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The Department of Biomedical Informatics and Medical Education has an outstanding opportunity for a Grants and Contracts Program Specialist.
The Grants and Contracts Program Specialist will manage multiple grants, act as the technical expert on grant and contract administration, and will provide consultation to the Department Chair, Division Heads, Administrator, faculty and staff within the department. The position will also manage the Biomedical and Health Informatics Division’s National Library of Medicine (NLM) Training Grant program operations, and the department’s grants, contracts, state, gift and endowment budgets. The Grants and Contracts Program Specialist will have administrative management responsibilities requiring participation in strategic and financial planning and provision of program-level project management support. Responsibilities involve interpreting grant requirements; interacting with granting agencies; advising principal investigators of requirements, writing the operational portions of grant and contract applications and grant progress/status reports; manage pre- and post-award grants and contracts operations to include developing grant and contract budgets. The Grants and Contracts Program Specialist will ensure that fiscal compliance with UW, state and federal regulations is successfully performed and executed.
Grant/Contract Administration & Financial Management: • Prepare first-draft grant and contract proposal budgets from general guidelines provided by the department faculty and other staff members. Interface with the University Office of Sponsored Programs (OSP), Grants and Contracts Accounting (GCA), ABC Shared Services, and national funding agencies (NIH, NSF, NLM and various private foundations). • Apply principles of financial management and cost-accounting standards to perform such functions as analysis, forecasting, and reporting. Provide financial forecasting to Principal Investigators (PIs)to facilitate efficient management of grants and contracts resources including meeting with PIs monthly or at least quarterly to review forecasts. • Prepare or coordinate preparation of supporting materials and other proposal-related documentation. • Prepare or coordinate preparation of grant progress reports and status updates, which include compiling and assembling information from a variety of sources and institutions in accordance with funding agency requirements. • Prepare or coordinate preparation of and submit Progress Reports and Final Status Reports for grants and contracts. • Interpret and apply UW and funding agency policies concerning grant proposal preparation and post award management. • Administer activities of the National Library of Medicine training grant within University and NLM guidelines including the preparation and submission of progress reports, competing renewals, mid-year and final financial reports, statement of appointments, termination notices, other. Work with PI to ensure research and training goals are implemented and carried out with trainees. • Plan, organize, monitor, and coordinate the grant budgets for the department, with delegated authority to approve expenditures.
Track and enter salary costing allocations in Workday: • Assist Administrator to analyze financial data related to grants and contracts and make recommendations regarding salary allocations for faculty, staff and students who are paid from grants and contracts. • Enter costing allocations into Workday meeting routine payroll and fiscal deadlines.
Administrative Responsibilities: • Prepare periodic reports as requested by the Administrator and the Chair. • Serve as liaison between the Administrator, Chair, Division Heads, faculty and other staff members, regarding grant and contract proposals and status information. • Serve as the Compliance Officer for the department regarding UW, federal and state policies and regulations, review and approve entries in ARIBA for purchasing and various reimbursements as the department’s Compliance Approver. • Maintain all records related to Grants and Contracts following federal, state and UW policies as well as record retention policies. • Serve as an alternate eGC1 reviewer and approver for proposals routed through the department. • Prepare financial spreadsheets, forecasts, and reports for use by the Division Heads, faculty and Administrator, using Microsoft Excel, Word, PowerPoint, and other pertinent software. • Serve as the liaison for faculty who wish to initiate the hiring process for Academic Student Employees who will be paid by grant and contract funding. • Coordinate appointments for National Library of Medicine trainees. • Other special projects and related duties as required.
MINIMUM REQUIREMENTS •Bachelor’s degree in business administration, accounting, public administration or related field, or equivalent combination of related work experience and education. •At least 3 years of experience including: frequent interaction with the funding agencies and central operations units; fiscal responsibilities, planning and management; frequent interfacing with the Chair, Administrator/director and/or head of the Division.
Additional Requirements: •Experience in grant proposal budget development, proposal processing and preparation and management of awarded funds. •Demonstrated administrative and organizational skills with a high degree of accuracy and attention to detail. •Excellent written and verbal communication and editing skills with very high attention to detail. •Ability to exercise independent judgment and decision-making skills. •Experienced project manager. •Outstanding personal initiative, independent and team problem solving, flexibility, strong communication and computer skills, and strong commitment to customer service. •Ability to multi-task, prioritize work and manage heavy workload with frequent interruptions. •Work well in a deadline driven environment. •Ability to work with issues of a confidential nature, using discretion and tact to handle sensitive situations. •Skillful in Word, Excel, and Outlook with an emphasis on Excel. •Ability to prioritize and delegate tasks; to work well in a team setting. •Key computing skills include merging and sorting, integrating text with graphics, managing spreadsheet and database files, form design, upload and download of network/internet files. •Sound knowledge of State, and Federal fiscal compliance policies.
Equivalent education and/or experience may substitute for minimum requirements.
DESIRED REQUIREMENTS •Sound knowledge of UW operations systems: SAGE, MyFinancial.Desktop, BGT, ARIBA, Workday, etc. •Prior experience within a complex educational training environment. •Prior experience managing a T15 or T32 Training Grant.
CONDITIONS OF EMPLOYMENT 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.
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