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 Epidemiology, part of the UW School of Public Health, is consistently rated as one of the top epidemiology departments in the United States. There are approximately 70 faculty in the department. Additionally, more than one hundred health professionals and scientists hold adjunct and affiliate appointments. Faculty research is highly interdisciplinary and encompasses a broad range of topics, including cancer, HIV/AIDS, sexually transmitted diseases, cardiovascular disease, maternal and child health, injury, trauma and violence, women's health, diseases of aging, and Alzheimer's disease. In addition to infectious agents, faculty research focuses on behavioral, nutritional, genetic, metabolic, environmental and medical factors associated with disease risk and disease outcome.
The Department of Epidemiology in the School of Public Health has an outstanding opportunity for a full-time Program Operations Specialist.
The Program Operations Specialist manages department finance and appointment details to ensure actions are correct and in compliance, reconciles expenditures, maintains faculty budget summary information, and is a high-level lead for department Workday business processes. In addition, the individual in this role will provide sponsored programs support, as well as general fiscal administrative support. Interpretation and effective communication of federal, state, and university policies and regulations to faculty, staff, and students is required. The Program Operations Specialist reports to the department Grants and Contracts Manager, and indirectly (dotted-line relationship) to the Administrator.
Finance and Appointment Management
Manage and direct processes to monitor, approve, and reconcile expenditures for research budgets and other accounts directly linked to individual faculty members. Establish corrective action plan with faculty to resolve discrepancies.
Collaborate with PIs to establish budgets for research projects and new initiatives. Consult with PIs to look across budgets and plan for major financial events such as new hires, separations, intensive research studies, or equipment purchases and adjust projections and analysis accordingly.
Maintain faculty dashboard financial summaries and other complex reports related to faculty activity; may involve complex analysis of grant and fiscal data, projections across multiple projects, and trends analysis related to extramural support. Meet regularly with faculty, as needed, to review projections for coverage of FTE. Keep Chair, Administrator, and Grants and Contracts Manager aware of potential FTE shortages.
Establish and monitor complex faculty and staff appointment details and salary distributions using Workday. Monitor payroll activity to ensure that salary allocations are in compliance with UW and sponsor regulations. Ensure that other staff responsible for completing Workday business processes have accurate and complete appointment and budget details. Perform expense transfers as needed.
Manage and independently oversee appointments of Academic Student Employees paid by grant and department funds.
Monitor and manage compliance with Faculty Effort Certifications and Grant and Contract Certification Reports for sponsored research through electronic reporting systems. Ensure compliance with FEC and GCCR requirements.
Provide oversight of revolving funds.
Sponsored Programs Support
Participate in management of training grants, providing oversight of stipends, appointments, and expenses.
Administer and monitor subcontracts according to sponsor and UW regulations; inform them of special requirements and engage them in reporting processes.
Provide assistance and back-up to the Grants and Contracts Manager for the following tasks: - Department approval of eGC1s - Staff Assignments linked to grant funds - Proposal preparation and submission - Cost share reporting - Review sponsor terms and conditions for all new awards and alert PIs to unusual terms and conditions such as restrictions on spending or unusual reporting requirements - Transfer of grants from other institutions to and from the UW
Maintain accurate record of all documents related to pre- and post-award research operations. Archive all documentation electronically on department server and in compliance with UW records retention schedules.
Actively participate in internal and external audits, responding directly to auditor's questions and requests for information.
Attend trainings related to Workday, and serve as department focal for Workday questions and issues.
Attend Monthly Research Administration Meetings (MRAM). Continually learn new requirements for grants and contracts and disseminate information to faculty and program staff.
Provide backup to the Budget/Fiscal Unit Supervisor for ProCard oversight, purchasing, and travel.
May supervise student assistants as needed and coordinate workload across available personnel resources.
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 in Accounting, Finance, Research Administration or related field.
Minimum 2-3 years of experience in finance management, including budget planning, analysis, and reporting, in addition to general principles and processes of accounting.
Working knowledge of UW's Workday HR/Payroll system and associated business processes.
Ability to synthesize and communicate budget and policy information to scientists.
Demonstrated ability to maintain harmonious relationships and effectively address complex and sensitive administrative issues.
Demonstrated attention to detail and proven ability to manage multiple projects in an organized, thorough and timely fashion against pre-determined goals and deadlines.
Computer skills: Advanced knowledge of Microsoft Programs: Excel, Word, and Outlook.
Proven leadership and communication skills.
Proven ability to organize complex tasks.
Equivalent education/experience will substitute for all minimum qualifications except when there are legal requirements, such as a license/certification/registration.
Master's degree in Research Administration or related field.
Prior experience in basic science and/or clinical research program in a large academic institution.
Prior exposure to competitive sponsored research programs, completing grant applications, negotiating effectively with sponsors, and monitoring research budgets post-award.
Working knowledge of University of Washington's policies and procedures, particularly related to grant processing.
Experience with NIH electronic grant proposal submissions.
Prior experience with University of Washington systems, specifically MyFinancialDesktop, ARIBA, SAGE, and EDW.
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.
Founded in 1861, the University of Washington is one of the oldest public institutions in the west coast and one of the preeminent research universities in the world. The University of Washington is a multi-campus university comprised of three different campuses: Seattle, Tacoma, and Bothell. The Seattle campus is made up of sixteen schools and colleges that serve students ranging from an undergra...duate level to a doctoral level. The university is home to world-class libraries, arts, music, drama, and sports, as well as the highest quality medical care in Washington State and a world-class academic medical center. The teaching and research of the University’s many professional schools provide undergraduate and graduate students the education necessary toward achieving an excellence that will serve the state, the region, and the nation. As part of a large and diverse community, the University of Washington serves more students than any other institution in the Northwest.