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

Job Description

The Department of Medicine, Division of Allergy and Infectious Diseases (AID) has an outstanding opportunity for an Associate Administrator to join their team.

About this Opportunity

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, in an effort to build and maintain efficient and effective research processes that are vital to our mission.

The Associate Administrator- is responsible for providing leadership and direction for the financial activities of the Division of Allergy and Infectious Diseases. This position will serve as the primary resource for Division faculty and staff on grant, contract, gift, and other funding issues and requires extensive knowledge of the numerous policies and procedures of different funding agencies.

This position provides consultation to the Department of Medicine Administration, the Division Head, the Division Administrator, and the Divisions grants and finance team for budget planning and projections, expense allocation and reconciliation, reporting, compliance, oversight, and close out for all budgets.

Key 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 include knowledge of purchasing/acquisition policies, tracking expenditures, as well as, monitoring financial performance, ensuring 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 and 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 and 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. Provide expert advice and analysis.

• Perform other post-award activities including financial reporting, payroll distribution and certification, cost sharing, and matching requirements and ensure compliance with agency expenditure policies and procedures, award terms and conditions and will also work to support and develop a customized budget projection and reporting system.

• Oversee faculty effort certification reporting, ensuring that reports are compiled accurately and signed in a timely manner, and 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.

• The Associate Administrator is required to possess a comprehensive knowledge of the 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 the 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%)

• The Division Administrator-Program Operations will provide senior leadership including but not limited to providing vision, mission and strategic initiatives and developing 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 the faculty, staff, Division Heads, and Program Directors.

• Lead an environment of innovation and changes for the Division as a whole.

• Participates in Division strategic planning, including participation committees.

• Work with Division programs to assess and implement long-range financial needs, opportunities and weaknesses to align with the overall mission of the Division.

• Will have a leadership role in the DOM representing the Division, the 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 ‘go to’ person for the UW offices and Division staff and faculty.

• Create and present innovative and flexible approaches to business practices as it relates to the management of rapid change in the Division.

• Ability to navigate institutional policies and procedures, including but not limited to Finance, HR, funds flow, methods of agreement etc.

Staff Supervision, Training and Mentoring (15%)

• Interview final candidates for all pre/post award and fiscal roles, evaluating qualifications, ability to learn an overall suitability for financial positions in the Division

• Provide oversight and input into fiscal leaders that are training, mentoring and growing junior fiscal staff.

• Provide training, mentoring, and guidance for all financial operations.

• Direct Supervision of 10 FTE’s

• Division liaison with various UW central offices including SOM, DOM, OSP, GCA, MAA, etc.

Lead Responsibilities

Guide and support Division and program Managers in their leadership roles.

Supervisory Responsibilities

Supervisor of 10 full-time FTE related to grants managers, program operations specialists, and fiscal staff.

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 a related field and five years of relevant experience.

Applicants who do not meet these qualifications WILL NOT be forwarded to the Hiring Manager.

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, which includes 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.

Application Requirement

Please submit a cover letter describing how your background, experience, and qualifications align with this position, including your experience with financial or research administration, leadership, and working in a complex organizational environment.

About the Team

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.

Compensation, Benefits and Position Details

Pay Range Minimum:

$96,156.00 annual

Pay Range Maximum:

$144,228.00 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.