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The Department of Urology has an outstanding opportunity for a Research & Finance Administrator.
The Research & Finance Administrator is responsible for specific operational support and financial planning and analyses within the Department of Urology. This position reports to the Director of the Department and is part of the senior management team. This position administers the financial operations and research grant awards for the Department. The Administrator is responsible for all departmental fiscal operations, pre- and post-award grant and contract management processes, financial reporting, payroll operations, and purchasing and procurement for the Department of Urology. This position manages the associated personnel in these areas.
Complexities Responsibilities include management of several core department function in the areas of Research and Financial Administration, including Fiscal Resource Operational Oversight & Management, including payroll processes, purchasing, oversight of space and equipment purchasing and inventory processes. Grants and Contracts Management: Pre and Post Award Administration, Financial Strategic Management including fiscal analysis and reporting, overseeing and interfacing with revenue cycle processes. Risk Management and Compliance, and oversight of Financial Compliance and Risk Management Processes.
Duties and Responsibilities The individual in this position will report to the Urology Department Director, but will also work with the Chair. They will work independently with nominal direction, perform and supervise the performance of a variety of moderately complex fiscal administrative support functions such as:
•analyze and develop budgets for grants, contracts, state funds, clinical trials and/or program funds •establish and maintain comprehensive fiscal record keeping systems •financial analysis, forecasting and planning •establish and maintain cost center and/or self-sustaining accounts
The Administrator must exercise independent judgment in interpreting and applying rules and regulations to resolve problems, advise faculty, staff and administration regarding applicable policy and procedures guidance; select/recommend alternative courses of action.
Fiscal Resource Operational Oversight & Management The Administrator must have a high degree of financial and analytical skills, drawing on a general body of financial knowledge and experience within a complex organizational environment. This individual must understand, forecast, organize and oversee the management of departmental fiscal operations reporting activities, purchasing and procurement and payroll. These activities are across the spectrum of funds sources -- clinical services, grants and contracts, gifts, state and other sources. This position assures appropriate resource allocation and stewardship, within approved fiduciary practices. The Administrator provides expertise to Principal investigators on pre- and post- research grant and contract management and processes and advises faculty and staff on fiscal aspects of the Department.
•Ensure departmental compliance with University and departmental policies and procedures as well as guidelines from federal and state government and other research project sponsors. •Forecast, project and apply operating sources and uses of funds across a variety of budgets. •Prepare annual clinical department METER budget. •Monitor and analyze financial performance, make or recommend adjustments to control budget variances and to ensure prudent financial management. •Review state GOF and operational budgets to ensure appropriate use of funds according to budget allocation. •Oversee purchasing and procurement policies and practices for the Department; assure that purchasing is kept at the central level with appropriate protocols. •Participate in establishing departmental fiscal policies and procedures; interpret University fiscal policies and procedures; assure that faculty and staff know and understand fiscal policies; establish and/or monitor departmental internal controls to safeguard monies and meet auditing requirements. •Understanding faculty compensation structure and academic allowance policies and procedures; assisting the finance office staff in processing and monitoring changes in faculty compensation and distribution; oversee funding and management of physician allotment funds; assist with creating, reviewing, approving CTMs for faculty compensation changes. •Apply general understanding of the financial revenue cycle process for the clinical practice of medicine in order to assure reports are generated accurately and timely. •Compile, interpret and communicate financial information to Director and/or Chair and department management team on a regular basis, utilizing reporting tools and spreadsheets created to provide data for analysis. •General understanding of the financial processes associated with the departmental resident program, fellowships and clerkships that are otherwise under the general responsibility of the GME Program Operations Specialist. •Interface and coordinate with Department's Director and GME Program Operations Specialist to facilitate the fiscal operational needs of the educational programs. •Manage or delegate coordination of the department space and equipment, including annual department equipment inventory, and Space Inventory Management, using University and Department tools and procedures; point person for F&A rate setting discussions. •Design and maintain reporting tools that present information in a meaningful format for senior management decision making. •Monthly review of departmental budget expenditures on state, RCR, R&T, grants, and gift budgets. •Utilize reports from MyFD to provide detailed budget and expenditure activity and analyses to the Director. •Prepare and distribute monthly fiscal reports to faculty to review their funding sources. •Periodically meet with faculty to review their budgets and resolve any questions or issues.
Payroll Management •Oversee the interfaces between payroll and human resource transactions. •Oversee departmental payroll Workday entries for new hires and costing allocation changes for staff and faculty.
People Management - of employee personnel within the financial operations, reporting and payroll unit •Hire, train, supervise and manage finance staff. •Work with the Director and Chair to determine office staffing requirements and filling positions based upon appropriate classifications or reclassifications. •Assure that each staff member knows what is expected of them by identifying and establishing core competencies and job responsibilities specific to each job and creating clear position descriptions and expectations. •Assess and respond to staff training and coaching needs. •Understand and use human resource leadership concepts, tools, measurements and monitoring systems to assist in hiring, evaluating, coaching and developing employees; Articulating and modeling excellent workplace behavior. •Demonstrate awareness and management of personnel issues that might lead to physical risk or personal safety issues; Assuring finance staff complete training modules. •Build excellence-focused teamwork; monitoring interpersonal dynamics to promote an energetic, professionally rewarding and healthy working environment.
Building Faculty Relationships With diplomacy and tack build faculty confidence in the finance and research operations; work collaboratively with Director and Chair to successfully address any faculty-related issues.
Research Administration The Administrator has overall responsibility for Grants and Contracts Administration for the Department of Urology. The individual in this position will oversee site grants and contracts specialists and provide expertise, quality assurance and training to more junior staff as well as provide hands-on grants and contracts administration.
Pre-Award Administration Develop and implement policies and processes to assure research grants are compliant with University and sponsor rules and regulations. •Act as Departmental expert on pre and post research grants and contracts management. •Departmental point of contact for initiation of clinical trials; facilitate process with ITHS, CRBB and OSP. •Assist faculty with administrative and financial requirements for research projects, including designing and implementing departmental procedures for grants and contracts administration, both pre- and post-award; Provide advice to staff and faculty in the preparation of complex research budgets. •Serve as department point person for review of proposals for grants and contracts. Perform departmental review of all grant and contract applications prior to submission to assure that proposal meet financial and compliance requirements of the department; assuring that all research grants are compliant with University and sponsor rules and regulations and are submitted in a timely manner. •Expert within the Department on all Grant and Contract administration issues; knowledge of NIH and other sponsoring agency rules and regulations. •Management of grants through the SAGE system, reviewing and approving eGC1s, troubleshooting issues OSP, IRB and/or sponsors.
Post-Award Administration – Provide oversight and guidance to the Grants and Contracts Manager for the following: •Advise Faculty on all post-award financial requirements. •Initiate and manage budgets for new grants when awarded. •Assure appropriate expenditures and transactions on grants. •Prepare appropriate reports for PIs to review for submission to sponsoring agencies. •Review financials and other post-award reports with PIs and Department Director and sponsoring agencies as necessary. •Advise faculty on accurate and timely completion of the Faculty Effort Certification (FEC) process. •Manage final reporting and closing grant processes. •Interface with OSP, GCA and sponsors as necessary. •Animal & human subjects protocol management. •Assure renewals are submitted accurately and in a timely manner. •Liaise with Department Director and Chair regarding all departmental pre- and post-award management processes and issues. •Department resource to coordinate transfer of research projects from other institutions when the PI becomes a faculty of the UW. •Work directly with Director and Chair, supporting logistics of setting up and ongoing coordination of new research facilities at Southlake Union.
Operational & Strategic Management Administrator ensures day-to-day, and cyclical operations are carried out in a timely and accurate manner. They also ensure that long-range programmatic plans of the Departmental Fiscal and Research Administration Operations, Reporting and Payroll are met. •Oversee, delegate and/or complete general administrative activities necessary to the smooth running of the Finance unit's day to day and cyclic operations. •Develop procedures for implementation, execution, control and review/audit of fiscal operations. •Work with Director to evaluate trends that impact upon departmental financial activities; overseeing the collection of data, communicating emerging trends around financial operations and reporting to Department Director and Chair, faculty and/or staff as required. •With the Director, assess the need for additional staff or other resources that fit with emerging or on-going Departmental financial initiatives. •Understand and implement change management processes that help meet the departmental financial programmatic needs and vision. •Fiscal Compliance including Policy Development and Implementation.
The Administrator has delegated responsibility for assuring that fiscal policies and practices within the Department meet all regulatory requirements. They are responsible for developing and implementing policies to assure compliance in the areas under his responsibility. •Assist with planning and budgeting both on a regular basis as well as during the annual budgeting cycle; understand these budgets and the impacts of moving allocations between Departmental and sponsored sources. •Initiate, review, interpret, update and implement finance processes and procedures, including introducing new systems (e.g., Workday, UWFT). •Ensure Financial Operations are in compliance with University and departmental policies and procedures as well as federal and state government rules and policies; manage any financial audit activity that may occur. •Ensure that all finance staff receive appropriate identification and access authorization upon hiring and access is rescinded upon exiting unit or department.
Perform other duties as assigned.
MINIMUM REQUIREMENTS •Bachelor's degree and at least five years' experience in a position with similar responsibilities or equivalent education/experience •Demonstrated excellent critical thinking skills •Demonstrated attention to detail •Exercise independent judgment and decision-making skills to solve operational problems •Ability to deliver financial and programmatic analyses to faculty and management •Grant management experience •Exhibit well-developed critical thinking skills and astute professional judgment, particularly in ambiguous and unstructured situations •Must have strong communication skills, interpersonal skills, organizational skills and be able to work quality products with limited guidance in a timely manner •Expert user of standard software, including Microsoft Word, Excel, and Outlook, and presentation software
Additional Requirements: •Must be comfortable working in a collaborative team environment consisting of diverse populations of staff, faculty, residents/fellows and other administrative personnel. •Demonstrated excellence in organizational skills •Demonstrated ability to multitask and prioritize competing demands, work independently, and meet important deadlines. •Demonstrated ability to manage concurrent, multiple projects under pressure of deadlines and changing priorities while remaining flexible •Excellent written and verbal communication and organizational skills •Ability to exercise discretion and confidentiality; exercise sound professional judgment; maintain a professional demeanor at all times •Demonstrated progressive career responsibility as it pertains to independent judgment and decision-making authority •Ability to set routine priorities independently, keeping these on track and seeing to satisfactory conclusion of tasks and requests
Equivalent education and/or experience may substitute for minimum requirements.
DESIRED REQUIREMENTS •Well-developed critical thinking skills and astute professional judgment, particularly in ambiguous and unstructured situations •Ability to work with a diverse team and group of customers/stakeholders •Experience in health-services research program operations and/or academic institution •Be able to adapt quickly to changes in work requirements and assignments. •Working knowledge of University policies and procedures •Experience working with UW systems, such as Workday and Ariba •Experience working in an academic medical environment
CONDITIONS OF EMPLOYMENT •Regular and predictable attendance is required. •While usual hours fall within standard business hours, work may be required during hours beyond standard business hours, including weekends. •Work is normally performed in a typical interior/office environment; however, work may include incidental outdoor or fieldwork with exposure to the elements and variable weather conditions. Work is performed in an open office environment – successful candidates will possess the concentration and social skills necessary to work in that environment. •Ability to lift, bend, and reach consistent with routine office/administrative activities (e.g. conference room setup, supply stocking).
Application Process: 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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