What are the responsibilities and job description for the RESEARCH ADMINISTRATOR position at University of Washington (UW) Medicine?
Req #: 245017 Department: DEPARTMENT OF MEDICINE Job Location: Health Sciences Center, Remote/Hybrid, Seattle - Other Job Location Detail: Health Science Building, Hybrid Posting Date: 04/09/2025 Closing Info: Closes On 04/16/2025 Salary: $6,890 - $10,334 per month Other Compensation: Limited Recruitment: Open to Department employees only
If you are a UW employee and would like to be considered for this position, please login to your UW employee profile to apply. Shift: First Shift Benefits: 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.
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 Medicine has an outstanding opportunity for a Research Administrator to join their team.
The Department of Medicine (DoM) is the largest academic department in UW Medicine, providing leadership in research, clinical care and teaching across 11 subspecialty divisions, 23 accredited resident and fellowship programs. It is one of the largest and leading academic departments in the country with >1,100 clinical and research faculty members, 407 residents and fellows in ACGME-accredited positions, 109 non-ACGME fellows and visiting scientists, 927 staff members and 978 affiliated clinical faculty members, and an annual budget of over $500 million. The Department has total annual contract and grant research expenditures of approximately $181 million from approximately 800 research awards. Approximately 35% of the faculty members are paid from the grant/contract projects in Medicine. The Department’s Office of Sponsored Projects reviews approximately 1,600 proposals yearly that involve the faculty of the Department of Medicine.
The Research Administrator is responsible for accurate research budget management, training support for new employees, and occasional proposal development. This position requires interpreting a wide variety of information with regard to research proposals and awards. Errors and omissions made in this position may be result in loss of funding to the Department and could impact our research mission. This position is vital in ensuring that funds are managed at a high degree of integrity and accuracy in order to maintain good relationships with our sponsoring agencies and cooperating institutions.
The Research Administrator will be responsible for independently providing post award leadership for up to 11 divisions. This person would routinely coordinate program activities, solve problems, and work with administrative staff and campus units to address/resolve issues. This includes the responsibility to advise faculty investigators and staff of current institutional and agency policies and procedures, and to provide timely notification of policy changes. This position may occasionally serve as a backup resource for proposal development or other pre ward work.
This position requires a broad scope of knowledge and experience in the following areas: academic research in medicine, conformance and compliance to policies and procedures at local, state and national levels. The complexity of this position is derived from the broad range of medical specialties and research interests of the faculty of the Department of Medicine.
The position also requires an ability to direct and manage multiple priorities, quickly analyze situations and make sound decisions utilizing effective time management skills, good business acumen and administrative judgment. The incumbent must have a highly effective level of communication with the Principal Investigators, Division Managers, Directors, Chair, Vice Chairs, Dean's office, faculty, staff and other university departments. The incumbent must be able to work very independently to achieve the goals of the Department.
DUTIES AND RESPONSIBILITIES
GRANT/CONTRACT FINANCIAL MANAGEMENT (70%)
Serve as the Department resource and knowledge area expert for post-award administration:
Design, deploy, maintain, and modify user-friendly summary status reports to be used on a monthly and ad hoc basis including forecasts of grant year-end financial projections.
Create and maintain a thriving community of grant administration professionals across the department, including onboarding of new employees, and ongoing peer-to-peer learning.
Communicate with the appropriate division administrator, principal investigator(s), and relevant central office staff on post-award activities.
Participate in audits as necessary.
Serve as a “float” grants manager when there are key vacancies in any of the 11 divisions:
Monitor contract and grant funding, anticipating and detecting financial problems, keeping the appropriate Division administrator and principal investigator(s) informed of problems, proposed solutions, and independently initiating corrective actions and measures as required. Budget monitoring and financial forecasting during current and succeeding grant years involves knowledge of purchasing/acquisition policies, tracking expenditures, as well as, monitoring financial performance, ensuring consistency with the approved award budget.
Perform other post-award activities as required, including financial reporting, cost sharing, and matching requirements to ensure compliance with agency expenditure policies and procedures, award terms and conditions.
TRAINING AND DEVELOPMENT LEADERSHIP (20%)
Serve as the point of contact for training new staff.
Create, curate, and/or revise resources to support onboarding of new staff.
Coach and mentor as new staff navigate research administration at the University of Washington.
Consult with division leadership regarding service levels and ongoing performance.
Advise department leadership of workload and opportunities to rebalance across available staffing.
GRANT AND CONTRACT PROPOSAL PREPARATION & DEPARTMENTAL REVIEW (5%)
Serve as back-up to the primary point of contact for the following functions, stepping up in times of surge and/or out-of-office coverage needs:
Serve as a Department resource for preparing research grant and contract proposals with special emphasis on larger award mechanisms such as NIH cooperative agreements, program projects and institutional training grants.
Prepare research grants and contract proposals including eGC1 and related forms, initiate development of budgets for grants, contracts and subcontracts, and prepare written justification to support budget proposals.
Provide technical and administrative support to faculty in the development of accurate proposal submissions to ensure proposals are consistent with federal laws and regulations, sponsor agreements, submission requirements, and University specific policies and procedures. This is key to successful grant and contract acquisition. Many projects involve research partners in industry, academic institutions and non-profit institutions so knowledge of the roles and responsibilities of research participants is necessary in order to discuss issues related to proposals and facilitate problem resolution.
Serve as the proposal contact with other departments, universities, schools, and offices on grant, research and project submissions involving multiple institutions and coordinates all proposals with the Division receiving funding and the Office of Sponsored Programs.
On behalf of the department, as chair delegate, independently review and approve grant/contract proposals and other sponsored research documents ensuring compliance and conformance with institutional and sponsoring agency policies and regulations.
OTHER RESPONSIBILTIES/PROJECT WORK (5%)
Lead post award work related to the upcoming implementation of and stabilization phase of Workday implementation across the University.
Prepare formal communications required by the Department, School, University or funding agencies.
Coordinate with Division administrators and faculty to ensure the timely submission of progress reports and final reports for funded projects.
Participate as needed with national societies and relevant peer groups.
Other responsibilities are ad hoc and on an as assigned and/or as needed basis.
MINIMUM REQUIREMENTS
Bachelor’s Degree in Business, Social Sciences or a related field and at least 4 years’ progressively responsible experience with extramural proposal preparation and dealing with proposal parathion issues including, but not limited to, compliance and policy issues, foundation and federal policies and practices.
Equivalent education/experience will substitute for all minimum qualifications except when there are legal requirements, such as a license/certification/registration.
ADDITIONAL REQUIREMENTS
Demonstrated experience of successfully handing multiple projects with critical deadlines.
Ability to work independently with a minimum level of supervision and high degree of reliability, accuracy and productivity.
Work well under stress in a fast paced environment with competing priorities.
Intermediate computer skills – computer proficiency with spreadsheets (excel), word processing and databases in Windows environment.
Detail-oriented.
Excellent communication skills – both written and verbal.
Ability to work well in a team.
Ability to handle confidential information responsibly.
Excellent customer service skills as the Department provides service to multiple customers including 11 divisions, the Associate Chair of Research, and the Department Chair.
Ability to creatively problem solve.
Strong organizational ability.
DESIRED QUALIFICATIONS
Experience in preparation of program project proposals.
Experience in a research or academic higher education health care organization with emphasis on successfully.
WORKING ENVIRONMENTAL CONDITIONS
This is a full-time, position that may require work outside of standard operating hours to meet programmatic deadlines.
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
If you are a UW employee and would like to be considered for this position, please login to your UW employee profile to apply. Shift: First Shift Benefits: 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.
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 Medicine has an outstanding opportunity for a Research Administrator to join their team.
The Department of Medicine (DoM) is the largest academic department in UW Medicine, providing leadership in research, clinical care and teaching across 11 subspecialty divisions, 23 accredited resident and fellowship programs. It is one of the largest and leading academic departments in the country with >1,100 clinical and research faculty members, 407 residents and fellows in ACGME-accredited positions, 109 non-ACGME fellows and visiting scientists, 927 staff members and 978 affiliated clinical faculty members, and an annual budget of over $500 million. The Department has total annual contract and grant research expenditures of approximately $181 million from approximately 800 research awards. Approximately 35% of the faculty members are paid from the grant/contract projects in Medicine. The Department’s Office of Sponsored Projects reviews approximately 1,600 proposals yearly that involve the faculty of the Department of Medicine.
The Research Administrator is responsible for accurate research budget management, training support for new employees, and occasional proposal development. This position requires interpreting a wide variety of information with regard to research proposals and awards. Errors and omissions made in this position may be result in loss of funding to the Department and could impact our research mission. This position is vital in ensuring that funds are managed at a high degree of integrity and accuracy in order to maintain good relationships with our sponsoring agencies and cooperating institutions.
The Research Administrator will be responsible for independently providing post award leadership for up to 11 divisions. This person would routinely coordinate program activities, solve problems, and work with administrative staff and campus units to address/resolve issues. This includes the responsibility to advise faculty investigators and staff of current institutional and agency policies and procedures, and to provide timely notification of policy changes. This position may occasionally serve as a backup resource for proposal development or other pre ward work.
This position requires a broad scope of knowledge and experience in the following areas: academic research in medicine, conformance and compliance to policies and procedures at local, state and national levels. The complexity of this position is derived from the broad range of medical specialties and research interests of the faculty of the Department of Medicine.
The position also requires an ability to direct and manage multiple priorities, quickly analyze situations and make sound decisions utilizing effective time management skills, good business acumen and administrative judgment. The incumbent must have a highly effective level of communication with the Principal Investigators, Division Managers, Directors, Chair, Vice Chairs, Dean's office, faculty, staff and other university departments. The incumbent must be able to work very independently to achieve the goals of the Department.
DUTIES AND RESPONSIBILITIES
GRANT/CONTRACT FINANCIAL MANAGEMENT (70%)
Serve as the Department resource and knowledge area expert for post-award administration:
Serve as a “float” grants manager when there are key vacancies in any of the 11 divisions:
TRAINING AND DEVELOPMENT LEADERSHIP (20%)
GRANT AND CONTRACT PROPOSAL PREPARATION & DEPARTMENTAL REVIEW (5%)
Serve as back-up to the primary point of contact for the following functions, stepping up in times of surge and/or out-of-office coverage needs:
OTHER RESPONSIBILTIES/PROJECT WORK (5%)
MINIMUM REQUIREMENTS
Equivalent education/experience will substitute for all minimum qualifications except when there are legal requirements, such as a license/certification/registration.
ADDITIONAL REQUIREMENTS
DESIRED QUALIFICATIONS
WORKING ENVIRONMENTAL CONDITIONS
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
Salary : $500
