The Division is now considering remote candidates for this role.
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The UW Department of Pediatrics is dedicated to improving the health of all children and adolescents by educating physician leaders of the future, advancing research, advocating for children, and providing the nation's best pediatric clinical care. We are committed to building a diverse and inclusive faculty and staff. The Department of Pediatrics, Division of Neonatology has an outstanding opportunity for a Program Operations Specialist.
The purpose of this position is to oversee and facilitate the research administration and operations of translational and clinical research and basic science research for the Department of Pediatrics Division of Neonatology. The Program Operations Specialist requires subject matter expertise with excellent skills, knowledge, and experience in all aspects of research administration, including pre-award, post-award fiscal management, and clinical research administration. This position requires excellent organizational and communication skills, knowledge and expertise in grants administration, and the preparation and coordination of clinical research. This position provides regulatory/compliance oversight and fiscal administration for the grants and contracts of the division. The position reports to the Administrator of the Division of Neonatology. This position is based at Health Sciences Building and works closely with leadership and faculty in the Division, Department of Pediatrics, School of Medicine, and all affiliated research and clinical sites (UW Medicine, Seattle Children's Hospital, Seattle Children’s Research Institute, and other UW Schools, Departments, and Divisions as well as sub-awards in the multi-center clinical trials and administrators at partner institutions across the country.
Among the largest divisions in the Department of Pediatrics at the University of Washington, Neonatology has approximately 40+ faculty members who are involved with clinical care, teaching, advocacy, administration, and research. This position is responsible for effectively administering all of the Division's research administration programs and is the research compliance manager for the Division. The Division‘s research programs includes basic laboratory and imaging science, multiple large multicenter clinical trials, educational scholarship, and global neonatal health research. The Neonatology annual operating budget is 14 million and has a growing research portfolio of 20 million, which currently includes approximately 25 research grants and 30 subcontracts. The Division frequently partners with Department faculty located at its main affiliate, Seattle Children’s Hospital (SCH) and Seattle Children’s Research Institute (SCRI). This position may be asked to provide additional support and guidance for subcontracts administered to SCH/SCRI.
This position requires expertise in research administration and its role in the mission and goals of the Division of Neonatology and the Department of Pediatrics. The Division has significant extramural support from a wide variety of federal and private sponsors. This position requires a high level of subject matter expertise to provide direction and counsel to the Directors, investigators, and staff to carry out these goals. The candidate will undertake activities designed to regularly assess activities relative to Division’s mission.
With the vast spectrum of funding opportunities, eligibility requirements, and competitive selection criteria; the timely and accurate dissemination of information, compliance with funding agency application guidelines as well as UW rules/regulations, and subsequent to the award the annual reporting to the sponsors' ultimate goals and objections, necessitates the oversight of an expert familiar with all of these aspects. This manager must impart their knowledge of the regulatory requirements consistently through consultation during the entire life cycle of the grant (pre-and post-award).
This position is also responsible for managing the Division's research compliance program - working with the Department’s Research Administrator and the process partners in UW School of Medicine and across campus to ensure accurate and timely adherence to institutional and individualized compliance training requirements. This position acts as a lead/subject matter expert for pre- and post-award compliance complexities and systems process improvement.
Research Operations and Administration/Grant Management (70%) • Manage Division research and educational/research training objectives by working with Division Head, Division Administrator, and investigators to operationalize strategic goals and ensure extramurally funded awarded specific aims are met. Direct and assess educational and research milestones and timeline projections for Investigators and Administrators. • Determine viability of proposed resource allocation to ensure sustainability - determining appropriate funding source, establish timelines and ensure durable effort and resource commitments on the part of the Division, investigators, and staff. • Interpret and integrate institutional, federal, and sponsor guidelines, policies, and regulations as they apply to research administration operations. Provide counsel and mentoring to researchers about these issues. Work with Investigators on budget development. Act as liaison with the collaborating researcher, department, and school administrators. Approve expenditures within the proposed and accepted scope of work. • Monitor budget and financial forecasting during current and succeeding grant years to include knowledge of purchasing /acquisition policies, tracking expenditures, as well as, monitoring financial performance ensuring consistency with approved award budget. • Provide overall management of a research portfolio consisting of established awards and continuous new proposal production. Review all grant and contract proposals for accuracy and adherence to Division goals, University guidelines, and agency requirements. Critically review expenditures, produce reports and work with research scientists, research coordinators, and other division management staff to ensure compliance with proposal activities. Assure grant commitments and contract agreements of the University of Washington and sponsoring agencies are fulfilled in a timely and accurate manner. Promote and continually assess compliance and risk management best practices in all aspects of operations. • Work with process partners (e.g., OSP, GCA, MAA, UW Medicine compliance) to ensure timely and accurate management of all aspects of research administration including, but not limited to, timely proposal submission, award processing, budget setup, accounting for revenue and expenditures, subcontract and consortium award management, technical and financial reporting.
Research Compliance and Financial Management (25%) • Research compliance activities will include but are not limited to: Work with division research administration staff to ensure budgets are reviewed and reconciled using best practices and investigators are provided with customized, detailed monthly financial reports. Provide counsel, utilizing multiple financial and record-keeping systems to perform analyses of federal, private, industry, and research and training budgets; forecasting future needs and expenditures and communicate status and progress directly to Principal Investigators, and Division leadership. Review Grant and Contract Reports and MyFD activity for compliance and accuracy; work closely with the central finance team, distribute and maintain materials according to records retention schedules. Troubleshoot and prepare expenditure corrections as necessary. Obtain advance budget numbers and process no-cost extensions. • Responsible for reviewing all eprocure activity for appropriate use and allocation. • Responsible for overseeing all petty cash accounts to ensure appropriate usage, adherence to accounting guidelines, and tax reporting pertaining to payment of study subjects or consultants. • Responsible for overseeing all pro-card activity to ensure appropriate usage, adherence to program guidelines, and ensure adequate separation of duties between users and reconcilers. • Responsible for ensuring accurate and up-to-date signature authority delegations, review and redirect expenditure allocations under appropriate policies and guidelines, train research staff on these topics. • Coordinate with Division, Department, or School research administration staff to correctly allocate payroll efforts. Continuously review funding allocations for correlation to assigned work. • Work with Neonatology team to Prepare division Annual Report for dissemination to the faculty, Department, faculty candidates, and other organizations as requested. • As requested, this position represents the division administrator at Division, Department, and/or School of Medicine meetings. Assist with administration of the overall financial operations for Neonatology on an as-needed basis. Provides coverage for vacation/sick leave of division administrator and performs other duties and special projects as assigned.
Management of Physical Operations (5%) • Responsible for management of the physical operations. In conjunction with the Division Administrator and Division Leadership, responsible for the assignment of space, coordinating with IT services personnel, and ensuring appropriate backup and maintenance according to policies. Responsible for site-based management of equipment inventory. • Demonstrate knowledge and understanding of patient privacy rights. Maintain confidentiality of all medical, financial, or other sensitive materials and information in printed, electronic, or verbal form, which may jeopardize the privacy of patients. Accesses and uses the minimum necessary patient identifiable information to perform job responsibilities and duties and only for authorized purposes. • Demonstrate knowledge and understanding of, and maintains confidentiality of employee information, financial information, or other sensitive materials and information in printed, electronic, or verbal form, which may jeopardize employee rights or the organization’s operations. Access and use the minimum necessary employee and organization information to perform job responsibilities and duties and only for authorized purposes.
REQUIREMENTS: • Bachelor’s degree in Business Administration, Finance or related field. • 4-5 years of research administration experience including project management, fiscal and lead responsibilities preferably in an academic or healthcare-related setting. • This individual must have excellent verbal, written, and interpersonal skills. • This individual must have demonstrated problem-solving skills and fiscal skills, strong detail orientation, and the ability to adeptly manage multiple priorities and timelines. • Due to the multi-disciplinary nature of the research interaction, this position must have the ability to work with various individual working styles and organizational systems.
Equivalent education/experience will substitute for all minimum qualifications except when there are legal requirements, such as a license/certification/registration.
DESIRED EXPERIENCE • Familiarity with UW fiscal, personnel, and administrative systems
Conditions of Employment: Demonstrates knowledge and understanding of, and maintains confidentiality of patient privacy rights, employee information, Department of Pediatrics strategic plans and initiatives, financial information, or other sensitive materials and information in printed, electronic, or verbal form, which may jeopardize employee rights, the organization’s operations, or privacy of patients. Accesses and uses the minimum necessary employee and organization information to perform job responsibilities and duties and only for authorized purposes.
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, 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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