Research Administrator IV, HVTN

Overview

Fred Hutchinson Cancer Center is an independent, nonprofit organization providing adult cancer treatment and groundbreaking research focused on cancer and infectious diseases. Based in Seattle, Fred Hutch is the only National Cancer Institute-designated cancer center in Washington.

With a track record of global leadership in bone marrow transplantation, HIV/AIDS prevention, immunotherapy and COVID-19 vaccines, Fred Hutch has earned a reputation as one of the world’s leading cancer, infectious disease and biomedical research centers. 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 value collaboration, compassion, determination, excellence, innovation, integrity and respect. These values are grounded in and expressed through the principles of diversity, equity and inclusion. Our mission is directly tied to the humanity, dignity and inherent value of each employee, patient, community member and supporter. Our commitment to learning across our differences and similarities make us stronger. We seek employees who bring different and innovative ways of seeing the world and solving problems. Fred Hutch is in pursuit of becoming an anti-racist organization. We are committed to ensuring that all candidates hired share our commitment to diversity, anti-racism and inclusion.

Headquartered at Fred Hutch, the HIV Vaccine Trials Network (HVTN) is the world's largest publicly funded multi-disciplinary international collaboration facilitating the development of vaccines and antibodies to prevent HIV/AIDS. The HVTN’s mission is to fully characterize the safety, immunogenicity, and efficacy of HIV vaccine candidates with the goal of developing a safe, effective vaccine as rapidly as possible for prevention of HIV globally. To date, the Network has conducted the majority of the published, presented, or ongoing clinical trials of preventive HIV vaccines worldwide. In the process, we have gained tremendous experience in implementing an innovative global scientific organization, which combines the intellectual robustness and creativity of academia with the focus and infrastructure of industry. The HVTN has also expanded the scope of preventative infectious disease work to include the intersecting pandemic of TB by working with collaborators to evaluate novel TB vaccine approaches.

The HVTN is looking for a Research Finance Administrator IV. 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 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. This position reports to the HVTN Director of Finance.

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 Director of Finance 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 Director of Finance, 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

• Bachelors degree required or 4 years of relevant experience.
• Minimum of 3 years’ experience managing federal and/or non-federal sponsored research.
• Experience with National Institute of Health (NIH) awards, namely Cooperative Agreements, preferred
• Prior experience as a research fiscal administrator preferably with principal investigators/academics
• 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

The annual base salary range for this position is from $88,670 to $132,974, and pay offered will be based on experience and qualifications.  

Fred Hutchinson Cancer Center offers employees a comprehensive benefits package designed to enhance health, well-being, and financial security. Benefits include medical/vision, dental, flexible spending accounts, life, disability, retirement, family life support, employee assistance program, onsite health clinic, tuition reimbursement, paid vacation (12-22 days per year), paid sick leave (12-25 days per year), paid holidays (13 days per year), paid parental leave (up to 4 weeks), and partially paid sabbatical leave (up to 6 months).