FINANCIAL OPERATIONS SPECIALIST

POSITION PURPOSE

The Department of Medicine’s Division of Allergy and Infectious Diseases (AID) has an exciting opportunity for a Financial Operations Specialist (Program Operations Specialist) to support the extramural funding in the Mountain West AIDS Education Training Center (MWAETC) and Infectious Diseases Education and Assessment (IDEA) programs. We value and honor diverse experiences and perspectives and strive to create welcoming and respectful learning environments, and promote access, opportunity and justice for all.

The Financial Operations Specialist is integral to the success of in-person and online training programs. The Financial Operations Specialist will provide expert administrative support to develop extramural funding proposals and manage post-award fiscal reporting and compliance oversight. The Financial Operations Specialist will also provide training and counsel to faculty, staff, and local subcontractor sites concerning grant and contract related processes. They will serve as the administrative contact and liaison with multiple process partners, including offices and departments within the University of Washington, as well as external academic and state-based offices, regarding training, compliance, and pre and post-award financial issues.

DUTIES AND RESPONSIBILITIES

This position actively participates in the development and implementation of long-range administrative strategic business processes to assure program sustainability and operations while meeting all compliance requirements. The position is responsible for the administrative oversight of the MWAETC and IDEA portfolios. Specific duties and responsibilities include:

1. Post Award Financial and Operations Management – 50%
   • Oversee awards anticipating and detecting financial concerns, keeping principal investigators and the program leadership informed of those issues, proposing solutions, and independently initiating corrective actions and measures.
   • Oversight of various post-award activities including financial reporting, contract and subcontract invoicing, complex payroll distribution (including salary over the cap) and certification, cost sharing, and ensuring compliance with sponsor award terms and conditions.
   • Audit and oversee expenditures, variances, extensions, re-budgeting, advance account requests, subcontracts, sub accounts, purchase orders, payroll and personnel changes for accuracy and compliance with relevant policies and procedures. Track and monitor transactions until final resolution is confirmed.
   • Establish and maintain account management procedures including creating financial reports to forecast expenditures.
   • Interpret and assure compliance with applicable federal, state, institutional laws and policies.
   • Develop systems and tools to provide regular updates to leadership regarding changes in federal and university research directives, as well as changes to departmental procedures.
   • Serve as fiscal liaison to MWAETC/IDEA subcontractors. Provide guidance and technical assistance to subcontractors on invoicing processes and policies, allowability of purchases, and submission of subcontract-related documents.
   • Lead fiscal component of MWAETC compliance site visits with subcontractors. Lead preparation of fiscal documents and serve as lead staff for sponsor-led compliance site visits of MWAETC and IDEA programs.
   • Collaborate and work closely with other grants and fiscal staff members to provide training and back-up when needed.
   • Submit and track travel reimbursements.
2. Grant & Contract Pre-Award Management – 40%
   • Responsible for preparation of grant (SAGE, sponsor portal) and contract proposals. Initiate administrative sections of proposals including but not limited to development of budgets and budget justifications.
   • Ensure proposals are consistent with federal laws and regulations, sponsor agreements, submission requirements, and University specific policies and procedures.
   • Advise faculty and staff regarding pre-award operations and processes.
   • Lead training and resource development efforts by providing guidance to the program members on issues such as applicable regulations, cost allowances, budget justifications, and cost share requirements.
   • Develop contacts and networks with other departments, universities, schools, and offices on grant, research and project proposals involving multiple institutions and coordinate with the Office of Sponsored Programs.
3. Portfolio Management – 10%
   • Liaise with department leadership and PIs for proposal submissions.
   • Serve as point of contact for UW Grants and Contract Accounting (GCA), Office of Sponsored Projects (OSP), etc.
   • Attend administrative, program, and division meetings.
   • Pro-actively reach out to faculty for timely management of annual progress reports.
   • Recommend process improvements regarding the departmental business process, quality control, and grants management in general.
   • Serve as a subject matter expert and resource for faculty and staff regarding pre-award and post-award policies, procedures and compliance issues. Individual will train new staff on policies and practices in relation to grant and contract management.

MINIMUM REQUIREMENTS

Bachelor's Degree in Finance or a related field. Equivalent experience can substitute for degree requirement. At least two years of experience.

ADDITIONAL REQUIREMENTS

• Experience with program and fiscal administration.
• Experience managing a complex grant and contract portfolio, including pre-award proposal submission and/or post-award administration of federal grants and contracts.
• Demonstrated expertise with Microsoft Office suite, particularly Excel. Excel expertise should be at the intermediate level which includes the ability to create moderately complex formulas, design multi-funding stream templates, 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.
• Ability to work independently, take initiative and ownership of work, successfully prioritize, and manage multiple projects in a deadline-driven environment.
• Excellent organizational skills, attention to detail, and follow through. Strong written and verbal communication skills.
• Ability to work with a local and remote team environment. Available during daytime business hours Pacific Time.

CONDITIONS OF EMPLOYMENT

This can be a fully remote position. Very occasional in-person meeting attendance may be required.

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.