Associate Administrator - Grants & Finance, Department of Medicine, Division of Allergy & Infec

Job Description

The Department of Medicine, Division of Allergy and Infectious Diseases (AID) has an outstanding opportunity for an Associate Administrator to join their team.

This position reports to the Administrator for the Division of Allergy and  works closely with leadership, faculty, and staff leadership in the Division, Department of Medicine, School of Medicine, UW Campus, UW Medicine and its affiliate, in an effort to build and maintain efficient and effective research processes that are vital to our mission.

The Department of Medicine, Division of Allergy and Infectious Diseases (AID) has an outstanding opportunity for an Associate Administrator to join their team.

This position reports to the Administrator for the Division of Allergy and  works closely with leadership, faculty, and staff leadership in the Division, Department of Medicine, School of Medicine, UW Campus, UW Medicine and its affiliate, in an effort to build and maintain efficient and effective research processes that are vital to our mission.

The Associate Administrator is responsible for providing leadership and direction for the financial activities of the Division of Allergy and Infectious Diseases. This position will serve as the primary resource for Division faculty and staff on grant, contract, gift, and other funding issues and requires extensive knowledge of the numerous policies and procedures of different funding agencies.

This position provides consultation to the Department of Medicine Administration, the Division Head, the Division Administrator, and the Divisions grants and finance team for budget planning and projections, expense allocation and reconciliation, reporting, compliance, oversight, and close out for all budgets.

• Monitor Division financial account balances, anticipating and detecting problems, keeping principal investigators and the Division Administrator informed of those problems, proposing solutions, and independently initiating corrective actions and measures.
• Monitor Division budget and financial forecasting include knowledge of purchasing/acquisition policies, tracking expenditures, as well as, monitoring financial performance, ensuring consistency with the approved award budget.
• Plan, organize, direct, monitor and coordinate the financial resources for the Division including financial planning, budgeting and accounting functions; establish and maintain account management procedures
• Audit and approve expenditures, variances, extensions, re-budgeting, advance account requests, payroll and personnel changes for accuracy and compliance with institutional policies and procedures and prepare and maintain administrative and business reports and records.
• Administer a system for generating monthly budget reports that meet requirements of funding agencies, institutions, and investigators for planning, budgeting, auditing, and oversight purposes and administer the process for the allocation/funding of faculty salaries.
• Train and orient program staff on financial systems, applicable policies and laws. Coordinate with Program Managers to ensure compliance with UW fiscal policies and procedures and advise them in analyzing and strategizing Program financial needs. Provide expert advice and analysis.
• Perform other post-award activities including financial reporting, payroll distribution and certification, cost sharing, and matching requirements and ensure compliance with agency expenditure policies and procedures, award terms and conditions and will also work to support and develop a customized budget projection and reporting system.
• Oversee faculty effort certification reporting, ensuring that reports are compiled accurately and signed in a timely manner, and revisions accounted for efficiently.
• Assist with the preparation and review of division faculty salary and FTE tracking on an annual basis, ensuring faculty effort is accounted for and projected accurately.
• Review and approve payroll, the Central Travel Account, purchasing and travel reimbursement requests.
• The Associate Administrator is required to possess a comprehensive knowledge of the University of Washington, UWMC and state policies and procedures relating to budgeting and financial management.
• Interpret and integrate federal, state, institutional and industry laws and policies as they apply to the Division administrative and research operations in the design and implementation of Division policies and procedures to ensure fiscal compliance in personnel/payroll, purchasing, and budget management and oversight.
• Develop policies and procedures related to the administration of financial management functions across all components of this large research division to manage systems that will safeguard compliance with-all institution, local, state and federal regulations regarding grant and contract financial management and reporting.

• The Division Administrator-Program…