Research Finance Administrator, CoVPN and HVTN

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.

At Fred Hutch, we believe that the innovation, collaboration, and rigor that result from diversity and inclusion are critical to our mission of eliminating cancer and related diseases. We seek employees who bring different and innovative ways of seeing the world and solving problems. Fred Hutch is in pursuit of becoming an antiracist organization.  We are committed to ensuring that all candidates hired share our commitment to diversity, antiracism, and inclusion.   

The HIV Vaccine Trials Network (HVTN) is the world’s largest publicly funded multi-disciplinary international collaboration facilitating the development of vaccines to prevent HIV/AIDS. Most recently, the COVID-19 Prevention Network (CoVPN) was formed by the National Institute of Allergy and Infectious Diseases (NIAID) at the US National Institutes of Health to respond to the global pandemic. Using the infectious disease expertise of their existing research networks and global partners, NIAID has directed the HVTN to utilize their experience and expertise to address the pressing need for vaccines and antibodies against the SARS-CoV-2 virus. The mission of CoVPN is to conduct Phase 3 Efficacy Trials to prevent infection and COVID-19 disease. CoVPN will work to develop and conduct studies to ensure rapid and thorough evaluation of United States government-sponsored COVID-19 vaccines and antibodies for the prevention of COVID-19 disease.

JOB SUMMARY
The HVTN and CoVPN are looking for a Research Administrator II. This is a multi-faceted position with a range of fiscal responsibilities. This individual will assist with submission of expense reports, invoicing processing, and day-to-day grant/contract operations associated with multiple large DAIDS (Division of AIDS) Network Grants, or equivalent, within HVTN and CoVPN in the Vaccine and Infectious Disease Division. This includes but is not limited to monthly reconciliation and financial reporting; developing, modifying, and maintaining shadow-books and ad-hoc reports using complex excel formula heavy tools; and resolve issues as needed for the timely conveyance of funds. The person will perform fiscal analyses and financial reporting, including strategic planning, problem solving, interpreting, reviewing and providing recommendations.

For more information on the CoVPN, please see: 

https://www.coronaviruspreventionnetwork.org/understanding-clinical-studies/

Responsibilities

Perform some or all of the following responsibilities:

• Assist with expense approval and invoice processing, assuring that charges are appropriate, invoices are paid in a timely manner, and charges are allocated to the correct budget
• Manage payments, invoices, sub-awards, and cost-transfers, ensuring compliance with funder and institutional policies
• Review and process monthly sub-recipient and other invoices and expense reports
• Understand and has a facility with the range of forms that Fred Hutch and the various funding agencies require
• Assist with initiation, review, and monitor subawards/subcontracts for spending and compliance
• Assist with employee effort reporting for programmatic personnel, across projects and awards
• Maintain and enhance 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
• Understanding of NIH policies and procedures and other funding agencies in significant detail and stays abreast of changes to those policies and procedures on a timely basis
• Assist Fiscal Manager and leadership team and other Faculty and Principal Investigator(s) to prepare and submit grant and contract applications to funding agencies, ensuring all forms are completed correctly, all content is included, and the application receipt deadline is met
• Assists in navigating the grant proposal process. Create and communicate timelines, complete non-technical/non-scientific portions of the submissions, and assist if requested with institutional signoff.
• With input from Fiscal Manager, develop the budget and related financial portions of the application. This may include international and domestic subawards. Ensures that content is accurate, complete, and in compliance with the governing regulations.
• Offer editing and formatting assistance with proposals, ensuring sponsor requirements are met. Review all sections for consistency of terms, clarity of writing, and response to application instructions.
• Use appropriate tools of the Finance section to document the chronology of grant/contract preparation and administration in order to keep colleagues and supervisor informed of the most current status
• Maintain grant/subcontract files in electronic format
• Works directly with Fred Hutch Office of Sponsored Research staff to resolve questions and issues related to grants and contracts, including closeout, cost transfers, supplement requests, carry-forwards, funder invoice backup requirements, interim reporting, re-budgeting, and no cost extension
• Assist with annual budget sub-recipient budget review process, including detailed analysis of clinical trial site budgets, and reporting for HVTN Executive Management Team and other HVTN managers
• Assist in preparation of annual and other financial reports to funders such as NIAID and Bill and Melinda Gates Foundation (BMGF)
• Participates as an active contributor in meetings
• Other duties as assigned

Qualifications

• HS diploma or equivalent experience
• Two to three years in pre-award and post-award grant and contract management desired
• Effective and professional oral and written communication skills, with the ability to tailor communications to specific audiences
• Ability to navigate complex internal systems and departments while exercising sound judgement and discretion
• Proficient with budget development and use of reporting tools
• Advanced skills in Word, Excel (Pivot tables & formulas), Adobe Acrobat Pro, Outlook and Power Point desired
• Excellent time management and prioritization skills, with the ability to effectively manage multiple and competing demands
• Demonstrated ability to function independently while exercising skill and informed professional judgment
• Highly organized and detail oriented
• Demonstrated ability to work successfully as part of a diverse team

PREFERRED QUALIFICATIONS:

• BA in Accounting, Finance, Public Administration, or related field or equivalent experience
• Experience with National Institute of Health (NIH) awards, namely Cooperative Agreements, preferred
• Four years of relevant experience
• Prior experience as a research administrator preferably with principal investigators/academics

A statement describing your commitment and contributions toward greater diversity, equity, inclusion, and antiracism in your career or that will be made through work at Fred Hutch is requested of all finalists.

Our Commitment to Diversity

We are proud to be an Equal Employment Opportunity (EEO) and Vietnam Era Veterans Readjustment Assistance Act (VEVRAA) Employer. We are committed to cultivating a workplace in which diverse perspectives and experiences are welcomed and respected. We do not discriminate on the basis of race, color, religion, creed, ancestry, national origin, sex, age, disability (physical or mental), marital or veteran status, genetic information, 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 hrops@fredhutch.org or by calling 206-667-4700.