ASSOCIATE ADMINISTRATOR - University of Washington

Req #: 240923 Department: DIVISION OF METABOLISM, ENDOCRINOLOGY, NUTRITION Posting Date: 11/08/2024 Closing Info: Open Until Filled Salary: $8,013 - $12,019 per month Shift: First Shift Notes: As a UW employee, you will enjoy generous benefits and work/life programs. For a complete description of our benefits for this position, please visit our website, click here. (https://hr.uw.edu/benefits/wp-content/uploads/sites/3/2018/02/benefits-professional-staff-librarians-academic-staff-20230701\_a11y.pdf) 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. **The Division of Metabolism, Endocrinology, and Nutrition (MET) has an outstanding opportunity for a Associate Administrator to join their team.** **POSITION PURPOSE** The Department of Medicine's Division of Metabolism, Endocrinology, and Nutrition (MET) at the University of Washington (UW) is seeking a highly skilled and dedicated Associate Administrator. This pivotal role will oversee a variety of administrative, financial and operational affairs in the Division, with a primary focus on finance and grants and contracts. The Associate Administrator will play a critical role in supporting the Division's mission by ensuring the efficient and effective management of research and clinical processes, collaborating closely with various stakeholders across UW Medicine and its affiliates. The position has independent authority to develop policies and procedures and implement systems to manage financial and grants/contracts information and metrics for the Division. **POSITION COMPLEXITIES** The Associate Administrator will be required to direct and manage multiple priorities, analyze complex situations, and make sound decisions utilizing effective time management skills, good business acumen, exceptional leadership abilities and independent judgement. This position requires effective interpersonal skills and a deep understanding of academic healthcare business operations to maintain dynamic communication, manage workflow and foster a collaborative work environment with junior and senior personnel, including staff and faculty, within the Department, Division and both internal and external partners. The incumbent must have strong analytical, critical thinking and organizational skills. Additionally, this position is required to possess a comprehensive knowledge of the University of Washington, federal and state policies and procedures relating to grants/contracts and financial management. **Position Dimensions and Impact to the University** The University of Washington is a world-renowned research institution. This role represents the Division in a number of settings, and acts in place of the Administrator as needed, and therefore must possess strong leadership skills and decision-making abilities. Competent administrators are essential to ensuring that the proposal and award management processes run smoothly and that all research is conducted in accordance with sponsor and University guidelines. This position will provide research administration expertise and guidance to investigators and strategic planning leadership and must understand and be able to integrate and implement multiple federal, state, University and Department policies and procedures. **DUTIES AND RESPONSIBILITIES** The Associate Administrator will collaborate with the Division Administrator and the Division Head to design and execute long-term strategic business and financial processes aimed at ensuring the sustainability and effective operation of the program. Key responsibilities include: Strategic Planning, Leadership & Division Operations (40%) + Provide leadership to division staff and faculty in the areas of financial oversight, grants and contracts and operations. + Participate in Division strategic planning, including participation on finance, audit, and compliance committees. + Strategize with division leadership on program structure and staffing, implementing appropriate staffing structure to ensure clinical, research, and program operating needs are met. + Develop and present innovative and adaptable approaches to business practices to effectively manage and respond to rapid changes within the Division. + Work closely with the Division Head and Division Administrator to assess the Division's requirements and develop solutions. This includes addressing needs related to space, staffing, faculty and research growth, and securing funding for activities not directly related to research. + Collaborate with Division programs to evaluate and address long-term financial needs, opportunities, and challenges, ensuring alignment with the Division's overarching mission and objectives. + Evaluate the feasibility of proposed research initiatives by assessing resource allocation needs to ensure the successful achievement of research objectives. This includes monitoring and tracking the efforts and resource commitments of investigators and staff, and addressing any requirements related to space and IT resources. + Cultivate strong working relationships with faculty, staff, Division Heads, and Section Heads, facilitating collaboration, effective communication and workflow across the Division. + Foster an environment of innovation and change within the Division, leading efforts to introduce and implement new ideas and practices that enhance the Division's overall effectiveness and adaptability. + Navigate, interpret and apply federal, state, institutional, industry regulations and institutional policies and procedures across various areas, including Finance, Grants and Contracts, Human Resources, fund flow management, and agreement methods. Ensuring integration and compliance with current division policies and procedures. + Serve as division representative in departmental, school and university-wide meetings. + In the absence of the Division Administrator serve as back up to Division Administrator (i.e. primary point of contact, handling inquiries and issues that arise, etc.).Grants/Contract & Finance Operations (35%) + Conduct a thorough review of all competing sponsored research proposals submitted within the division, assessing administrative and financial components and overall quality to ensure that each proposal complies with institutional policies, funding agency guidelines, and relevant regulations. Verify all required documentation is complete and accurate. Analyze the proposed budgets for accuracy and appropriateness, ensuring that financial requests align with the proposed research activities and adhere to funding agency restrictions and institutional policies. Collaborate with principal investigators, research coordinators, and other stakeholders to gather additional information or clarify aspects of the proposals. Provide constructive feedback and recommendations for proposal improvements or modifications. Maintain accurate records of the review process, including evaluation criteria, feedback provided, and final decisions. Prepare summary reports and documentation for internal review and compliance purposes. + Ensure that the University of Washington and sponsoring agencies meet their grant commitments and contract agreements in a timely and accurate manner. Promote and continuously evaluate compliance and risk management best practices across all operational aspects. Approve expenditures within the approved scope of work, generate reports, and collaborate with research scientists, coordinators, and division management to ensure adherence to proposal activities. Develop tools and metrics to monitor and analyze process improvements, ensuring that program benchmarks are met and regularly assessed. + Oversee and direct research administration activities with process partners to ensure the efficient and accurate management of all aspects (i.e. timely proposal submissions, award processing, adherence to timelines and strategic objectives, revenue and expenditure accounting, management of subcontract and consortium awards, and technical and financial reporting, etc.) + Provide strategic, intellectual, systematic and technical support and guidance to faculty and staff regarding research revenue cycle policies, compliance, regulatory issues and research program initiatives. + Develop and uphold business operational policies and procedures, effectively managing internal controls and overseeing internal and external audits. Regularly update and revise policies and procedures as needed. + Identify system gaps and process bottlenecks to streamline program operations; independently propose and implement corrective actions. + Interpret and incorporate institutional, federal, and sponsor guidelines, policies, and regulations relevant to research administration operations. Offer guidance and mentorship to researchers and staff regarding these matters. + Develop and implement policies, systems and procedures for financial management across all components of the Division that ensure compliance with institutional, local, state, and federal regulations concerning grant and contract financial management and reporting. + Act as the primary liaison between the Division and various central UW offices, including the School of Medicine (SOM), Department of Medicine (DOM), Office of + Sponsored Programs (OSP), Grant and Contract Administration (GCA), Management Accounting and Analysis (MAA), Internal Audit, and other relevant entities. + Partner with hiring managers and oversee/participate in interviews for candidates applying for fiscal roles, assessing their qualifications, learning capabilities, and overall fit for financial positions within the Division. + Develop and deliver training and orientation programs for program staff on financial systems, relevant policies, and legal requirements. Collaborate with Financial staff and Grant Managers to ensure adherence to University of Washington (UW) fiscal policies and procedures, and offer strategic advice on managing Program financial needs. Provide expert analysis and guidance in these areas. + Oversee and contribute to the training, mentoring, and professional development of financial leaders who are responsible for coaching and guiding junior fiscal staff. + Offer training, mentoring, and support across all research grant operations to ensure best practices and effective financial management. + Lead change management initiatives for the Division, including the transition from the MYFD and ARIBA systems to the new UWFT financial system, and the integration of the Oncore Clinical Trial Management System (CTMS).Research Administration (Pre and Post Award) (25%) + Provide overall comprehensive management of a complex research portfolio consisting of established awards and new proposal production. + Pre-Award Management: Provide comprehensive management of grant proposals, including preparation of eGC1s and determining and communicating proposal requirements to all participants, setting proposal timeline, and coordinating the development of subcontracts. Mentor, train, and advise faculty in pre-award operations and processes. Create basic and complex budgets that involve multiple departments and multiple institutions. Ensure proposals are consistent with federal laws and regulations, sponsor agreements, submission requirements, and University-specific policies and procedures. + Post-Award Management: Independently manage multiple sponsored projects assuring that all transactions are allowable, allocable and reasonable. Review and approve daily financial transactions related to assigned research projects. Prepare monthly budget reports utilizing multiple financial and record keeping systems to perform analyses of sponsored projects, forecast future needs/expenditures, and communicate status and progress to principal investigators. Work closely with faculty to develop a strategic financial plan which ensures optimal use of available funds. Responsible for the management of complex faculty salary distributions, NIH cap cost sharing, and Workday cost allocation changes for faculty, staff, and graduate students. Review Faculty Effort Certification Reports for faculty members on a bi-annual basis.Supervisory Responsibilities: + Supervise direct reports. Has the authority to hire staff, evaluate job performance, and take corrective action if performance is not acceptable. **MINIMUM REQUIREMENTS** + Bachelor's Degree in Business Administration, Healthcare Administration or related field and five years of relevant experience. _Equivalent education/experience will substitute for all minimum qualifications except when there are legal requirements, such as a license/certification/registration._ **ADDITIONAL REQUIREMENTS** ? + Demonstrated dedication to diversity, equity and inclusion + A strong background in financial analysis and program management. + Demonstrated advanced skills in financial analysis and reporting, with extensive expertise in using Excel for complex financial modeling and reporting tasks. + Experience in operational, financial, human resources, or other program management roles is essential, demonstrating the ability to effectively oversee and manage diverse programs and projects. + A high level of professionalism and a customer-focused, results-driven approach are critical for success in this role. + Flexible, detail-oriented, and adept at multitasking, with the capacity to work efficiently under pressure while maintaining high standards of accuracy and quality. Strong organizational skills and the ability to handle multiple priorities simultaneously are key attributes for this position. **DESIRED QUALIFICATIONS** + A professional degree in a related field, such as a Master of Business Administration (MBA), Master of Public Administration (MPA), or Master of Healthcare Administration (MHA). + Strong foundation in management and analysis within the context of this role. + Previous experience in an academic medical center or higher education institution. + Previous experience with sponsored research funds and revenue cycle analysis. + Solid understanding of compliance issues specific to healthcare and academic research environments, ensuring adherence to relevant regulations and standards. + A working knowledge of enterprise-wide relational databases, multi-dimensional data cubes, and Business Intelligence (BI) reporting tools is essential. + Familiarity with various University of Washington (UW) and UW Physicians (UWP) systems and policies, including SAGE and Workday is preferred. **Application Process:** The application process 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 access 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.\#UWDeptMedicineJobs University of Washington is an affirmative action and equal opportunity employer. All qualified applicants will receive consideration for employment without regard to, among other things, race, religion, color, national origin, sexual orientation, gender identity, sex, age, protected veteran or disabled status, or genetic information.