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The Department of Psychiatry and Behavioral Sciences (PBSCI) within the UW School of Medicine is the third largest clinical department with 285 full-time faculty members, 280 clinical faculty members, and over 300 staff. Department faculty provide clinical services in 5 hospitals, 14 primary care locations, and several outpatient sites in addition to telepsychiatry consultations to more than 150 clinics in Washington and beyond. As the only academic psychiatry department serving the five state WWAMI region (Washington, Wyoming, Alaska, Montana, Idaho), the Department’s highly competitive residency training program is largely responsible for developing the mental health workforce in the Pacific Northwest. The Department’s robust research portfolio totals $35 million in grants and contracts per year for projects ranging from clinical neurosciences to treatment development to health policy and population health. The Department is recognized as an international leader in developing, testing, and implementing Collaborative Care, an integrated care model increasingly seen as a solution for population-based mental health care. Other areas of excellence include Addictions, Autism, High Risk Youth, Neurosciences, and Trauma, and the Department is developing innovative new programs in Technology and Mental Health, Global Mental Health, Maternal and Child Mental Health, and Targeted Intervention Development.
The Department of Psychiatry and Behavioral Sciences is recruiting for a full time Grants and Contracts Manager.
Strategic oversight and administration of grant and contract portfolio of up to $10 million for the Department of Psychiatry and Behavioral Sciences
The position is responsible for managing complex compliance and policies unique to the School of Medicine and to each specific funding sponsor. With a portfolio of 10+ faculty members, this position serves valuable roles including faculty effort certification, liaison with the UW office of sponsored projects and the primary interface to outside funders.
The Department of Psychiatry and Behavioral Sciences at the University of Washington is the only academic psychiatry department serving the WWAMI region of Washington, Wyoming, Alaska, Montana and Idaho. As researchers, we translate innovative ideas into solutions, making sure our treatment discoveries turn into effective treatments in the real world. The Department maintains a portfolio of over $40 million dollars in grants and contracts, annually, and has over 100 faculty involved in the Department’s research mission. This position affects opportunities and risk related to faculty members' and trainees’ research portfolios and their opportunity for promotion, the research reputation of the Department, the revenue of the Department, and relationships with partner organizations. The Grants and Contracts Manager will be responsible for administering incoming and outgoing subawards and contracts with these diverse organizations and their performance will affect valuable funder and collaborator relationships.
Under the supervision of the Associate Director for Research Operations, the grant and contract manager exercises independent judgement and has delegated decision making authority regarding the management of sponsored grants and/or contract budgets. The position will be responsible for providing pre- and post-award administration and reporting for more than 10 faculty members within the Department who are located across multiple on-campus and off-campus sites.
The position will design, develop, evaluate and interpret financial information systems and budget/fiscal policies and procedures for management and operations staff. They will perform complex technical fiscal analysis and financial reporting including planning, projecting, interpreting and review of a fiscal operation to achieve the strategic goals of the organization. They will act in an advisory capacity for senior management, including the Associate Director for Research, Assistant Director for Research and Principal Investigators, in support of the strategic goals of the department; perform complex post-award research administration technical fiscal analyses and financial reporting including planning, interpreting, reviewing and making recommendations regarding budget/fiscal operations. The position has signature approval authority for costing allocations, purchasing, budget allocation, and other financial transactions. The position will work with PIs to project manage grant submissions and will liaison on their behalf with the Office of Sponsored Programs.
65% Sponsored Projects Management – Post Award Administration (Compliance, Budgeting, Analysis, Reporting and Reconciliation) Responsible for major compliance and budget functions such as set-up, reconciliation, projections/forecasting and budget close-out. Track and update faculty effort and staff costing allocations. Independently establish procedures and methods for developing and monitoring budgets and fiscal functions, and for collecting, analyzing, interpreting and disseminating budget information for grants, contracts, state funds, gift funds and/or program funds. Responsible for major budget functions such as allocation control. Responsible for establishing and maintaining comprehensive fiscal record keeping systems; and recommending or implementing changes to fiscal information systems which have department-wide impact. The Department currently has three T32 training grants. This position will manage the coordination of T32 training grants, tracking appointments and terminations, assisting PI’s with progress reports and being the primary contact for T32 renewal table requests. This is an opportunity to organize and develop processes to streamline the management of our training grants. This position will meet independently with faculty members and make recommendations based on trends. They will monitor budgets for compliance with regards to sponsor requirements. Serve as primary liaison with OSP, GCA and other central University of Washington entities to ensure all reporting and documentation deadlines are met. They will also liaison with external partners to ensure continuity of sponsored projects and contracts.
TYPICAL WORK • Managing > $10M in annual post-award budgets • Management of grant and contract budgets from set-up to close-out. • Based on faculty preferences, schedule and meet regularly to review and discuss reports • Provide budget projections and forecast trends tailored to the needs of the PI and research staff and address financial concerns. • 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 a liaison between the PI and other departments to identify concerns and resolve issues in a proactive manner • Maintain an overall view of a research group’s portfolio to identify shortfalls in advance, and provide advice on how to achieve planned objectives while staying within planned budget. • Consult with funding agencies regarding budget/fiscal matters and to resolve problems and/or obtain approval for deviation from authorized procedures or expenditures; advise and assist unit staff regarding budgetary policies and procedures • Serves as fiscal authority or delegated authority per PI request • Monitor and manage various fiscal functions related to budgets including set-up and monitoring of costing allocations, tracking deliverables, and creating invoices • Track faculty effort and salary cap cost share related to specific sponsor limitations. • Reconcile budgets in MyFD and insure PI reviews/approves within 45 day compliance deadline. • Work proactively with Faculty and designated staff to ensure timelines for budget transfers are known and completed in time for monthly reconciliation and reporting efforts. • Provide assistance to PI and project/lab manager with RPPR and/or other sponsor progress and financial reporting, OSP concurrence letters, effort reduction communications, carry forward requests, food approval, no-cost extensions (NCE), etc. • Monitor expiring budgets and payroll distributions • Independently resolve problems related to financial transactions. • Perform related duties as required.
20% Grant & Contract Administration – Pre Award Administration Prepare and administer proposal submissions outside of the Administrative Business Center’s purview. Prepare complex budgets and other administrative sections of proposals for grants and contracts based on knowledge of sponsor requirements and program objectives, if not going through ABC. Advise faculty PIs on compliance with sponsor requirements, particularly for specialized program announcements and non-federal sponsors. Use independent judgement and decision making to complete work on time and within compliance policies.
TYPICAL WORK • Provide pre-award support for grants that do not go through ABC • Provide guidance on developing budgets and budget justifications for grants • Pull together related business documents for grant submissions • Develop budgets for goods and services agreements, clinical contracts • Maintain project continuity by obtaining advance budgets or budget extensions, as allowable. Work to resolve problems and assist faculty to obtain approvals. • Perform related duties as required.
10% Financial support for Operating, planning/ pre-award and strategic support Work directly with PIs, SOM and AG Office in support of clinical or goods and services contract. Supports budgeting, scope of work and planning. Serves as resources to department HR when hiring staff and faculty on good and services budgets for new positions. Performs ad-hoc financial analysis and pro-formas at request of PI or department leadership. Partners with center/ division leadership to support budgeting and spending plan for operating funds
5% Other Duties as Assigned
•A Bachelor's degree in Business Administration, Accounting, or related field; Three years of related budget/fiscal experience to include administration of departmental financial processes and systems, or equivalent combination of education/experience. Relevant on-line application experience required. •Familiarity with UW financial and HR systems including SAGE, MyFD, ARIBA, GrantTracker, and Workday •Excellent office computer skills to include MS Word, Excel, and willingness to learn other applications/programs as necessary
•Flexible in the face of changing priorities. •Excellent written and oral communication skills. •Proven accuracy and attention to detail. •Self-motivated and able to work independently, as well as collaboratively •Knowledge of UW policies, regulations, and institutional/state accounting and/or budget procedures •Pre-Award knowledge and experience •In depth knowledge of compliance requirements for a variety of funding sources including grants and contracts
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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