Research Administrator II/III (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.

The Infectious Disease Sciences Administration and Operations team is hiring a full-time Research Administrator II/III to work with our Finance Team to support facultys' research operations. The position will prepare and submit competing grant and contract proposals and progress reports; and support other key fiscal monitoring, reconciliation, and administrative duties of the team.

Research Administrator II:

Design, develop, evaluate and interpret financial information systems and budget/fiscal policies and procedures for faculty and management in Infectious Disease Sciences Program related to federal grant and contract management. Perform complex technical fiscal analysis and financial reporting including planning and interpreting policies and regulations.

Under general direction, perform a variety of complex operating, capital budget or fiscal administrative support functions such as analyzing and developing budgets for grants, contracts, state funds, and program funds; assisting in the development of financial/fiscal policies; identifying project expenditure/revenue patterns; preparing analyses in support of program plans and budget requests; evaluating financial alternatives and recommending appropriate action; establishing and maintaining comprehensive fiscal record keeping systems; and recommending or implementing changes to fiscal information systems.

Research Administrator III:

Perform a variety of complex operating, capital budget or fiscal administrative support functions in an autonomous manner such as analyzing and developing budgets for grants, contracts, state funds, and program funds; assisting in the development of financial/fiscal policies; identifying project expenditure/revenue patterns; preparing analyses in support of program plans and budget requests; evaluating financial alternatives and recommending appropriate action; establishing and maintaining comprehensive fiscal record keeping systems; and recommending or implementing changes to fiscal information systems.

Responsibilities

Budget/Fiscal Support

• Develop, modify, and maintain multiple record keeping and reporting systems for varied and complex sources of funding; develop procedures for implementation, execution, control and review/audit of fiscal operations
• Develop, recommend, and/or establish expenditure forecasting for self-sustaining accounts; forecast fiscal needs/commitments; analyze policies and project fiscal impact
• Prepare budget projections, reconcile expenditures, and monitor the payroll changes
• Analyze, modify and recommend improvements in subsidiary and general fiscal record keeping systems; apply knowledge of accounts and program relationships, data flow, audit trails and internal controls to design and implement financial data systems
• Select, develop, implement and/or modify manual or automated fiscal reporting/tracking processes to address specific unit needs
• Partner with finance to resolve identified budget and expense issues
• Identify and discern discrepancies with expenses and escalate as needed

Funding Source Administration

• Lead the grant submission process for designated PIs by conducting key tasks such as: creation and communication of timelines to appropriate stakeholders, completion of nontechnical and assigned technical/non-scientific portions of submission, and oversight of institutional signoff
• Perform key post award activities such as: Interpreting the notice of award, flagging unique aspects or budget adjustments and monitoring and adjusting the teams’ commitments across the portfolio of projects based on awards
• Consult with funding agencies to resolve problems and/or obtain approval for deviation from authorized procedures or expenditures; advise and assist organization's staff regarding budgetary policies and procedures, account status
• Anticipate, coordinates and plans for all competing and non-competing reports/submissions

Regulatory Support

• Manage renewal timelines and ensure completion of regulatory documents in conjunction with IRB team for competing and non-competing reports/submissions
• Identify necessary regulatory components of submissions, confirm with IRB team that required items are in place and escalate issues as needed
• Determine impact of and develop implementation plans with IRB team in response to applicable regulatory changes and/or revisions to Center policies and procedures
• May serve as a central point of contact to answer questions, escalating issues as needed

Administrative Support

• Complete or delegate key administrative tasks such as travel coordination, editing CVs and publications, purchasing and maintenance of supplies and equipment
• Identify administrative issues for discussion with leadership
• Assist with the development of lower level staff
• May manage projects including occasional event planning and management
• May assist in the training and development of team members

Leadership

• May act as a resource for lower level staff

Clinical Trials Addendum

• Manage budget based on protocol (Core)
• Set up and pay bills to third parties (Core)
• Ensure regulatory documents are in place (CT)
• Responsible for Clinical Trials Billing including the creation of payment invoices
• Tracking and Auditing of procedures to ensure compliance (CT)
• Amend budget through the life of a study (Core)
• Attend study implementation meetings as needed (CT)
• Manage multi-site components (sub-awards) (Core)

Qualifications

Research Administrator II qualifications:

• Bachelor's degree in Accounting, Public Administration, or related field
• At least 2 years of work experience building, overseeing, and managing budgets
• Previous work experience in grants and contracts field is preferred
• Excellent written and verbal communication skills
• Strong computer skills—MS Word, Access, Adobe Acrobat and advanced knowledge of Excel required
• Demonstrated ability to multi-task in a fast-paced fiscal management environment
• Ability to adjust work-hours to meet grant deadlines, as needed
• Demonstrated ability to work effectively in a team environment as well as individually
• Ability to problem-solve and process information quickly with a high attention to detail

Research Administrator III qualifications:

• Bachelor's degree in Accounting, Public Administration, or related field
• Three or more years of work experience building, overseeing, and managing budgets
• Previous work experience in grants and contracts field is required
• Knowledge of relevant regulatory guidelines related to funding such as IRB, IACUC, MUA
• Excellent written and verbal communication skills. Ability to tailor communications to specific audiences
• Advanced computer skills:
  • MS Word, Access, Adobe Acrobat and advanced knowledge of Excel required
  • Working knowledge of Excel formulas and functions within Excel (e.g. working with Pivot Tables)
• Demonstrated ability to multi-task in a fast-paced fiscal management environment
• Ability to adjust work-hours to meet grant deadlines, as needed
• Demonstrated ability to work effectively in a team environment as well as individually
• Ability to problem-solve and process information quickly with a high attention to detail

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.