Research Administrator IV (Grants and Contracts)

Overview

Overview

Cures Start Here. At Fred Hutchinson Cancer Research Center, home to three Nobel laureates, interdisciplinary teams of world-renowned scientists seek new and innovative ways to prevent, diagnose and treat cancer, HIV/AIDS and other life-threatening diseases. Fred Hutch’s pioneering work in bone marrow transplantation led to the development of immunotherapy, which harnesses the power of the immune system to treat cancer. An independent, nonprofit research institute based in Seattle, Fred Hutch houses the nation’s first cancer prevention research program, as well as the clinical coordinating center of the Women’s Health Initiative and the international headquarters of the HIV Vaccine Trials Network. Careers Start Here.

Fred Hutch Global Oncology (GO), a Cross-Divisional program overseen by the Director’s Office at Fred Hutchinson Cancer Research Center, has a mission to reduce the global burden of cancers, especially in low and middle-income countries, through the advancement of research and the development of new low-cost prevention and treatment strategies. A cornerstone of the program is a decade-long alliance with the Uganda Cancer Institute (UCI) that advances research, capacity building, and cancer care in Uganda.

The Vaccine and Infectious Disease Division (VIDD) addresses the growing need for treatment and prevention strategies for infectious diseases worldwide. VIDD is comprised of four research programs—Biostatistics, Bioinformatics & Epidemiology, Global Oncology, Immunology & Vaccine Development, and Infectious Disease Sciences.

This Research Administrator III/IV position is based in Seattle and is a part of a broader team with members both in Seattle and Uganda. This position will report to the Director of Program Operations in the IVD Program in VIDD and the Finance and Administrative Manager in GO. The incumbent will collaborate and is integrated into VIDD and GO. The incumbent will work with other GO staff based in Seattle to contribute to the program’s strategic objectives in an international research setting and is also expected to be integrated into the VIDD financial, regulatory and administrative and operations teams. The Research Administrator III/IV will principally manage all aspects of international and domestic sponsored, non-sponsored and philanthropic funding for the assigned faculty portfolio. Additionally, the position supports faculty by managing their research portfolios, planning for and ensuring compliant and effective funding, budget and regulatory administration, and general administrative support of assigned Principal Investigators and their research groups. The Research Administrator III/IV works autonomously and is expected to use initiative and sound judgment in operating within the framework of programmatic policies and procedures.

Responsibilities

This role will have shared reporting responsibilities to the IVD and IDS Programs in VIDD and to the GO Program

Pre/Post Award Grant Support

• Support GO/VIDD faculty, performing all pre-and post-award activities per NIH or other sponsoring institutions including the Bill & Melinda Gates Foundation; developing budgets for assigned grants, contracts or other funding requests; coordinate preparation of appropriate forms for grants/contracts and agreements and ensure all applications are fully compliant with institutional, federal, state, and local policies and regulations.
• Manage assigned subcontract administration awarded by GO/VIDD faculty
• Manage assigned GO/VIDD faculty award programs, trainee support programs, emerging opportunity award programs, and pilot project programs including pre- and post-award administration, managing the application process.
• Work closely with faculty and/or their research administrators to prepare all budget and related financial/administrative documents pertaining to the GO Program.
  • Liaise with Ugandan colleagues for pertinent information regarding their respective sections, i.e. lab director, clinical trials director, and clinical project managers.
• Consult and provide financial approval for GO staff coverage (on and off-site) on studies and coordinate with relevant HR staff, advising of funds, to hire or retain personnel to implement research projects.
• Manage GO’s international industry sponsored clinical research and philanthropic funding sources.
  • Takes the lead in preparing budgets and all other related financial/administrative documents, enters in Hutch Grants, and prepares any required reporting.
  • Works directly with industry sponsor contacts and Administration regarding agreements, required reporting materials, invoicing, or to resolve any related questions or issues
• Advise faculty on relevant financial/budgetary issues and develop effective solutions.

Budget/Fiscal Support (Grants and Contracts)

• Develop, monitor, track and project budgets for a complex portfolio of projects with multi-variable aspects (multi-site, sub awards etc.)
• Develop, run and analyze reports to identify issues and develop recommendations
• Independently determine proper placement for expenses and correct errors to ensure accuracy
• Prepare budget projections, reconcile expenditures, and monitor the payroll changes as these relate to the individual grants
   

Research and Finance Operations (Global Oncology Program)

• Participate as part of the broad finance team, regularly liaising with international colleagues.
• Proactively partner with clinical project managers, in Uganda or other international settings, to ensure effective financial administration of all GO studies.
• Review and approve procurement requests, FMS requisitions, and OnBase invoices for all GO studies. Coordinate with division research administrators, as applicable.
• Prepare ad hoc budget requests for all GO studies and revise, as needed (e.g. regular requests for copies of salary redacted budgets for clinical project managers or truncated budget requests for various Ugandan regulatory offices).
• Support the capacity development of international collaborator’s grants administration office.
  • Conduct in-person training and serve as a resource.
• Manage and optimize the GO Finance SharePoint site.
• Responsible for updating effort monthly for all GO staff (on and off-site) for GO Finance Manager review and subsequently entering effort in FMS for approvals.
• Review all GO ProCard statements monthly for GO Finance Manager approval
• Develop a thorough understanding of the Fred Hutch HARP, FMS, and OnBase systems and create new reports and tools in alternate programs (i.e. Microsoft Excel), as needed
• Perform related duties as assigned.

Funding Source Administration

• Provide strategic guidance in consultation with IDS and IVD Programs on grant submissions and post award activity by conducting tasks such as:
  • Working with faculty and program leadership to develop strategies for responses/requests.
  • Securing the necessary signatures for grant and contract applications
  • Consulting with funding agencies and/or respective Center departments to resolve problems on processes, procedures and/or expenditures.

 
Regulatory and Administrative Support

• Supports GO/VIDD regulatory teams to ensure completion of regulatory documents as per requirements.
• Assist GO/VIDD regulatory staff to determine impact of and develop implementation plans in response to applicable regulatory changes and/or revisions.
• Coordinate key administrative tasks such as travel reimbursement, purchasing and acquisition of supplies and equipment.
• Works with finance team members to resolves discrepancies and issues with stakeholders on faculty’s behalf.

Qualifications

Required qualifications:

• Bachelor’s degree required, with credentials in business, finance, or public administration preferred
• Minimum of three years of experience working with grants/contracts and building, overseeing, and managing budgets, federal funding preferred.
• Strong financial management skills including but not limited to budgeting and forecasting.
• Self-motivated with strong analytical skills and extreme attention to detail, able to exercise independent judgement and make appropriate decisions.
• Strong computer skills - ability to develop and perform complex calculations in Microsoft Excel and proficiency with a variety of software packages including Microsoft Outlook, Excel, Word, SharePoint, Adobe Pro, WebEx and Skype.
• Well-developed verbal and written communication skills, including an ability to understand complex problems, to collaborate and explore alternative solutions. Ability to organize thoughts and ideas into understandable terminology. Previous experience working across different cultures is preferable.
• Ability to multitask without loss of efficiency or accuracy, using strong organizational and time management skills and to communicate status of projects to key persons/decision makers on a proactive basis.
• Work and sustain attention with distractions and/or interruptions and work effectively under stressful circumstances, such as tight deadlines. Position may require flexible work hours to meet deadlines/deliverables.
• Position may require occasional travel to Uganda or other international locations (less than 10% of the time).
   

In addition to the required qualifications, the ideal candidate will have the following characteristics:

• Experience working with international research.
• Experience working with clinical trials.
• Comfortable working in a fast-paced environment. This includes the ability to perform multiple duties received from multiple sources and/or situations requiring speed.
• Experience working with international partners across time zones.

Our Commitment to Diversity

We are committed to cultivating a workplace in which diverse perspectives and experiences are welcomed and respected. We are proud to be an Equal Opportunity and VEVRAA Employer. We do not discriminate on the basis of race, color, religion, creed, ancestry, national origin, sex, age, disability, marital or veteran status, sexual orientation, gender identity, political ideology, or membership in any other legally protected class. We are an Affirmative Action employer. We encourage individuals with diverse backgrounds to apply and desire priority referrals of protected veterans. If due to a disability you need assistance/and or a reasonable accommodation during the application or recruiting process, please send a request to our Employee Services Center at escmail@fredhutch.org or by calling 206-667-4700.