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UW’s Division of Nephrology and Kidney Research Institute (KRI) are hiring a Temporary/Part-Time (0.8 FTE (80%), 6-Months, with possibility of extension.) Program Operations Specialist.). This position provides a broad scope of administrative, fiscal, budgetary, and compliance responsibilities to support basic science, clinical, and translational research programs in the Division of Nephrology and KRI.
The Division of Nephrology is one of 14 subspecialty Divisions in the Department of Medicine. The mission of the division is to improve patient outcomes through focused, cutting edge research and personalized clinical care. This position requires skills, knowledge, and experience in financial administration and compliance. The Division of Nephrology is affiliated with the University of Washington Medical Center, Harborview Medical Center, Seattle Children’s Hospital, VA Puget Sound Health Care System, and Northwest Kidney Centers. Nephrology faculty conduct basic, clinical, and translational research, provide patient care, and participate in the medical and research training of medical students, residents, and fellows. Furthermore, the Division of Nephrology has a clinical and research enterprise consisting of patient care revenue, sponsored research funds, endowments and gifts, state funds, and affiliated hospital funding. The annual operating budget for these combined revenue streams is approximately $23 million. This position prepares grant and contract applications, processes supplier registration and tracking for sponsored research awards, manages annual/recurring contracts to support Nephrology and KRI operations, and performs other budget and fiscal tasks under the general oversight of the Grants Manager and Division Administrator.
This position requires excellent operational analysis skills, written and oral communication skills, and the ability to handle sensitive and confidential management. Strong project management skills are critical in a dynamic and high-volume environment. This position must build and maintain a collaborative relationship with principal investigators, division staff, federal and industry sponsors, foundations, and other internal and external stakeholders. The position will need to apply knowledge of divisional, institutional, state, and federal policies and regulations.
The Division of Nephrology has robust research and clinical programs with multiple internal and external collaborating partners such as the VA, Northwest Kidney Centers, National Kidney Foundation, American Heart Association, American Society of Nephrology, and most significantly, the National Institutes of Health. This position requires abstracting and interpreting a wide variety of data in multiple formats. Errors and omissions made in this position may result in a loss of funding to the Division and could impact our mission to provide education, research, and patient care. This position is vital to ensuring that funds are managed with a high degree of accuracy and integrity.
DUTIES & RESPONSIBILITIES: 30% Finance and procurement for Division and KRI:
•Develops and maintains business operational policies, procedures, and tracking systems for KRI operations and KRI-related research programs. •Supplier registration and tracking for KRI operations and KRI-related research programs. •Prepare and process honorariums for KRI operations and KRI-related research programs. •Supports KRI operations, includes contract development, annual renewal, creating/managing blanket purchase orders, and invoice payments. Examples include but are not limited to KRI marketing, newsletter, media, etc. •In coordination with the grants team, manage purchases through Procard, eProcurement/Ariba; manage travel and reimbursements; assess and determine best mechanisms to acquire products and services to meet overall operations and research needs. •Manage fiscal and compliance aspects participant remuneration for participation in research studies. Coordinate with KRI research coordinator leadership to create internal processes, SOPs, and tracking mechanisms for payments to participants via US Bank Cash Card, gift card, or e-gift card. •Responsible for managing program assets, including but not limited to: procurement, transfers, surplus/disposal, and annual inventory. •Works with the Equipment Inventory Office (EIO) to ensure compliance with UW equipment purchasing and inventory management requirements.
30% Research Administration Pre-Award:
•Provide overall management of a dedicated grant portfolio for a group of investigators. •Lead and coordinate grant proposals with internal and external research stakeholders; assemble proposal packages and route for institutional review in accordance with UW and sponsor guidelines. •Provide pre-award expertise in planning new prime and subaward applications, including budget development.
30% Research Administration Post-Award:
•Provide overall management of a dedicated grant portfolio for a group of investigators. •Prepare progress reports and Just-in-Time (JIT) requests according to sponsor guidelines. •Support payroll operations by ensuring costing allocations in internal tracking sheets and Workday are correctly forecasted in grant and contract budget reports •Analyze and forecast budgets and expenditures for research projects. •Prepare a variety of standard or custom financial reports; present and review with PI and grants manager. •Ensure appropriate supporting documentation for post-award files and maintain audit-readiness. •Obtain advance budget numbers and process no-cost extensions. •Collaborate with the grant manager to oversee the twice-annual Faculty Effort Certification (FEC) process.
•Assist the fellowship program manager with fellow and trainee appointments as needed, particularly during June and July annually •Other duties and assignments as requested to support ongoing administrative and financial operations.
Bachelor’s Degree in Arts or Sciences (general) with 2 years' experience in general administration or finance, research operations, and/or grant and contract management
Demonstrated ability to prioritize competing demands to successfully meet deadlines and project milestones Customer service orientation, initiative, and responsiveness Collaborative and team-oriented but able to work independently
Coursework in business administration, finance, marketing, or related field Intermediate skills with Microsoft Office products, particularly Excel Familiarity with UW systems and software programs Additional education or certificates related to general administration, finance, or research administration
Office environment, sitting and computer use for long periods each day. This position will require a minimum of in-person work 2-3 days per week in accordance UW and Department of Medicine telework policies and as needed to meet Divisional needs. The position will be primarily located at the KRI offices on the Harborview campus, but may also require intermittent in-person travel to the UW-Montlake campus and UW Medicine South Lake Union campus for meetings.
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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