GRANTS AND CONTRACTS MANAGER

Req #: 235469 Department: DEPARTMENT OF MEDICINE: NEPHROLOGY Posting Date: 11/07/2024 Closing Info: Open Until Filled Salary: $6,667 - $7,917 per month Shift: First Shift Notes: As a UW employee, you will enjoy generous benefits and work/life programs. For a complete description of our benefits for this position, please visit our website, click here. (https://hr.uw.edu/wp-content/uploads/sites/3/2018/02/benefits-professional-staff-librarians-academic-staff-20230119_a11y.pdf) 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: Nephrology has an outstanding opportunity for Grants and Contracts Manager. Position Purpose: The Division of Nephrology in the Department of Medicine has a long-standing history of caring for kidney patients through innovation and excellence in clinical care, research, and education. The division has an excellent opportunity for a Program Operations Specialist (working title Grants and Contracts Manager) to join their mission-focused, collaborative team. This position manages their own portfolio of grants and contracts supporting the clinical, translational, and basic science research programs in the Division of Nephrology, including the Kidney Research Institute (KRI) Position Complexities The Division of Nephrology's research program has more than doubled in size in the past five years constituting a significant portion of the Division's operations. The KRI's clinical research program has grown exponentially since its inception from a portfolio of $2M in 2008 to $18M in Fiscal Year 2023. Over half of the Division's faculty conduct research across multiple sites – UWMC Montlake, Harborview Medical Center, South Lake Union, and the VA Puget Sound Health Care System. The combined research activities generate significant research recovery dollars that support the mission of the Division of Nephrology and the UW research enterprise at large. To meet the division’s dynamic and high-volume needs, this position requires excellent written and oral communication skills, strong project management skills, and the ability to maintain collegiality and excellent customer service standards. This position builds and sustains collaborative partnerships with principal investigators, division staff, extramural sponsors, foundations, and other internal and external stakeholders. This position applies their knowledge of divisional, institutional, state, and federal policies and regulations in pre- and post-award management of their portfolio, and with improvement initiatives of division pre- and post-award processes. This position reports to the division’s Grants and Contracts Manager and does not supervise staff at this time, though they may lead projects and initiatives withing the grants team, when called upon. Position Dimensions and Impact to the University: This position will support the administration of complex clinical trials and the portfolios of a subset of PI’s within the division. This position works directly with the divisional Grants and Contracts Manager, the Division Administrator, Division Head, Director of the KRI, and research faculty within the Division of Nephrology. This role provides research management expertise, preparation, review, and execution of grants, contracts and subcontracts. The position promotes and ensures the regulatory and fiscal accountability of the research enterprise and provides counsel to faculty and staff concerning administrative, research and fiscal processes associated with the research conducted. The role partners with multiple internal and external partners including offices and departments within the University of Washington and Veterans Health Administration, as well as sponsoring agencies including the National Kidney Foundation, American Society of Nephrology, Department of Defense, and most significantly, the National Institutes of Health. Furthermore, this position manages the execution and implementation of clinical trials conducted by faculty by facilitating review processes through the UW's Clinical Trials Office, the Office of Sponsored Programs and multiple private funding sponsors. RESPONSIBILITIES: 50% Clinical Trials Administration, including financial oversight, effort management, financial reporting and planning • Independently manage all pre- and post-award operations for industry sponsored clinical trial agreements (CTAs) in the division; frequent collaboration with Principal Investigators (PIs) and study team members who support clinical trial operations. • Participate in and/or lead budget review and negotiation. • Review and submit contracts to the Office of Sponsored Programs and Clinical Trials Office in partnership with the PI and study team. • Maintain close oversight of milestone invoices, including submitting milestone invoices and receiving and reconciling sponsor payments. • Provide financial reconciliation and projections on a quarterly basis to Principal Investigator and study team members. • Oversee administrative and closeout procedures as outlined in the agreement. • Manage all contractual and financial aspects of the trial in OnCore (Clinical Trials Management System; CTMS). • Develop, implement, and refine divisional processes and tools to facilitate Clinical Trial Operations. • Act as a liaison between the division study team and other stakeholders across the University. 25% Pre- and Post-Award Administration, including financial oversight, effort management, financial reporting, and planning • Independently manage all pre- and post-award operations for a subset of PIs in the division – includes proposal preparation and submission through UW and sponsor systems, progress and interim reporting, financial reconciliation, and projections. • Manage effort reporting for a subset of PIs in the division – includes monthly effort review and analysis and periodic compliance reporting as required by UW and sponsor requirements. • Prepare monthly financial reports and meet no less than quarterly with a subset of PIs in the division to review financial spending, progress, and milestones and to meet study operational needs. • Provide recommendations based on performance metrics to PIs and study leadership teams to optimize short-term and long-range budget planning and analysis. • Partner with the Grants and Contracts Manager on post-award improvement efforts to strengthen regulatory and fiscal compliance by implementing and overseeing reliable system processes. UW will transition to Workday as a financial system of record, which will drive post-award process changes and improvements. • Establish and maintain effective collegial working relationships with PIs, study team staff, and internal and external process partners to ensure efficient pre- and post-award operations. 15% - Compliance and Risk Management • Promote compliance and risk management in accordance with policies of the UW and sponsoring entities, most notably, the NIH. • Interpret, analyze, and implement federal, state, institutional, and industry laws and policies as they apply to administrative and research operations. • Integrate knowledge of compliance policies into division operations under the direction of the Grants and Contracts Manager and/or Division Administrator. Guide implementation of applicable policies. • In partnership with the Grants and Contracts Manager, continually monitor and assess the division’s compliance around research and fiscal processes, troubleshooting, eliminating weakness areas, and improving systems to strengthen the stability of the research enterprise. 10% - Research operations support • In partnership with the Grants and Contracts Manger, identify, coordinate and lead process improvement initiatives for the grants and finance team. • Provide guidance and mentorship for faculty and staff to enhance understanding around pre- and post-award processes and systems. • Serve as a mentor and resource for other members of the grants and finance team, including a budget/fiscal analyst and grants and contracts specialist. Lead Responsibilities: Independently manage pre- and post-award functions for a portfolio of investigators, predominantly industry-sponsored research, but also a subset of investigators with a portfolio mix from federal and foundation sponsors. Supervisory Responsibilities: None MINIMUM REQUIREMENTS: Bachelor’s degree in business, accounting, social sciences, or related discipline and 3 years of related experience. Experience may substitute for the degree requirement. Equivalent education/experience will substitute for all minimum qualifications except when there are legal requirements, such as a license/certification/registration. ADDITIONAL REQUIREMENTS: • Experience in clinical trials management in an academic, research, non-profit, industry, or hospital setting. • Experience in grants and contracts management in an academic, research, non-profit, or hospital setting. • Excellent organization skills with strong attention to detail, problem solving skills, resourcefulness and flexibility to adjust to dynamic work situations. • Advanced skills with Microsoft Office Suite products – primarily Excel, Word, PowerPoint, Outlook. • Excellent written, verbal, and interpersonal communication skills. • Customer-service orientation, initiative, and responsiveness. • Self-starter with the ability to work independently, exercise good judgment, and make decisions as necessary. • Strong collaborative and leadership skills, team oriented, and consultative. • Demonstrative ability to work well under competing deadlines. DESIRED: • Master’s degree in business, health administration, or related field • Familiarity with UW systems and software programs, most notably Workday. • Five+ years of experience in grant and contract management in an academic, research, non-profit, or hospital setting • Prior experience overseeing clinical research, translational, and/or basic science research programs. • Prior experience in a central office setting – sponsored projects and/or grant and contract finance. • Additional education or certificates related to general administration, finance, or research administration. • Prior experience designing, leading, and/or implementing process improvement initiatives. 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. #UWDeptMedicineJobs University of Washington is an affirmative action and equal opportunity employer. All qualified applicants will receive consideration for employment without regard to, among other things, race, religion, color, national origin, sexual orientation, gender identity, sex, age, protected veteran or disabled status, or genetic information.