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. All of which has allowed the UW to be nationally recognized as a "Great College to Work For" for six consecutive years.The UW School of Medicine (SOM) is the only medical school directly serving the states of Washington, Wyoming, Alaska, Montana, and Idaho (WWAMI). The SOM is comprised of 30 basic science and clinical departments. The School's basic-science departments provide educational opportunities for students from all schools and colleges within the University. Clinical teaching programs are conducted at the University of Washington Medical Center, Harborview Medical Center, Seattle Children's, Northwest Hospital & Medical Center, Valley Medical Center, and the Veterans Affairs Puget Sound Health Care System, as well as at other clinical affiliates in Seattle and throughout the WWAMI states. The School has a total enrollment of over 880 students pursuing the Doctor of Medicine degree, 2,100 full time faculty members, an additional 4,500 clinical faculty located throughout the WWAMI region, and more than 1,500 administrative staff.The UW SOM's Shared Services (Shared Services Unit also referred to as Administrative Business Center (ABC)) initiative launched July 1, 2013 designed to increase the efficiency of support and provide cost savings over time, while improving operational compliance. The initial services for year one of the pilot provided by the ABC Team are grant pre-award and visa processing for 19 of the School's Departments which is estimated to include over $1B in grants. The School of Medicine is looking for an outstanding SOM Shared Services Manager of Grants Pre-Award to provide leadership; make decisions that support ongoing and future services; develop and implement best practices for processes, systems, tools and metrics; establish and carry out a training program for all ABC personnel; works successfully with all University personnel; and has excellent customer service skills in an academic setting. The UW SOM's ABC Team today has 19 positions that are led and managed by the incumbent who reports to the Director. The SOM Shared Services Manager of Grants Pre-Award manages providing support to the 19 SOM Departments currently participating with the understanding that there are an additional departments who also will need services as tools and processes are developed. They have programmatic responsibility for Pre-Award submission processes. The position is responsible for developing, documenting, updating and training personnel regarding policies and procedures for the work of the ABC Team. The incumbent is responsible for meeting all Shared Service performance goals and metrics, working with others in the development of tools and continuous process improvement for all activities and processes within the ABC. They are responsible for being knowledgeable on all UW Pre-Award policies and procedures and specific rules and guidelines for granting agencies. The position is responsible to participate in ABC tool development design, evaluation, testing and training for ABC staff, Department Staff and Department Faculty.The SOM Shared Services Manager of Grants Pre-Awardis responsible for overseeing that the team meets tight deadlines with accuracy to the sponsor, university and system requirements. This work is critical to the faculty's vital career interests, funding and promotion. They need to be able to work in an independent manner in a fast paced environment and apply excellent customer service skills and judgment in troubleshooting issues. Responsibilities will expand with the addition of new services and additional departments participating in ABC services.RESPONSIBILITIESSupervision / Training and DevelopmentThe SOM Shared Services Manager of Grants Pre-Award is responsible for the management and supervision of 19 supporting positions to assure excellence and efficiency in the daily flow of work in the Pre-Award processes. Responsible for the oversight, timely and accurate execution of the work assigned to the staff. Responsible for updating and training the assigned staff and key customers.The SOM Shared Services Manager of Grants Pre-Award is responsible for hiring and onboarding new staff members. This includes writing job descriptions, interviews, reference checks, and onboarding training.The SOM Shared Services Manager of Grants Pre-Award is responsible for participating in the training and development requirements of the ABC team members. This includes working on these activities with the ABC Director, department administrators/directors and staff members/faculty using the ABC services, assess internal (to ABC) and external (department) training needs and ensure that training materials/curriculum are developed and implemented as needed. Manage the professional development needs of the ABC and ensure that ongoing training and updates are provided when tools change or systems are updated. Develop and implement ongoing communication tools for use in disseminating information as effectively as possible--email, forums, newsletters, on-line postings.CPI and Project AssessmentIn collaboration with the ABC Director, ABC staff, and School of Medicine leadership, the Operations Manager assess upcoming processes for integration in the ABC. Working with the Director to ensure that all established metrics are being met, identifies additional metric needs as necessary, and that ABC staffing is stable and up-to-date on processes. Identifies, recommends, and supports implementation of process improvement for Pre-Award services. The incumbent participates in:Weekly Lean Idea Board huddlesWorkgroup meetings to identify process and or quality improvement opportunities.Development of new services and the development of standard process and procedures as well as development of tools to support new processes.With the IT support group and the Director, and ABC team members on the development and implementation of process changes that are raised during user group sessions and evaluation of processes.Development of new training materials and or internal operational training or reference materials as appropriate for new services added.Pre-award application preparationThe SOM Shared Services Manager of Grants Pre-Award is responsible for the oversight of workflow in the Pre-Award area including oversight of all work assigned to supporting team. They manage and resolve more complex issues and portions of the Pre-Award process including communications with Department and faculty as needed.Additionally, the incumbent is responsible in supporting process design and re-design and development, maintaining and leading staff training and orientations to new Department staff and Department faculty as they begin to participate in the ABC service.This position is the subject matter expert and is required to be up-to-date on sponsor deadlines and to provide that information timely to the ABC staff plus make any changes required in relevant tools and timelines. Each ABC staff works independently and directly with faculty investigators to prepare all aspects of the pre-award packet to be submitted via the eGC1 process to OSP. The Manager helps to resolve any misunderstandings or timing issues. Training faculty and ensuring all required deadlines are met is essential. They must apply expertise to assess whether the ABC processes are the correct pathway for processing the application based on the sponsor requirements proposed by the faculty member. Actively engage with the department users, ABC Director, and ABC staff in process improvements to ensure ABC is consistently utilizing cost effective standards, up to date tools, and implementing change in a timely manner based on user feedback.To be successful, the SOM Shared Services Manager of Grants Pre-Award applies knowledge and expertise of internal and external requirements to prepare, review, and submit administrative and financial portions of grant applications, contracts, and internal forms for institutional approval and submission to sponsors through SAGE, NIH ASSIST, Research.gov and other channels and must:Meet all service level requirements for Shared Services pre-award grant process through effective management of pre-award tool and independent management of staff time.Provide assistance and consultation to ABC pre-award team and departments in development of proposal budgets, cost sharing and salary cap issues, application of tuition, inflation, Principal Investigator effort and other budgetary issues.Notify/communicate directly with Faculty, PI and Department staff to resolve all compliance issues and quality issues identified during the grant application process.Provide current requirements and guidelines to ABC staff and Departmental faculty and staff on the various sponsor proposal guidelines and submission process requirements and ensure grant submissions align with, University, Federal policy, and Department specific requirements including: GIMs, OMB Omni Circular, and NIH Grants Policy Statements;Direct and/or consult with Principal Investigators, Department, Office of Sponsored Projects, Post Award Fiscal Compliance, School of Medicine Dean's office and sponsors regarding regulations and requirements as necessary; based on unique requirements of different grant funding agencies and grant types.Organize the team into pods, assign department workload and balance capacity across all team members.Evaluate work flow volumes and adapt and flex staff effort and hours as needed to ensure all grant timelines are metApply lean process improvement skills to the process for continuous improvement to our Pre-Award process and supporting IT tools. Use CAPA to determine root cause analysis and process improvement opportunities.Develop training materials and line up central campus office representatives to provide training to ABC staff to ensure that policy & procedures are understood at a detail level and best practices are documented.Governance and Customer EngagementAttend, provide content for and lead portions of governance committee meetings including the ABC Advisory Committee (ABLE) and the Faculty Oversight Committee (FOC). Provide logistical support for these meetings.Actively manage relationships with departments and central offices via regular meetings, email updates, and phone calls to ensure successful outcome for pre-award processing.Review all PI survey responses and follow up with grant manager and grant specialists s needed.Ensure quarterly meetings are held with grant managers and departments. Attend as necessary.Follow up on all proposals with negative outcomes to ensure process improvement opportunities are captured, status communication is provided and issues are closed out appropriately.Partner EngagementRepresent ABC at various School of Medicine and Campus meetings (MRAM, RAPN, RAPIT).Cover for ABC Director during absences (illness, leave, vacation).Support projects as requested/assigned.Serve on School of Medicine committees where input from ABC work group may be needed, including the SCRI/UW Joint Business Council. Serve on workgroups facilitated by ORIS and the Post Award Fiscal Compliance team.IT and OperationsManage phone and computer set up.Report facility issues to the property management company.Ensure each staff member has a working workstation, including ergonomic issues and IT needs.ABC Expansion ProjectsParticipate as a key member of ABC management to develop solutions for NIH U, P and T mechanisms.Grow and supervise new staff for the shared services team; both professional staff and classified. Evaluate work product, recommend opportunities for individual and team development; review and approve timesheets, manage employee performance, and prepare annual performance reviews for all direct reporting staff.MINIMUM REQUIREMENTSBS or BA degree in Business Administration, Healthcare Administration, Finance, Accounting or other related field, appropriate experience may replace degree requirement.Five years of experience including:Grant & contract management and other financial business processesComputer proficiency with Microsoft Word & Excel, databases and online grants management systemsDemonstrated ability to interpret and communicate to others complex policies and proceduresProven leadership and strong communication skills resulting in excellent teamworkExcellent verbal and written communication skillsDemonstrated presentation development and presentation skills to large groupsAbility to work independently with a high degree of reliability, accuracy and productivitySuccessful experience supervising and managing staff individually and in groupsAbility to handle confidential information responsibly.Demonstrated ability to maintain harmonious working relationships and effectively address complex and sensitive administrative issues with faculty, leadership and staffDemonstrated experience in successful handling of multiple projects with critical deadlines.Functional working knowledge of project management principlesAbility to exercise discretion and independent judgment effectively in decision-making process.Equivalent education/experience will substitute for all minimum qualifications except where there are legal requirements such as license/certification/registration.DESIRED REQUIREMENTSAs a user of online process tools worked with IT or other developer to create effective resultsParticipation in or leadership of shared services groupsCONDITIONS OF EMPLOYMENTThe 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.
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 undergraduate 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.