FISCAL AND PROGRAM SPECIALIST
Company: University of Washington
Location: Seattle
Posted on: January 26, 2023
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Job Description:
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 Department of Global Health was established in 2007, bridging
the schools of Medicine and Public Health, with a mandate to
harness the expertise and interdisciplinary power of all UW schools
and colleges. Our mission is to improve health for all through
research, education, training, and service; to understand and
address the causes of disease and health inequities at multiple
levels; and to collaborate with partners to develop and sustain
locally-led, quality health systems, programs and policies. Driven
by tremendous interest among both students and faculty, the
Department has grown explosively to more than 400 graduate students
and hundreds more undergraduates. We have more than 380 faculty and
1,000 staff working on projects across 130 countries with our
deepest ties in United States, Kenya, Uganda, Peru, Mozambique,
India, South Africa, Tanzania, Ethiopia, and Nicaragua.
At the Department of Global Health at the University of Washington,
diversity is integral to excellence. The Department recognizes that
disparities in health around the globe stem from inequity. The
Department encourages and supports the multiple identities of
staff, faculty and students including, but not limited to,
socioeconomic status, race, ethnicity, language, nationality, sex,
sexual orientation, gender identity and expression, culture,
spiritual practice, geography, mental and physical disability and
age. The Department strives to become a local, national, and
international leader in developing and maintaining increased
representation and recognition of each of these dimensions of
diversity among its faculty, staff, and students.
The UW/Fred Hutch Center for AIDS Research (CFAR) is one of several
Centers for AIDS Research funded by the National Institutes of
Health in the U.S. The UW/Fred Hutch CFAR has consistently rated in
the top 3 in the U.S. for HIV/AIDS research and employs some of the
most eminent researchers and educators in the field. The ultimate
goal of the CFAR is to facilitate HIV/AIDS research to bring us
closer to a cure for the disease. We accomplish this by supporting
HIV research at our four consortium institutions (UW, Fred Hutch,
Seattle Children's, Access to Advanced Health Institute), our
minority-serving institution partner the University of Hawai'i, and
our local, regional, and international affiliates in locations such
as Kenya, Peru, Mozambique, Uganda, and South Africa. A very
important part of our mission is to support HIV research career
development of early career investigators. Come join our team and
make your own contribution toward ending the global HIV
epidemic!
Position Purpose:
The Department of Global Health and the UW/Fred Hutch Center for
AIDS Research (CFAR) are recruiting a full time Fiscal and Program
Specialist. This position will have a comprehensive range of
responsibilities, including fiscal and grant administration, and
event and program management. It involves complex communications,
i.e. interacting with people of many social, educational and
professional backgrounds and from multiple research and academic
institutions in the Seattle area and overseas. Additional core
competencies for this position include strong communication and
organizational skills, professionalism, and independent problem
solving.
This position will be located at the new Hans Rosling Center for
Population Health on UW campus, and will report to the Associate
Director of the UW/Fred Hutch Center for AIDS Research.
Position Complexities:
This position requires a wide range of skills, and duties that need
to be conducted in a culturally sensitive manner when dealing with
domestic and international organizations, investigators and
trainees. The level of direction required for this position
includes independent work with occasional oversight. The level of
problem solving includes anticipating future threats and
challenges, identifying current problems and related technical
issues, and designing short- and long-term solutions. The position
will manage multiple concurrent projects and resolve complex
administrative issues in various areas of research, taking into
account multi-layered, complex regulations. This position will
entail exercising independent judgment, the use of sophisticated
problem solving skills, and the ability to effectively communicate
with personnel from a variety of levels within and outside the
University and internationally. This position will create, monitor,
and implement effective plans; lead small projects and/or major
project tasks, and effectively manage them by providing guidance or
direction to peers, administrative staff, and external partners.
This position will interact in a collaborative manner with other
team members to accomplish organizational goals and objectives.
This position may involve supervising a student worker.
Position Dimensions and Impact to the University:
UW is committed to developing its global health resources as one of
the four key signature areas of emphasis at the UW, and in
extending its international reach and influence. The CFAR is a key
component in that vision. The CFAR is a Center within the
Department of Global Health in the Schools of Medicine and Public
Health, and has affiliations in multiple countries, with
involvement in over 60 international projects and programs. The
Department of Global Health is funded in part by the Bill and
Melinda Gates Foundation and is symbolic of the rapid growth of
Seattle as an epicenter for international health. UW recognizes
this unique confluence of events and opportunities and is actively
planning how to maximize its role in this emerging area.
Since 1996, the rate of combined funding within the Academic
Medical Center is substantially higher (AIDS/STD funding has
increased 10-fold). The level of funding for AIDS and STD research
at the UW and Fred Hutch is one of the highest in the U.S. The
UW/Fred Hutch Center for AIDS Research has played a key role in
catalyzing this dramatic increase in funding for AIDS and STD
research at the UW and our partner institutions.
It is increasingly essential to have qualified personnel to manage
this program for a high priority area at UW. A strong managerial
team at the CFAR also assures that experienced people are available
to serve as advisors to UW as the university continues to build its
reputation and portfolio as an organization of global
leadership.
RESPONSIBILITIES:
This position will support the Center's administrative operations,
including but not limited to the following:
Fiscal Management (30%):
--- Create budget projections and perform fiscal management for
select CFAR components; meet on a monthly basis with project
leaders to review projections; take necessary action to identify
and address issues
--- Manage purchasing activities, including but not limited to
purchase orders, consultancy payments, reimbursements, catering
orders, course fees, other purchases.
--- Verify compliance and allowability of all
transactions/reimbursements in accordance with UW, state and
federal policies, rules and regulations
--- With oversight by Grant and Finance Manager, lead budget
closeout process, including tracking and resolving pending
transactions and encumbrances, and providing backup documentation
for budget reconciliation
--- Continually review all processes and procedures to identify
areas for improvement
--- Prepare special fiscal reports and projects as assigned
--- Maintain thorough knowledge of relevant UW fiscal and grant
management rules, policies, procedures, and administrative
systems
Grants Management (25%):
--- Manage complex pre-award process for annual CFAR renewals and
Principles of STI and HIV Research and Public Practice course grant
proposals, as follows:
--- Developing reporting process plans
--- Drafting budgets, reporting templates, and instructions for all
CFAR components
--- Collecting and compiling complex data and multiple
documents
--- Entering human subjects enrollment data for all CFAR
studies
--- Producing and submitting final reports
--- Develop systems for tracking and reporting on metrics and
targets for annual monitoring and evaluation process, progress
reports, and competing renewals
--- Compiling and organizing summaries of supported projects and
outcomes
--- Other grant management support as needed
--- With Grant and Finance Manager, communicate with investigators
regarding application submissions, award notification and pre-award
requirements.
--- Other grant management support as needed.
Program and Event Management (45%):
--- As a key member of the Administrative Core, provide program
management support for select CFAR components, to include strategic
planning, budgeting (as described above), complex event management
(described below), and milestone tracking and reporting.
--- Manage CFAR-sponsored events and meetings, in cooperation with
faculty organizers from CFAR cores and working groups. These
responsibilities include but are not limited to:
oManage all aspects of the Principles of STI and HIV Research and
Public Health Practice course, including creating speaker schedule
and communicating with speakers, managing applications and
scholarships, editing and managing course website, creating
advertising materials and publicizing the course via multiple
channels, develop agendas and lead planning meetings, design and
update process guides and work plans, organize staffing and
technical support during course, lead the work of a student
assistant, and manage course funding streams and monitor
expenditures
oAssess annual work plans to assist core and working group faculty
leads to create annual activities schedule and comprehensive events
list
oWork with audio/visual techs to ensure that presentations and
webcasts work properly
oGuide/delegate work of a student assistant for speaker logistics,
catering, room reservations, reimbursements, marketing, program
databases
oScheduling planning meetings
--- Provide administrative and coordinating support as needed
MINIMUM REQUIREMENTS:
--- Bachelor's Degree in related field such as Business
Administration, Public Health or Global Health or equivalent and
two to three years of program and fiscal administration experience
or equivalent combination of education and experience.
Equivalent education/experience will substitute for all minimum
qualifications except when there are legal requirements, such as a
license/certification/registration.
ADDITIONAL REQUIREMENTS:
--- Proficiency with Microsoft Office, in particular Excel. Excel
expertise should be at the intermediate level which includes the
ability to created moderately complex formulas, create and maintain
multi-worksheet spreadsheets, and efficiently design and create
logical and accurate spreadsheets to present information for review
by CFAR faculty.
--- Demonstrated ability to take initiative and anticipate
challenges before they arise
--- Ability to work independently, successfully prioritize and
manage multiple projects in a deadline-driven environment
--- Excellent organizational skills, attention to detail, and
follow through
--- Strong ability to communicate clearly and consistently (written
and verbal)
--- Experience in research administration
--- Experience coordinating the operation of a specialized or
technical program
DESIRED:
--- Experience in an academic setting
--- Familiarity with UW's administrative policies and procedures
and software systems
--- Knowledge of UW purchasing and financial systems
--- Experience editing webpages
--- High level of accountability - drives for results, displays a
sense of ownership, and is passionate about attaining goals and
surpassing expectations
--- Proactive problem solver and communicator, with a desire to
improve systems
--- Comfortable in collaborative setting and working within and
across cultures
--- Interest in HIV research
--- Familiar with biomedical research terminology
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.
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.
Committed to attracting and retaining a diverse staff, the
University of Washington will honor your experiences, perspectives
and unique identity. Together, our community strives to create and
maintain working and learning environments that are inclusive,
equitable and welcoming.
The University of Washington is a leader in environmental
stewardship & sustainability, and committed to becoming climate
neutral.
The University of Washington is an affirmative action and equal
opportunity employer. All qualified applicants will receive
consideration for employment without regard to race, color,
religion, sex, sexual orientation, gender identity, gender
expression, national origin, age, protected veteran or disabled
status, or genetic information.
To request disability accommodation in the application process,
contact the Disability Services Office at 206-543-6450 or
dso@uw.edu.
COVID-19 VACCINATION REQUIREMENT
Employees of the University of Washington are required to be fully
vaccinated against COVID-19 unless a medical or religious exemption
is approved. Being fully vaccinated means that an individual is at
least two weeks past their final dose of an authorized COVID-19
vaccine regimen. As a condition of employment, newly hired
employees will be required to provide proof of their COVID-19
vaccination. View the Final candidate guide to COVID-19 vaccination
requirement webpage for information about the medical or religious
exemption process for final candidates.
Keywords: University of Washington, Seattle , FISCAL AND PROGRAM SPECIALIST, Other , Seattle, Washington
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