Research Administration Manager II

Overview

Fred Hutchinson Cancer Center is an independent, nonprofit, unified adult cancer care and research center that is clinically integrated with UW Medicine, a world leader in clinical care, research and learning. The first National Cancer Institute-designated cancer center in the Pacific Northwest, Fred Hutch’s global leadership in bone marrow transplantation, HIV/AIDS prevention, immunotherapy, and COVID-19 vaccines has confirmed our reputation as one of the world’s leading cancer, infectious disease and biomedical research centers. Based in Seattle, Fred Hutch operates eight clinical care sites that provide medical oncology, infusion, radiation, proton therapy, and related services, and network affiliations with hospitals in five states. Together, our fully integrated research and clinical care teams seek to discover new cures for the world’s deadliest diseases and make life beyond cancer a reality.

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 Research Administration Manager (RAM) will be primarily responsible for the fiscal management and daily administrative operations of scientific projects conducted within the Program in Immunology, in the Clinical Research Division (CRD). This position may also support other scientific areas, as the composition of the CRD faculty changes. The RAM, in close partnership with the Principal Investigator(s) prepares, negotiates, administers, and maintains study budgets in accordance with the study statement of work and collaborates with post award fiscal research administration partners to coordinate all financial activities associated with pre-clinical and clinical trial protocols. Assures accuracy of project budgets and contracts, reconciles expenditures throughout project lifecycle and prepares forecasts based on historical trends and anticipated changes. Tracks progress through the project startup process. The role also includes supporting personnel actions of all kinds.

This position reports to the Associate Vice President for the Clinical Research Division. This role interacts with Program in Immunology faculty and staff, Immunotherapy Integrated Research Center staff, patients, physicians, and other clinical providers and support staff within and outside of the Fred Hutch/University of Washington/Seattle Children’s consortium. The Research Administration Manager establishes and maintains professional relationship with study sponsors and regulatory agencies.

This position works independently in developing operational goals, determining courses of action to accomplish goals. The incumbent collaborates with PIs and interfaces with other departments as needed on administrative and strategic planning. They also advise PIs and the AVP on relevant matters, develops effectives solutions to administrative issues and provides input to broader program and division planning as needed.

Responsibilities

• Interface with Program in Immunology staff and others in the Center to develop, negotiate, and manage highly complex budgets, working directly with Program faculty and staff to anticipate new project support needs, budgeting accordingly and ensuring budgets are amended to reflect revisions to related statements of work
• Ensure project invoices are submitted, and sponsor payments are received in a timely manner
• Work closely with the Principal Investigator(s) to forecast and track project costs
• Coordinate project audits and close-out
• Provide ongoing cost analysis for studies to ensure projects are adequately funded; provide budget information to internal partners for negotiation of budget revisions with sponsors
• Track all projects in startup, developing plans with parallel work-streams and clear timelines, communicating between stakeholders, and holding accountable the team members whose input is required
• Work with all colleagues in various institutions and departments to identify operational issues and areas of improvement to ensure optimum conduct of research studies
• Develop both short and long-term goals for yourself and your team, assuming full responsibility for providing professional and excellent research administration
• May supervise administrative staff to include hiring, performance evaluation, professional development, handling disciplinary action, lay-off and termination issues
• Ensure timely, complete grant applications and ensure compliance with award funding and spending terms, resolving all escalated issues to ensure successful submissions
• Manage financial forecasting and budgets for the work unit, including development of related tools, requesting and tracking non-sponsored funding, managing all sub awards/contracts and related agreements, approving departmental purchases and consulting with faculty on funding opportunities
• Participate in various administrative committees
• Participate in divisional or institutional improvement projects and problem resolution related to research administration

Qualifications

Minimum Qualifications

• Bachelor’s degree in Accounting, Finance, Public Administration, or related field or equivalent experience
• Five years in pre-award and post-award grant and contract management
• Experience with industry sponsored contracts
• Knowledge of relevant regulatory requirements affecting sponsored research, and ability to apply this knowledge
• At least three years of management experience with direct reports and conducting performance appraisals
• 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 complex budget development and use of reporting tools
• Proficient in fiscal and budgetary management
• Intermediate skills in Word, Adobe Acrobat Pro, and Outlook
• Intermediate skills in Excel including familiarity with pivot tables
• 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
• Excellent written and oral communication skills and the ability to communicate effectively with personnel in a variety of roles

Preferred Qualifications

• Master’s degree
• Seven years of progressive experience in administration and grant and contraction administration
• The ability to work independently, soliciting direction or assistance from the Program Head as required
• Experience with contract negotiation
• Experience reviewing IRB and IACUC administrative documents
• Experience working in a research organization, a university/medical school setting, or other complex non-profit organization

In addition to job duties at Fred Hutch, this position also requires access to Seattle Cancer Care Alliance, which requires COVID-19 vaccination without exceptions.
Accordingly, as a condition of employment for this Fred Hutch position, newly hired employees must provide proof of vaccination before their first day of employment.

A statement describing your commitment and contributions toward greater diversity, equity, inclusion, and antiracism in your career or that will be made through your 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.