PROGRAM OPERATIONS SPECIALIST
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As a UW employee, you have a unique opportunity to change lives on our campuses, in our state and around the world. UW employees offer their boundless energy, creative problem solving skills and dedication to build stronger minds and a healthier world.
UW faculty and staff also enjoy outstanding benefits, professional growth opportunities and unique resources in an environment noted for diversity, intellectual excitement, artistic pursuits and natural beauty. All of which has allowed the UW to be nationally recognized as a ?Great College to Work For? for five consecutive years.
The UW Department of Radiology is internationally recognized as dynamic, progressive, with high impact on the present and future of the field of Diagnostic Imaging. As a ³Top Ten² Radiology Department in a US News and World Report ³Top Ten Hospital², the academic Radiology enterprise complements the clinical, teaching and research activities of one of the nation's leading Medical Schools. The broad strength of the University of Washington is reflected in its recurring rank among the top two recipients of federal research grants.
The Department of Radiology currently has an outstanding opportunity for a Program Operations Specialist. This position contributes to the growth and success of the Department of Radiology by executing the mission and vision.
Under the general supervision of the Radiology Grants Manager, this individual will be responsible for all aspects of proposal development for grants and contracts submitted to diverse funders. This person will be responsible for providing expertise in both pre-award policies and practices as defined by sponsors, federal, state, and the University, while managing Radiology?s grant and contract program from proposal development through submission to funding by the sponsors. Proposal development responsibilities include working directly with principal investigators, department contacts, and other staff; developing budgets and preparing administrative portions of proposals; recommending and implementing departmental policies and practices to ensure compliance with sponsor and University requirements.
Pre-award responsibilities include:
Developing and administering proposal timelines. Creating budgets Preparing administrative portions of proposals, writing select technical components of proposals including budget justifications, facilities and resource descriptions, biographical sketches, and other support documents assisting with literature reviews and development of citations insuring compliance with sponsor, department, school, and University requirements quality control of applications, building and maintaining strong partnership with department faculty and staff.
Post-award responsibilities include:
- Preparing and submitting progress reports according to sponsor requirements providing technical advice and interpretation of regulations to faculty and staff, preparing and submitting just-in time materials.
- This position is responsible for quality control of all materials before they leave the office.
Essential Duties & Responsibilities:
Grant & Contract Administration and Compliance Management:
- This position serves as the expert on grants and contracts administration with substantial responsibility for managing the unit?s grants and contracts program (pre and post award).
- Advise principal investigators (primarily faculty) on sponsor requirements particularly for specialized program announcements and non-federal sponsors.
- Prepare complex budgets and other administrative sections of proposals for grants and contracts based on knowledge of sponsor requirements and program objectives.
- Conduct literature reviews, synthesize information gathered, and manage citations.
- Manage compliance of grants and contracts program and provide technical advice and interpretation of government, foundation, and other sponsor regulations and University policies and procedures to principal investigators, program managers, researchers, and support staff.
- Act as the grant and contract compliance officer for the department in compliance with the University, federal, and state policies and regulations.
- Review proposals for potential IRB, IACUC, and SFI issues and work with the principal investigators for action.
- Provide faculty with clear and customer-oriented descriptions of departmental, school, and University grant and contract processes.
- Interface with the University?s Office of Sponsored Programs (OSP), Grants and Contracts Accounting (GCA), and funding agencies (NIH, NSF, foundations, industry, etc.)
- Serve as the prime contact between agencies, central offices and faculty.
- Work with the funding agencies to resolve problems and/or obtain approval for deviations from authorize procedures.
- Prepare Just-In-Time documentation and as required by the sponsor.
- Post-award responsibilities include preparing annual progress reports (i.e., NIH RPPRs) and final status reports for grants and contracts in partnership with the principal investigators and department staff.
- Oversee the preparation of routine proposals and non-competing renewals prepared by other staff.
- Use independent judgment and decision making to complete work on time and within compliance.
- Provide training to faculty, staff, and students concerning pre-award management.
- Provides internal policy recommendations to management based on federal and university requirements, system functionality; assist in implementing new policies and procedures.
- Coordinate with sub-recipients/sub-contract contacts to ensure that proposal requirements and timelines are met. Answer questions and provide guidance of a similar nature as provided to UW principal investigators.
- Conduct quality control review of all proposals to ensure each application is meeting sponsor/proposal requirements and department and school policies before being routed in SAGE for campus review.
- Analyze the quality assurance results to identify trends/opportunities for improvement in departmental processes, tools, and communication to further enhance the service provided to the faculty.
- Work with the manager and team to implement process improvements.
- Collect, analyze and report on metrics regarding division research portfolio, efficiency, compliance, etc.
- Coordinate with post-award contacts via email and phone, to ensure smooth hand-off at the time of award.
- Communicate proposal results to post-award contacts in Radiology and other departments involved in the proposal to allow timely updates to Other Support documents and databases.
- Attend faculty research meetings, MRAM, team meetings, and other related meetings.
- Monitor funding opportunities (program announcements, request for proposals, request for applications) and distribute to faculty.
- Pro-actively reach out to faculty for annual progress reports.
- Review proposals submitted by other units which include Radiology personnel and resources and address concerns through correction in preparation for departmental approval. Update Radiology pre-award database. Distribute review data to post-award contact to allow timely updates to Other Support documents and other related databases.
- Serve as content expert and resource for faculty and staff regarding grant and contract proposals, post-award management and compliance.
- Provide regular updates to faculty and staff regarding changes tin federal and university research directives, as well as changes in RGA procedures.
- Back up work of other grants and fiscal staff members, contribute to special projects, and perform related duties as required.
- Maintain a high level of service and compliance to the department, faculty, and staff.
- Train pre-award skills to new pre-award staff within Radiology. This will involve training, reviewing work, performing periodic audits, and facilitating corrective actions.
- Write, analyze, and revise related templates which serve to streamline processes and increase consistency and efficiency.
- Bachelor of Arts degree in Business Administration, Economics, or similar degree.
- Three or more years? experience in research administration with substantial responsibility for proposal development, including complex budgets and sub-awards.
- Experience interacting with faculty and department leadership in project management context.
- Demonstrated ability to manage priorities to meet deadlines while maintaining attention to detail.
- Advanced knowledge/experience with federal grant guidelines and submission systems.
- Intermediate experience with software including Excel, MS Word, and Adobe Acrobat.
- Demonstrated commitment to excellence.
- Experience working with staff from UW operations (OSP, GCA, MAA, etc) and sponsor program and research staff.
- Experience working with UW systems including SAGE and MyFD.
- Schedule is normally 8a to 5p, M-F, but is not always fixed and workload does vary. The incumbentıs first responsibility is to complete tasks rather than keep to a fixed schedule. Flexibility in schedule and intensity of work is necessary.
- Some travel between sites will be necessary by UW Health Services or other shuttles.