for any misplaced charges.
Annually close out budgets and request carry-forward approval. Monitor UW final action dates and ensure encumbrances are removed; Provide guidance to trainees on research fund carry-forward process and timelines for fund availability.
Draft annual progress reports and route for internal and external review via SAGE and eRA Commons. Respond to NIH inquiries.
Close out awards.
Work closely with program and department leadership and UW Offices to trouble-shoot problems and issue clear guidance for resolution.
Manage discretionary/gift budgets awarded to Dr. Zunt.
Directly supervise two full-time staff members. Provide supervision to staff who manage smaller programs; serve as a resource for questions and assist with problem solving as needed.
Manage effort distributions for all members of the team; ensure FTE distributions are appropriate for funding source and have been reflected on program budgets. Liaise with Departments of Global Health, Neurology and Surgery to ensure appointments are entered into Workday and all changes are correctly reflected.
Approve timesheets and leave requests.
Conduct annual performance reviews; collect necessary documents for UW compliance including telework agreements, computer use policies, and new hire paperwork.
Manage 25+ stipend graduate trainee appointments associated with the Global Health Fellows program annually; assist with new hire paperwork and Workday onboarding. Ensure certificates of foreign national status and other hiring paperwork are on file and problem solve issues. Ensure stipend appointments meet funding guidelines and that outside compensation rules are followed.
Identify new funding opportunities (RFA's) for international programs; develop submission timelines and organize meetings with internal and external collaborators to finalize approach.
Draft and collect letters of support for applications.
Develop budgets, budget justifications, and letters of intent for proposals; educate investigators on cost principles and allowable costs and collect business information (e.g DUNS, site info)
Route proposals for internal and external approvals; including submitting materials in SAGE and eRA Commons.
Respond to Just-in-Time notifications; collect relevant human subjects and conflict of interest documentation from investigators.
In partnership with NIH grants specialist, obtain approval of consortium training sites and other administrative requirements.
Serve as a resource for colleagues are foreign sites on issues related to research administration. Provide trainings and resources as requested; serve as a mentor on capacity building initiatives.
As a UW employee, you will enjoy generous benefits and work/life programs. For detailed information on Benefits for this position, click here.
Bachelor's Degree in public health, accounting or relevant field and five years of work experience.
Experience administering NIH-funded grants. Detailed knowledge of NIH cost principles for foreign awards highly beneficial.
Experience managing budgets in excess of $500K annually.
Prior experience working in the resource-limited setting and/or a demonstrated interest in global health.
Experience mentoring and supervising staff or students.
Prior experience supporting or managing complex projects.
Advanced word processing skills with an emphasis on Microsoft Office products to include: MS Word, Excel, Outlook, and PowerPoint. Ability to use a Macintosh computer.
Outstanding organizational skills.
Strong organizational skills, attention to details, and excellent time management.
Excellent judgment and interpersonal skills with proven ability for effective cross-cultural communication.
Ability to anticipate, recognize and resolve problems.
This position may have meetings outside traditional hours to accommodate international collaborators.
Equivalent education/experience will substitute for all minimum qualifications except when there are legal requirements, such as a license/certification/registration.
Advanced degree in business administration or public administration useful.
Experience with eRA Commons, MyNCBI, CareerTrac, SAGE, PurchasePath, ARIBA, CTA/Procard, and other UW or NIH systems is helpful.
CONDITIONS OF EMPLOYMENT
Appointment to this position is contingent upon obtaining satisfactory results from a criminal background check.
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, Criminal Conviction History, 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.
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