PROGRAM OPERATIONS SPECIALIST

$61,368 - $84,996/Yr

University of Washington - Bothell, WA

posted 2 months ago

Full-time - Mid Level
Bothell, WA
Educational Services

About the position

The Program Operations Specialist plays a crucial role in the Department of Radiology at the University of Washington, contributing to the growth and success of the department by executing its mission and vision. This full-time position operates under the general supervision of the Radiology Grants Manager and is responsible for managing various aspects of the grant lifecycle, from proposal development to closeout. The specialist will engage with diverse funders, manage funds and expenditures, and ensure compliance with regulations throughout the grant process. The role primarily focuses on award processing, budget setup, subcontract management, purchasing, salary distributions, cost share management, account reconciliation, and budget projections. The specialist will work closely with faculty to ensure project success while maintaining meticulous records that comply with audit requirements. The position requires effective collaboration with multiple researchers and projects, necessitating strong organizational skills and the ability to communicate compliance issues clearly. In addition to pre-award responsibilities, which include developing proposal timelines and creating budgets, the specialist will handle post-award tasks such as award processing, budget management, and compliance management. This includes preparing progress reports, managing project expenses, and ensuring adherence to sponsor and university guidelines. The specialist will also serve as the expert on grants and contracts administration, advising principal investigators on sponsor requirements and managing compliance with federal and state regulations. The incumbent is expected to foster a collaborative environment that values diversity and inclusion, contributing to a team atmosphere while continuing to develop their own skills. The position offers a unique opportunity to impact the clinical needs of patients and families, train future practitioners, and advance imaging sciences.

Responsibilities

  • Develop and administer proposal timelines for grants and contracts.
  • Create budgets in collaboration with the Principal Investigator for grants and clinical trials.
  • Prepare and review administrative portions of proposals, including budget justifications and resource descriptions.
  • Direct pre-award activities by overseeing proposal and contract development in accordance with requirements.
  • Provide technical advice to investigators on research funding guidelines and application procedures.
  • Lead complex contract negotiations with sponsors and industry.
  • Manage award processing including sponsor requests and internal award setup.
  • Prepare and submit progress reports according to sponsor requirements.
  • Manage project expenses and create budget reports for each project period.
  • Prepare and submit salary allocations for PI and respective team members.
  • Process procurement including subcontracts and vendor invoices.
  • Work closely with research coordinators to process clinical trial invoices.
  • Submit extensions for projects requiring them, including no-cost extensions.
  • Prepare and maintain source documentation for audit requirements.
  • Advise principal investigators on sponsor requirements and compliance issues.
  • Prepare complex budgets and administrative sections of proposals for grants and contracts.
  • Act as the compliance officer for grants and contracts in the department.
  • Review proposals for potential compliance issues and work with PIs for resolution.
  • Provide training to faculty and staff on pre-award and post-award management.
  • Conduct quality control reviews of proposals to ensure compliance with requirements.
  • Monitor funding opportunities and distribute information to faculty.
  • Participate in fostering a collaborative environment with diversity as a core value.

Requirements

  • Bachelor of Arts degree in Business Administration, Economics, or a similar field.
  • 2 or more years of experience in research administration with substantial responsibility for proposal development and management of grants.

Nice-to-haves

  • Experience interacting with faculty and department leadership in project management context.
  • Advanced knowledge of federal grant guidelines and submission systems.
  • Experience with electronic clinical trials management systems.
  • Experience working with UW operations and systems such as SAGE, Workday, and Award Portal.

Benefits

  • Generous benefits and work/life programs as a UW employee.
  • Professional growth opportunities and unique resources in a diverse environment.
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