Director of Research Administration

Job Description

The Allen School has an outstanding opportunity for a Director of Research Administration to join their team. 

About This Opportunity

The Director of Research Administration (DRA) is responsible for overseeing the Allen School’s research portfolio of approximately $50M annually. The Director leads a team of approximately 25 which includes three direct reports. The team supports approximately 78 tenure-track faculty (and growing) and their students and staff. The Director has a range of responsibilities, including financial planning/management, administrative planning/management, supervision of staff (classified and exempt) and other administrative functions. The DRA acts in an advising capacity to the Director, Vice Director, research faculty, staff and students. This position provides financial guidance, background information, interpretation of compliance policies (federal, state, university, Allen School) and advice regarding research management.

The Director of Research Administration position's responsibility for the overall management and success the research enterprise has an outsize impact on the Allen School, its reputation and influence, and the faculty's ability to continue the impactful and leading edge research. 

Key Responsibilities

Communication/Directing/Networking (40%)

Communication, directing, and networking are essential responsibilities of the Director of Research Administration's role. These responsibilities extend within the School, across campus, and beyond the university. The Director:

• Facilitates the exchange of information, ideas and intent to the team, colleagues, faculty, supervisors and external stakeholders.
• Directs the team’s actions, timelines and resources to align with the direction of the Allen School.
• Obtains concrete results, reduces gaps and solves misunderstandings and problems. Builds consensus and coordinates with staff, colleagues and leadership to advance the mission of Allen School research efforts.
• Serves as the liaison to the College of Engineering research staff and faculty, OSP and GCA. Represents the School in all meetings, training and workshops required by these offices.
• Establishes and maintains positive and productive working relationships with these units plus (as appropriate) the Office of the Attorney General, CoMotion and Advancement personnel;
• Ensures Allen School research efforts are current with new and changing compliance policy, regulations and best practices coming from the University of Washington, the State of Washington, US federal government and other research sponsors such as businesses and private foundations.
• Directs the Allen School Research Administration internal communication resources, including robust internal websites, Slack channels, list servs and all other electronic communications regarding research.
• Ensures these tools are used by research team staff members. Uses current communication vehicles (email, website, calendars, shared drives, Slack) to keep faculty, staff and students current.
• Regularly evaluates and implements new technology for disseminating information.
• Ensures new and visiting faculty receive orientation regarding grant submissions and execution (pre- and post-award).
• Develops and contributes written communication materials, reports and statistics to the Director, Advancement and Events teams, etc. as necessary to support their efforts.
• Surveys faculty and School administration to assess service quality, recommends and implements improvements, and supports the team in delivering high quality of service.

Team Leadership (40%)

The Director of Research Administration leads a large team through a service-oriented approach, pushing the team to provide the best quality of service and research administration to the School. The Director:

• Plans and executes the strategic direction of the research team.
• In conjunction with direct reports, develops training materials for new grant managers and fiscal staff, reviews existing information and selects topics for training and workshops.
• Leads regular team meetings and sets the agenda for an annual retreat.
• Develops and implements goals and plans for the grants management staff as a whole and with individual members.
• Tracks accomplishments and continually develops new goals for the team and individuals.
• Assists direct reports in finding opportunities for individual grant team members to advance their career within and outside the university.
• Hires, recruits, trains and supervises team members in conjunction with Allen School human resources staff, supervisors and established protocols.
• Addresses and resolves problems immediately and, when required, works closely with internal human resources staff. This includes disciplinary actions, complaints, grievances, accommodations, and terminations.
• Keeps detailed records of staff productivity, professionalism, attendance, etc. Conducts performance evaluations of direct reports and has input into individual team member performance evaluations.
• Meets deadlines and addresses any performance issues. In addition, the Director must document outstanding performance and look for creative ways to recognize team members.
• Reviews grant manager individual portfolios/faculty assignments with senior managers and assigns new, current and emeritus faculty to team members with an eye to ensuring workload equity across the team.
• Proactively assesses staffing needs for permanent, part-time and temporary employees.
• Addresses emerging issues affecting research operations and coordinates appropriate resources to ensure timely resolutions.
• Manages administrative coverage for faculty during high-volume periods, providing back up and temporary assignments for urgent needs.
• Serves on the Allen School Staff Executive Leadership team, collaborating with eight other staff Directors to provide special project leadership, policy development and implementation, and advice/consultation to the School's Director and other faculty leadership on staff related issues for the School's approximately 150 staff.

Fiscal Responsibilities, Compliance and Record Keeping (20%)

The Director of Research Administration position requires comprehensive knowledge of grant and contract fiscal responsibilities. The role ensures regulatory compliance and oversees the collection, maintenance, and retention of required records as follows. The Director:

• Oversees complex fiscal accounting records and creates statistical reports for school leadership, the business office and other internal and external audiences.
• Interprets and integrates federal, state, and industry laws and policies on compliance issues such as audits, fraud, risk management, etc. The DRA interprets internal compliance policies and procedures, and monitors internal research financial systems to ensure all financial transactions are appropriate, accurate, approved and can withstand audit.
• Utilizes surveys, university-provided tools and other metrics to assess performance and support financial compliance.
• Initiates, approves, processes, and monitors expenditures; develops and implements payroll funding plans across cost centers, identify deficits, and resolve or escalate issues as appropriate.
• Ensures the Research Administration team provides payroll, the business office, and other partners with the information and support they need to complete their responsibilities.
• Ensures team members are trained on complex grant accounting procedures (cost sharing, DARPA, etc.) and IRB/human subjects records and research subject payments.
• Oversees preparation and submission of all financial reports to funding agencies.

Required Qualifications

To be considered for this opportunity your application must demonstrate you meet both the minimum qualifications and additional qualifications listed below. Equivalent education and/or experience may substitute for minimum qualifications except when there are legal requirements, such as a license, certification, and/or registration.

Minimum Qualifications

• Bachelor’s Degree in Business, Public Administration, or other relevant field, and at least five years of relevant experience in leading research administration and/or grant and/or contract management in a university setting, or an equivalent combination of education and experience.
• Applicants who do not meet these qualifications WILL NOT be forwarded to the Hiring Manager.

Additional Qualifications

• Demonstrated financial/accounting management experience.
• Demonstrated ability to work independently, problem solve, take initiative, set priorities and handle multiple projects efficiently and effectively.
• Proven experience working successfully in a deadline driven environment.
• Excellent written and oral communication skills.
• Effective interpersonal skills to interact with diverse groups in a team environment.
• Proficiency with use of computers, and experience with Excel, email, messaging, and Internet systems.
• Demonstrated commitment to valuing diversity and contributing to an inclusive working and learning environment.

Preferred Qualifications

• CRA certification
• Familiarity with University of Washington policies and procedures, particularly grants and contracts.
• Familiarity in a research, technical and/or grant funded environment.
• Experience with UW systems: SAGE, Award Portal, Workday.
• Experience overseeing grant portfolios including sponsored research from federal agencies including National Science Foundation (NSF), DARPA, IARPA, ONR and NIH.

Compensation, Benefits and Position Details

Pay Range Minimum:

$120,000.00 annual

Pay Range Maximum:

$135,000.00 annual

Other Compensation:

-

Benefits:

For information about benefits for this position, visit https://www.washington.edu/jobs/benefits-for-uw-staff/

Shift:

First Shift (United States of America)

Temporary or Regular?

This is a regular position

FTE (Full-Time Equivalent):

100.00%

Union/Bargaining Unit:

Not Applicable

About the UW 

Working at the University of Washington provides a unique opportunity to change lives – on our campuses, in our state and around the world.  

UW employees bring their boundless energy, creative problem-solving skills and dedication to building stronger minds and a healthier world. In return, they enjoy outstanding benefits, opportunities for professional growth and the chance to work in an environment known for its diversity, intellectual excitement, artistic pursuits and natural beauty. 

Our Commitment 

The University of Washington is committed to fostering an inclusive, respectful and welcoming community for all. As an equal opportunity employer, the University considers applicants for employment without regard to race, color, creed, religion, national origin, citizenship, sex, pregnancy, age, marital status, sexual orientation, gender identity or expression, genetic information, disability, or veteran status consistent with UW Executive Order No. 81.

To request disability accommodation in the application process, contact the Disability Services Office at 206-543-6450 or [email protected]. 

Applicants considered for this position will be required to disclose if they are the subject of any substantiated findings or current investigations related to sexual misconduct at their current employment and past employment. Disclosure is required under Washington state law.