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POSITION PURPOSE This position provides overall research program support for multiple externally-funded research projects and groups under the general direction of multiple Principal Investigators (PIs). Facilitate pre-award proposal preparation and award reporting processes, interacting with Department and University offices and research personnel related to PI groups and projects. Provide broad and extensive administrative support for multiple PIs and their research personnel (e.g., graduate students, postdoctoral scholars, visiting researchers, academic and research collaborators) from across the University and at outside institutions, with in-depth knowledge of departmental, institutional, external agency, and governmental guidelines, policies, and regulations.
DUTIES AND RESPONSIBILITIES Financial Management
Collaborate with multiple PIs in strategic planning for the acquisition of extramural program and project funding. Coordinate proposal preparation for individual PIs and collaborative multi-PI grants. Integrate information from multiple sources to ensure that research proposals meet the necessary requirements of applicable funding agencies and the University. Draft budgets and language, obtain supporting materials, create eGC1s and assemble proposals, coordinate approvals needed from other UW departments, and ensure timely routing through relevant academic units and the Office of Sponsored Projects (OSP) to the appropriate funding agency.
Manage the reporting process for funding awards. Work with multiple PIs and respective critical research personnel to draft required interim and final reports for submission to funding agencies.
Oversee and track funding portfolio for multiple PIs. Monitor expenditures for research projects and groups, track current and planned funding commitments (e.g., support for graduate student and postdoctoral researchers), and monitor award timelines and renewal periods.
Provide budgetary projections for research projects and groups, make budgetary allocations to support research personnel and draft alternate allocations based on accurate understanding of current and pending commitments and awareness of recent and/or upcoming changes in departmental, institutional, external agency, and government policies or regulations.
Manage research projects for multiple PIs, overseeing timelines and other details as assigned by PIs to ensure that projects are successfully executed and completed within time frames to meet research objectives. Work to develop strategies for data collection and management and coordinate multiple data collection efforts for research projects, working with collaborating institutions or agencies as needed. Work with PIs to execute appropriate management of problems and concerns, communicating with project teams and funding agencies or significant parties. Oversee the assembly and submission of interim reporting required to ensure that projects are moving toward timely completion and achievement of research objectives, and final project reporting.
Manage project output and research activities for multiple PIs, tracking and documenting information about publications, presentations, pending/current/completed grant funds, individual honors, awards, and recognition, and other information and metrics pertaining to the research and academic activities and progress of PIs and researchers. Ensure PI output is compliant with University and agency policies (e.g., published results of NIH-funded research must fulfill NIH public access policy).
Coordinate with University and extramural offices and agencies as needed to ensure broad and extensive administrative support for PIs and their research personnel (e.g., data collection, document assembly, drafting of reports, recommendations, and manuscripts).
Independently execute related projects in support of the research projects and groups for multiple PIs.
Oversee recruitment of research personnel, primarily at the postdoctoral level. Coordinate all aspects of interviews and visits including travel arrangements, full itineraries and visit schedules, and travel reimbursements, and serve as the primary contact for incoming researchers.
Coordinate travel arrangements for multiple research groups and outside collaborators, speakers, and visitors. Obtain required pre-travel approvals, handle conference, travel, and lodging reservations, provide full itineraries to all travelers, and handle additional issues required for foreign nationals or international travel. Oversee the travel reimbursement process, with efficient and skillful completion of any required documentation and routing of requests and reports.
Draft and edit technical reports and manuscripts for publication and/or presentation. Manage schedule to ensure timely submission to meet deadlines, obtain supporting materials, understand established guidelines and requirements for publication, and assist with submission as needed.
Design, create, edit, and update web-based materials as directed by PIs (e.g., research project or group information, notices for internal or external use), working with technical staff and others as needed.
Coordinate graduate and undergraduate course materials to support PI instructional activities.
Perform additional related duties, as needed.
REQUIREMENTS Bachelor’s degree in chemistry, biochemistry, public health, public administration, or a similar STEM field and at least two years of relevant professional work experience, or an equivalent combination of education and experience.
A degree and/or prior work experience in chemistry or a related field.
The ideal candidate will be enthusiastic and self-motivated, with the ability to adjust to evolving program needs, use available resources to solve problems, and take initiative regarding ideas, suggestions, or solutions to best meet PI, program, and unit goals.
Excellent time-management and organizational skills and the ability to independently manage work priorities across multiple complex projects, meeting stringent timelines.
Ability to perform tasks independently with precision, accuracy, and meticulous attention to detail in an intense work environment.
Strong interpersonal and collaborative skills to work with large, diverse groups, strong interpersonal skills, excellent written and oral communication.
Experience with standard office software (e.g., Word, Excel, Access), reference management tools, email, financial modeling and budget preparation in Excel.
Experience with Mac- and Windows-based computing; ability to switch freely for cross-platform use.
Experience with scientific manuscript preparation and editing.
CONDITIONS OF EMPLOYMENT
May require occasional work outside of normal working hours for specific deadlines or special events.
Application Process: The application process for UW positions may include completion of a variety of online assessments to obtain additional information that will be used in the evaluation process. These assessments may include Work Authorization, Cover Letter and/or others. Any assessments that you need to complete will appear on your screen as soon as you select “Apply to this position”. Once you begin an assessment, it must be completed at that time; if you do not complete the assessment you will be prompted to do so the next time you access your “My Jobs” page. If you select to take it later, it will appear on your "My Jobs" page to take when you are ready. Please note that your application will not be reviewed, and you will not be considered for this position until all required assessments have been completed.
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