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The Department of Radiation Oncology is an integral part of the Cancer Program at the University of Washington and a major contributor to the contribution margin of each of the seven centers at which we provide professional services: University of Washington Medical Center (UWMC); the Gamma Knife facility at Harborview Medical Center (HMC); the Seattle Cancer Care Alliance (SCCA); the Radiation Oncology Suite on the Northwest Hospital Campus (UWMC – Northwest) ([email protected]); the SCCA Proton Therapy Center (SPTC); Seattle Children’s Hospital (SCH); Seattle Puget Sound VA Medical Center; and most recently, the SCCA Peninsula. We have 29 physician faculty, 22 science PhD faculty, 7 ARNP faculty, 11 radiation oncology residents, 4 medical physics residents, and 2 fellowship faculty on staff with additional postdoctoral fellows and graduate students participating in various research projects in radiation biology and molecular medicine, medical physics, and radiation chemistry.
The Department of Radiation Oncology has an outstanding opportunity for a Grants and Contracts Manager to join our team. This is an intermediate level position. Under general direction of the School of Medicine Department Assistant Director, the responsibilities of this position comprise program planning and award management, financial management of grants (pre- and post-award) and financial and administrative compliance related to all grants, contracts and clinical trials.
This position supervises 1-2 FTE Fiscal Specialists. The Department has about 60 faculty and approximately 25-30 active/funded projects. This individual manages grants and contracts (pre- and- post award), including the administration and oversight of associated financial compliance. This position is primarily responsible for developing, processing and submitting grant and contract proposals, and clinical trials for the department.
Research Program Planning and Management: 35%
Provide pre-award oversight and expertise in planning, application preparation and submission for grants and contracts. Additionally, manage post-award activity for the P.I., serving as the expert with primary accountability for oversight of post-award activities.
•Project Planning; working in close collaboration with PI and Assistant Director (and/or Director as needed) to plan the project including reviewing resources, considering and defining subcontract issues and other planning activities at the strategic as well as tactical level;
•Develop research budgets within the parameters of the RFA. Collaborate with Clinical Research Manager to develop budgets for clinical trials. Work with Clinical Trial Office, oversee the budgeting process and ensure clinical trial billing grids are accurate.
•Create Proposal applications; will be primarily responsible for determining the type of proposal setting the proposal timeline, preparing the budget and starting sub-contractor and other processes in motion.
•Work with the PI to develop and submit proposals for research and training grants for federal, state, local, foundation, corporate funding agencies, federal flow-through, non-federal, sub-contract, self-sustaining, gift;
•Develop budgets, budget justifications, and process pre-award paperwork for proposal submission for faculty in the Department of Radiation Oncology; check for compliance with human subjects, animal use and conflict of interests;
•Advise faculty on IRB & IACUC requirements, review human subjects/animal subjects application; ensure compliance with University regulations governing the submission of proposal;
•Negotiate with sponsors to establish terms and conditions of grant and contract and clinical trials awards; analyze and monitor renewal and amendments for account authorizations;
•Work with Clinical Trials Research Manager and Coordinator and Clinical Trials Coordinators to develop budgets for radiation oncology clinical trials being proposed and monitor use of funds and billing requirements.
•Provide technical advice, interpret sponsors rules and regulations, and explain UW research policies and procedures to faculty, staff and interested parties administration;
•Research new funding sources and opportunities for external funding for innovative projects; assist project managers in the preparation of required reports to funding agencies;
•Serve as the liaison between the on-and-off-campus researchers and the Radiation Oncology department and its affiliated sites;
•Oversee the preparation of appropriate forms for contracts and agreements (including DUAs, NDAs);
•Serve as an advisor to faculty and staff on allowable costs on budgets from multiple sources; interpret existing budget policies for staff and other administrative personnel;
•Serve as department representative on institutional committees, as assigned;
•Consult with representatives from other agencies regarding budget and fiscal matters; develop, revise, modify, and maintain record-keeping system and spreadsheets unique to each laboratory’s needs;
•Provide support to a number of faculty researchers by managing numerous budgets from different funding sources (e.g., Department of Defense; Department of Energy, NIH, NSF, foundations, industries) from budget submission to pre-and-post award status, this involves multiple and diverse funding at various site locations that have different financial needs and resources;
•Oversee and manage the proposal submission, ensuring all documents are appropriately prepared and ready for submission, finalizing budgets, calculating Faculty Effort for the project and cost share.
•Oversee operations and all other funding requests; prepare, process and oversee financial matters (budget and billing) on clinical trial studies.
Research Project Financial Management: 25%
•Principle individual to receive and initiate post-award information, work with OSP and GCA to ensure awards are processed and budgets are established on a timely basis
•Approve purchases on the budgets; manage acquisition of any/all equipment for projects; purchasing, insurance and reporting
•Prepare meaningful financial reports and budget projection reports; review with PIs on a monthly basis, providing explanation and expertise;
•Interact with sponsor on specific grant-related issues;
•Independently resolve problems related to grant and contract transactions; guide, advise and assist principal investigators and other personnel regarding UW budgetary policies and procedures.
•Formulate and process paperwork for corrective action when problems arise, this includes, but not limited to completing and processing additional paperwork by funding agencies;
•Manage and ensure that PIs are meeting deadlines for sponsor’s required reporting (DOE quarterly reports, interim/annual progress reports, etc.)
Research fiscal and administrative compliance: 20%
•Ensure funds are spent according to project purpose and are in compliance with the myriad of sponsor and university regulations;
•Ensure that grant activity is on time/on budget; reviewing and working with PI and researchers to ensure this happens;
•Manage cost sharing requirements/reporting; faculty effort certification process and compliance;
•Manage and monitor subcontract activities; ensure subcontractors meeting deliverables and invoices are accurate and submitted on a timely basis for processing
•Design electronic spreadsheets to provide complex calculations and for tracking purpose of important billing/invoicing/reporting deadlines
•Expert understanding and oversight of compliance with grant and contracting and sponsor regulations;
•Plan and ensure appropriate renewal and/or ending of projects/grants;
•Manage Postdoc IDPs (Individual Development Plans); ensure PIs and Postdocs complete in a timely basis per guidelines from sponsor and School of Medicine
•Contact funding agencies for approval on deviation of authorized expenditures or carry-forward funds
•Answer authoritatively inquiries from internal and external sources regarding grants and contracting activity;
•Manage SIMS entries (space inventory)
•Manage department research dashboard (monthly/quarterly proposals and awards reports)
Recharge Center Support: 10%
•Develop, recommend, and establish charge schedules for cost centers and self-sustaining accounts; calculate depreciation and amortization of equipment;
•Oversee the process and work closely with central offices (including the Dean’s office) to establish DUAs and NDAs
•Oversee billing (invoices & payments tracking) for the Cyclotron
•Assist Cyclotron Director with recharge center month/quarterly/annual reporting
Staff Supervision & Administrative Support: 10%
• Supervise fiscal specialist(s) and student helpers
• Attend to a variety of administrative details such as keeping informed of departmental/division activities, transmitting information, developing, implementing and interpreting policies and procedures and monitoring day-to-day operations
• Assist Director and Assistant Director with reports and other tasks as assigned
4-5 years of finance experience
Must be interpersonally adept; must be able to work with academic medical faculty
Must be detail oriented and possess an error-free philosophy
Demonstrated ability to communicate well with faculty and senior management as well as peers and subordinates within and outside the Department
Must be a rapid and highly organized worker, one who can respond to deadlines in a positive way
Excellent written and verbal communication skills
A can-do attitude
Equivalent education/experience will substitute for all minimum qualifications except when there are legal requirements, such as a license/certification/registration.
Sponsored project administrative experience
Knowledge of federal, industry, and non-industry granting agency's regulations and UW research policies
Hospital accounting experience desirable
Broad understanding of NIH, DOE, and other granting agency rules and regulations
Experience with UW financial and sponsored project systems and workflows
Familiarity with UW systems (MyFD, Ariba, SAGE, Workday)
Experience with clinical trials: industry, cooperative group, and multi-institutional
Demonstrated success in grant acquisition from federal, state, local, foundation and corporate source
Conditions of Employment:
Occasional evening and weekend work is required; work hours may exceed 40 hours per week and are deadline dependent
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.
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 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.