Associate Administrator - Grants & Finance, Department of Medicine, Division of Allergy & Infectious Diseases

This position reports to the Administrator for the Division of Allergy and ID and works closely with leadership, faculty, and staff leadership in the Division, Department of Medicine, School of Medicine, UW Campus, UW Medicine and its affiliate, to build and maintain efficient and effective research processes that are vital to our mission.

Responsibilities

• Division Financial Management (50%)
  • Monitor Division financial account balances, anticipating and detecting problems, keeping principal investigators and the Division Administrator informed of those problems, proposing solutions, and independently initiating corrective actions and measures.
  • Monitor Division budget and financial forecasting, including knowledge of purchasing/acquisition policies, tracking expenditures, and monitoring financial performance to ensure consistency with the approved award budget.
  • Plan, organize, direct, monitor, and coordinate the financial resources for the Division, including financial planning, budgeting, and accounting functions; establish and maintain account management procedures.
  • Audit and approve expenditures, variances, extensions, re-budgeting, advance account requests, payroll, and personnel changes for accuracy and compliance with institutional policies and procedures. Prepare and maintain administrative and business reports and records.
  • Administer a system for generating monthly budget reports that meet requirements of funding agencies, institutions, and investigators for planning, budgeting, auditing, and oversight purposes. Administer the process for the allocation/funding of faculty salaries.
  • Train and orient program staff on financial systems, applicable policies, and laws. Coordinate with Program Managers to ensure compliance with UW fiscal policies and procedures and advise them in analyzing and strategizing Program financial needs.
  • Perform other post-award activities including financial reporting, payroll distribution and certification, cost sharing, and matching requirements. Ensure compliance with agency expenditure policies and procedures, award terms and conditions. Support and develop a customized budget projection and reporting system.
  • Oversee faculty effort certification reporting, ensuring reports are compiled accurately and signed in a timely manner, with revisions accounted for efficiently.
  • Assist with the preparation and review of division faculty salary and FTE tracking on an annual basis, ensuring faculty effort is accounted for and projected accurately.
  • Review and approve payroll, the Central Travel Account, purchasing, and travel reimbursement requests.
  • Possess comprehensive knowledge of University of Washington, UWMC, and state policies and procedures relating to budgeting and financial management.
  • Interpret and integrate federal, state, institutional, and industry laws and policies as they apply to Division administrative and research operations in the design and implementation of Division policies and procedures to ensure fiscal compliance in personnel/payroll, purchasing, and budget management and oversight.
  • Develop policies and procedures related to the administration of financial management functions across all components of this large research division to manage systems that will safeguard compliance with all institution, local, state, and federal regulations regarding grant and contract financial management and reporting.
• Strategic Planning (20%)
  • Provide senior leadership including vision, mission, and strategic initiatives, and develop appropriate goals and objectives to advance the programs within the Division.
  • Provide leadership and mentorship to Division and program managers.
  • Establish strong working relationships with faculty, staff, Division Heads, and Program Directors.
  • Lead an environment of innovation and change for the Division as a whole.
  • Participate in Division strategic planning, including committee participation.
  • Work with Division programs to assess and implement long-range financial needs, opportunities, and weaknesses to align with the overall mission of the Division.
  • Have a leadership role in the DOM representing the Division, finances, change management, and strategic goals.
• Division Administration (15%)
  • In conjunction with the Division Head and Division Administrator, identify the needs of the Division and propose solutions. Areas of need include space, staff, faculty and research growth, funding for non- or indirect research-related activities, etc.
  • In the absence of the Division Administrator, act as the primary contact for UW offices and Division staff and faculty.
  • Create and present innovative and flexible approaches to business practices as they relate to the management of rapid change in the Division.
  • Navigate institutional policies and procedures, including but not limited to Finance, HR, funds flow, and methods of agreement.
• Staff Supervision, Training, and Mentoring (15%)
  • Interview final candidates for all pre/post-award and fiscal roles, evaluating qualifications, ability to learn, and overall suitability for financial positions in the Division.
  • Provide oversight and input into fiscal leaders who are training, mentoring, and growing junior fiscal staff.
  • Provide training, mentoring, and guidance for all financial operations.
  • Direct supervision of 10 FTEs.
  • Serve as Division liaison with various UW central offices including SOM, DOM, OSP, GCA, MAA, etc.

Requirements

• Minimum Qualifications
  • Bachelor’s degree in a related field and five years of relevant experience. Equivalent education and/or experience may substitute for minimum qualifications except when there are legal requirements, such as a license, certification, and/or registration.
• Additional Qualifications
  • Bachelor’s degree in finance, Project Management, or related field and 5 years of program and fiscal administration experience or equivalent combination of education and experience.
  • Knowledge of academic clinical trial healthcare business operations.
  • Ability to facilitate workflow and promote a collaborative work environment.
  • Excellent communication skills.
  • Demonstrated expertise with Microsoft Office suite, particularly Excel, Outlook, Word, and PowerPoint. Excel expertise should be at the intermediate level, including the ability to create moderately complex formulas, create and maintain multi-worksheet spreadsheets, and efficiently design and create logical and accurate spreadsheets to present information for review by directors and principal investigators.
  • High degree of professionalism.

Preferred Qualifications

• Demonstrated experience managing federal grants and contracts, including proficiency with federal grant systems such as eRA Commons and ASSIST.
• Knowledge of University of Washington and sponsor policies, procedures, financial regulations, and compliance requirements, particularly those related to extramural award processing and management.
• Proficiency with UW and UW Physicians systems and reporting tools, including Workday, EDW, and Financial Cubes.
• Experience in financial analysis and operational, financial, HR, or program management, preferably within higher education or an academic medical center.
• Customer- and results-oriented, with strong attention to detail, flexibility, and the ability to manage multiple priorities and perform effectively under pressure.

About the Division

The Division of Allergy and Infectious Diseases is one of the largest divisions within the Department of Medicine, with approximately 175 faculty, 200 staff and trainees, and approximately $50 million in financial activity across more than 250 active budgets. The Division supports a large and complex portfolio of research, clinical, and administrative activities and works closely with partners across the Department of Medicine, School of Medicine, UW Medicine, UW central offices, and affiliated organizations. The Associate Administrator works closely with Division leadership, faculty, staff, and program managers and serves as a key resource for financial operations, grants and contracts, compliance, strategic planning, and administrative management. The role also partners with a number of UW central offices, including the School of Medicine, Department of Medicine, Office of Sponsored Programs, Grant and Contract Accounting, and Management Accounting and Analysis.

Pay

Pay Range Minimum: $96,156.00 annual
Pay Range Maximum: $144,228.00 annual

Benefits

For information about benefits for this position, visit UW Staff Benefits.

Schedule

First Shift (United States of America)
Full-Time (100% FTE)