Research Administrator II/III-Infectious Disease Sciences

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 to 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 Administrator II/III position supports the fiscal management operations of the Infectious Disease Sciences (IDS) Program. The position collaborates with internal and external stakeholders and partners including Principal Investigators, program, division and center staff, and sponsor organizations to ensure timely and accurate accounting and financial reporting of sponsored research in compliance with federal and external sponsor regulations and requirements.

Research Administrator II:

Responsible for designing, developing, evaluating and interpreting 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. The incumbent will perform complex technical fiscal analysis and financial reporting including planning and interpreting policies and regulations.

Under general direction, this position performs 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:

This position will co-manage the preparation, interpretation and analysis of financial data, and is responsible for the management and administration of sponsored and non-sponsored research project funds. (Pre and Post award management)

The incumbent works with minimal supervision and reports to the Senior Manager of Research Finance in the Infectious Disease Sciences Program. The Research Administrator III will design, develop, and be responsible for overseeing and managing budget/fiscal systems, policies, and procedures for grant and contract budgets for Principal Investigators and management staff. They are expected to use initiative and sound judgment in carrying out responsibilities within the framework of the appropriate funding source/agencies policies and procedures.

They provide highly responsive, efficient support services and has a broad range of responsibilities including: establishes and maintains comprehensive fiscal record keeping systems including: budget monitoring and reporting for grants management, subcontract oversight and special project support in support of the program.

This role will have the opportunity to work partially at our campus and remotely.

Responsibilities

This position serves as the liaison for funding issues related to grant, contract, subcontracts, clinical trial budget management and support with an increasing workload for these types of studies in IDS. In this area of responsibility, the RA interprets and ensures compliance with sponsor (federal and industry) guidelines and maintains and manages study payments and milestones.

• Develop and guide cost analysis process by establishing and enforcing policies and procedures; providing trends and forecasts; explaining processes and techniques; recommending actions to PIs and program leadership. Performs professional financial and budget analysis for PIs and program leadership promoting strategic decision-making and fiscal responsibility, using research business metrics to clarify all decision-making support optimal decision-making and cost management.
• Develop, modify, and maintain multiple record keeping and reporting systems for varied and complex sources of funding. Oversee and co-manage monthly budgets to actual reporting, year-end summary analysis and trend reporting to program leadership and PIs, and analysis of significant variances at a program and project level. Utilize online financial system to monitor budgets and resolve problems. Ensure accuracy and integrity of financial information in the development of complex technical fiscal analysis and financial reporting to multiple sources according to strict guidelines and deadlines. Review project costing classification and integrity of data used in financial reports, proposing resolutions of discrepancies in financial data to management, as needed.
• Assist in the annual budget process including analysis of submitted budgets compared to budget targets, preparation of summarization reports and communication of results to program leadership/PIs.

The position focuses on setting up of systems for industry-sponsored studies and working with Principle Investigators (PIs) and clinical research staff to maintain, monitor, track and manage study milestones and payments. Each clinical trial is unique as PIs work with a multitude of industry sponsors and each contract and study is unique based on enrollment criteria/eligibility, milestone tracking (e.g. patient visits, screen failures), complexity of reporting data, and close-out procedures.

• Manage/monitor sponsored and non-sponsored research projects funded with restricted contributions and communicate with program leadership/PIs for project approval and set-up, budget monitoring and project close-out. This includes: working closely with teams and sub-awarding institutions on managing sub award setup, billing and payments. Conduct all necessary steps in closing out of expired budgets including cost transfers, salary transfers, and verifying that all sponsor payments have been received.
• Oversee accounting for federal sponsored research grants, industry contracts, and other designated funds so that grants and contracts and non-sponsored research projects are managed in accordance with grantor and contractor requirements. Communicate with program leadership/PIs for project approval and set-up, budget monitoring and project close-out. This includes monitoring grant, contract, clinical trial, clinical research, foundation, operational, gift and discretionary budgets to document expenditures and verify proper accountability.
• Monitor non-sponsored research projects funded with restricted contributions and communicate with strategic planning initiative research administrators for project set-up, budgeting and close-out.
• Perform other financial analysis, grants management, and special projects as assigned.

Qualifications

Research Administrator II: 

• A high school diploma (or equivalent) and two years of relevant experience.
• Bachelors in Accounting or Finance preferred.
• Advanced proficiency in Excel (including Pivot Tables), PowerPoint, Access, SharePoint and Word.
• 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.
• Ability to work independently on multiple projects and communicate status of projects to key decision makers on a proactive basis. Position may require flexible work hours to meet deadlines/deliverables.
• Experience with Tableau, or similar data visualization tool preferred.
• Exposure to performing grant submissions and accounting or project cost accounting a plus. Familiarity with NIH rules/guidelines.
   

Research Administrator III:

• All qualifications of Research Administrator II, plus:
• A Bachelor’s degree or 3 years relevant experience. Bachelors in Accounting or Finance preferred.
• Minimum of 1 year experience managing federal and/or non-federal sponsored research.

Fred Hutch has a mandatory COVID-19 vaccine requirement, with exceptions only for approved medical or religious accommodations.
As a condition of employment, newly hired employees must provide proof of vaccination or initiate the accommodations process 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.