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FISCAL AND PROGRAM SPECIALIST

Company: University of Washington
Location: Seattle
Posted on: January 26, 2023

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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