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The Research Administration Manager I (RAM I) will be responsible for the successful pre- and post-award management of grants and contracts of the sponsored research portfolio of the Biostatistics, Bioinformatics, and Epidemiology (BBE) Program in the Vaccine and Infectious Disease Division (VIDD). They prepare, negotiate, administer, and maintain grant budgets in accordance with the proposal or application guidelines, statement of work, or Notice of Award. They ensure compliance with all sponsor rules and regulations. They ensure the accuracy of project budgets and contracts, reconcile expenditures throughout project life-cycle, and track progress of awards from pre-award to project closeout.
This role closely interacts with program principal investigators (PI), faculty and staff, and collaborators within and outside of the Fred Hutch. The RAM I establishes and maintains professional relationships with award sponsors and regulatory agencies. They also advise PIs and the BBE Program Operations Director (POD) on relevant matters, develop effective solutions to research administration issues, and provide input to broader program and division planning as needed. The RAM I supervises the team of Research Administrators and is responsible for their performance management, professional development, and handling any HR actions related to the team. They also participate in program, divisional or institutional improvement projects and problem resolution related to research administration. This position reports to the BBE POD.
This position works independently in developing goals for the BBE Research Administration team and determines how to accomplish those goals. The incumbent must be comfortable managing in a matrixed organization receiving work direction from PIs and BBE leadership.
- Support BBE faculty (and trainees, as applicable), performing all pre-and post-award activities per NIH or other sponsoring institutions including the Bill & Melinda Gates Foundation; developing budgets for assigned grants, contracts or other funding requests; coordinate preparation of appropriate forms for grants/contracts and agreements and ensure all applications are fully compliant with institutional, federal, state, and local policies and regulations.
- Manage assigned subcontract administration awarded by BBE faculty.
- Manage assigned BBE faculty award programs, trainee support programs, emerging opportunity award programs, and pilot project programs including pre- and post-award administration, managing the application process.
- Interface with faculty to develop, negotiate, and manage highly complex sponsored budgets, working to anticipate new project support needs and budget accordingly and ensure budgets are amended to reflect revisions to related statements of work.
- Provide ongoing cost analysis for studies to ensure sponsored 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 workstreams and clear timelines, communicating between stakeholders, and holding accountable the team members whose input is required.
- Ensure project invoices are submitted and sponsor payments are received in a timely manner.
- Coordinate project audits and close-outs.
Research Administration Team Leadership:
- Track the BBE grant portfolio (i.e. active and pending awards) and provide summaries to BBE program leadership as requested.
- Oversee all grant application activities and award funding compliance, resolving all escalated issues to ensure successful submissions.
- Oversee all submissions to Institution Review Office (IRO) and other regulatory committees; resolve all escalated issues.
- Develop short and long term goals, procures necessary resources and determines courses of action to accomplish goals for the research administration function.
- Supervise BBE Research Administration staff to include hiring, performance evaluation, professional development, handling disciplinary action, layoff and termination issues.
- Work with Center and VIDD Admin to continuously identify operational issues and areas of improvement to ensure optimum conduct of research studies.
- Participate in divisional or institutional improvement projects and problem resolution related to research administration.
- Bachelor’s degree in Business Administration, Public Administration, or related field; an equivalent combination of education and experience may be substituted for minimum education requirement
- Minimum of five years experience in pre-award and post-award research administration or grants and contracts management, ideally managing Federal or State sponsored awards in a complex, multi-faceted portfolio
- At least three years of experience managing direct reports and conducting performance appraisals
- Experience with business development and industry sponsored contracts
- Experience with regulatory agencies and reviewing IRB and IACUC administrative documents
- Knowledge of relevant regulatory requirements affecting sponsored research, and ability to apply this knowledge to their portfolio and share with the Research Administration team
- Ability to navigate complex internal systems and departments while exercising sound judgement and discretion
- Proficient with complex budget development and use of financial reporting tools
- Excellent time management and prioritization skills, with the ability to effectively manage multiple and competing demands
- Excellent written and oral communication skills and the ability to communicate effectively with faculty and staff in a variety of roles
- Intermediate skills in Word, Adobe Acrobat Pro, and Outlook
- Advanced skills in Excel including familiarity with pivot tables and look up tables
- The ability to work independently, soliciting direction or assistance from the Program Operations Director as required
- Highly organized and detail oriented
- Demonstrated ability to work successfully as part of a diverse team with a commitment to equity and inclusion
- A cover letter is required for this position
- Master of Business Administration (MBA) or Master of Public Administration
- Seven years of progressive experience in research administration or grants and contracts administration
- Experience with contract negotiation and vendor management
- Experience working in a research organization, a university/medical school setting, or other complex non-profit organization