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The University of Washington, Department of Laboratory Medicine and Pathology (LMP) is a broad and dynamic department that strives for a consistent level of high achievement in all of its activities. The Department offers full diagnostic services in all areas of Pathology, is a top ranked research organization as measured by research awards from the National Institutes of Health, and offers an array of specialized educational training programs.
UW Medicine LMP brings together state-of-the-art technology and highly trained, world renowned personnel to provide comprehensive diagnostic and personalized service to physicians, community hospitals, independent laboratories, and other health care organizations. Our operations are based at the University of Washington Medical Center, Harborview Medical Center, South Lake Union, Northwest Hospital and the Seattle Cancer Care Alliance. Pathology faculty members also serve at Seattle Children's Hospital, the Veteran’s Administration Puget Sound Healthcare System, and the Fred Hutchinson Cancer Research Center. These collaborative efforts have generated innovative, translational studies in the basic mechanisms of disease as they apply to diagnostic pathology.
The Department of Laboratory Medicine and Pathology has an outstanding opportunity for a 1.0 FTE Manager of Program Operations. The Manager of Program Operations will function as the financial and administrative point person for the School of Medicine side of the department’s sponsored funding. They will be responsible for maintaining the financial well-being of the department’s sponsored research by providing financial projections, expert grants management, and directing staff, through leadership of all aspects of fiscal activities pertaining to research.
Under the delegated authority of the department Director, this position oversees the direction of the research administration of for all research activities. The scope of the position includes administration of pre- and post- grant awards, including grant and contract budget preparation, reconciliation of accounts receivable, general ledger implementation and transaction level approval activities for over $35M in extra-mural funding. The position has direct reports who work with the faculty and program managers to maintain budgetary control of the Department’s research activities (including research planning, budgeting and forecasting). The position leads the Department in negotiations with affiliate institutions and must demonstrate effective project management analysis and sound business judgment.
RESPONSIBILITIES: The Manager of Program Operations is independently responsible of all aspects of research administration including the following key areas:
Research Administration Oversight: •Administer the policies and regulations guiding the Department’s financial goals as they relate to the research missions. In addition, this position will work with the Associate Director of Finance and The Associate Director of Research on the development of department-based policies and procedures that shape the financial operation of the Department in alignment with university policies for sponsored research funding. •Manage the design and implementation of an organizational structure and workflow for the research administration program to meet the high demands on the system. •Serves as an expert resource for the department research program by working with investigators and staff for ensuring grant and contract processes are compliant with funding agency and university’s policies and procedures. •Report to Associate Director of Finance and the Associate Director of Research describing the state of the department research funding. Recommend and implement corrective budget actions if necessary. •Review and approve egc1s on behalf of department and ensure proposals adhere to sponsor and university policy. •Report to Director, Department Chair, and other SOM executives on a regular basis, describing the state of the department research funding. Recommend and implement corrective budget actions if necessary. •Lead process improvement projects in order to improve research administration policies and procedures. •Lead and facilitate audits as necessary. •Mentor and advise new investigators in research funding process.
Personnel Management, Development & Training: •Oversee the day-to-day grant and contract administration process through coordination with the grants managers and various research administration staff. •Supervise both directly and indirectly all fiscal staff within research program. This may include grant managers, fiscal specialists, and/or student assistants. Direct recruitment and selection of candidates, leadership and workforce planning, performance management, employee relations, and adhere to all applicable laws and contracts governing human resources. •Manage staff interactions with researchers regarding the necessary administrative support systems and fiduciary oversight needed to assure the stability and success of their research programs.
Pre-Award Management: •Develop basic and complex budgets for Federal, non-Federal grants and contracts, for new and continuing grant and contract applications, involving multiple departments and multiple institutions in coordination with the PI and department budget managers. •Calculate all project salaries, equipment, personnel FTE’s, indirect costs, and special or exceptional costs. •Prepare proposed budgets and expenses justifications in accordance with rules of both the University and the granting agency. •Make sure all necessary paperwork for the submission is completed and submitted on time. This requires excellent communication and intensive interaction with the PI’s, other departments, outside institutions and the university and granting agencies to stay within the guidelines set by the University and outside agencies.
Post-Award Management/Fiscal: •Independently manage multiple sponsored projects assuring that all transactions are allowable, allocable and reasonable. •Review and approve daily financial transactions related to assigned research projects. •Prepare monthly budget reports utilizing multiple financial and record keeping systems to perform analyses of sponsored projects, forecast future needs/expenditures, and communicate status and progress to principal investigators. •Manage advance budget number process and no-cost extensions. •Responsible for the management of complex faculty salary distributions, NIH cap cost sharing, and Workday distribution changes for assigned faculty, staff, and graduate students. •Review Faculty Effort Certification Reports for faculty members every six months. Track faculty cost sharing to assuring cost sharing obligations made in proposals are recorded properly. •Backup support for Pathology colleagues when needed.
REQUIREMENTS: •Master’s Degree in Business, Policy or related field, or an equivalent combination of education and work experience. •5+ years of progressively responsible experience within a research focused private industry or academic research setting. •In depth knowledge of pre and post award compliance including circular A21, A110 and NIH salary cap. •Experience managing teams including directing work, mentoring growth and managing performance. •Candidates must have strong leadership, management, financial analysis and oral/written communication, team building, systems expertise, organization assessment, decision-making and interpersonal skills and staff development skills. •Candidate must demonstrate a high degree of initiative, financial analysis, and human resource management, and a functional working knowledge of academic institutions.
Equivalent education/experience will substitute for all minimum qualifications except when there are legal requirements, such as a license/certification/registration.
DESIRED EXPERIENCE •Experience with UW online systems (eProcurement/eTravel/eReimbursement, SAGE, Workday & MyFinancial Desktop) •Experience managing NIH T32 awards. •2 years supervisory experience
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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