• Research Administrator IV, Global Oncology

    Job ID
    12549
    Type
    Regular Full-Time
    Company
    Fred Hutchinson Cancer Research Center
    Location
    US-WA-Seattle
    Category
    Grants and Contracts
  • Overview

    Cures Start Here. At Fred Hutchinson Cancer Research Center, home to three Nobel laureates, interdisciplinary teams of world-renowned scientists seek new and innovative ways to prevent, diagnose and treat cancer, HIV/AIDS and other life-threatening diseases. Fred Hutch’s pioneering work in bone marrow transplantation led to the development of immunotherapy, which harnesses the power of the immune system to treat cancer. An independent, nonprofit research institute based in Seattle, Fred Hutch houses the nation’s first cancer prevention research program, as well as the clinical coordinating center of the Women’s Health Initiative and the international headquarters of the HIV Vaccine Trials Network. Careers Start Here.

     

    Fred Hutch Global Oncology (GO), a Cross-Divisional program overseen by the Director’s Office at Fred Hutchinson Cancer Research Center, has a mission to reduce the global burden of cancers, especially in low and middle-income countries, through the advancement of research and the development of new low-cost prevention and treatment strategies. A cornerstone of the program is a decade-long alliance with the Uganda Cancer Institute (UCI) that advances research, capacity building, and cancer care in Uganda.


    The Vaccine and Infectious Disease Division (VIDD) addresses the growing need for treatment and prevention strategies for infectious diseases worldwide. VIDD is comprised of four research programs—Biostatistics, Bioinformatics & Epidemiology, Global Oncology, Immunology & Vaccine Development, and Infectious Disease Sciences.

     


    This Research Administrator III/IV position is based in Seattle and is a part of a broader Finance team with members both in Seattle and Uganda. This position will report to the Finance and Administrative Manager in GO and to the Fiscal Manager in the Infectious Disease Sciences (IDS) Program in VIDD. The incumbent will collaborate with other GO staff based in Seattle to contribute to the program’s strategic objectives in an international research setting and is also expected to be integrated into the IDS Program administration and closely interacts and collaborates with the IDS financial, regulatory and administrative and operations teams. The Research Administrator III/IV will principally manage all aspects of GO’s international sponsored and philanthropic funding. Additionally, the Research Administrator III/IV will support IDS faculty by managing their sponsored and non-sponsored research portfolios, planning for and ensuring compliant and effective funding, budget and regulatory administration, and general administrative support of assigned Principal Investigators and their research groups. The Research Administrator III/IV works autonomously and is expected to use initiative and sound judgment in operating within the framework of programmatic policies and procedures.

    Responsibilities

    GO International Financial Operations (50%)


    Pre/Post Award Grant Support

    • Works closely with PIs and/or their division research administrators to prepare all budget and related financial/administrative documents pertaining to the GO component (on and off-site) for all applicable grant applications and progress reports
    • Liaise with Ugandan colleagues for pertinent information regarding their respective sections, i.e. lab director, clinical trials director, and clinical project managers
    • Consult and provide financial approval for GO staff coverage (on and off-site) on PI studies and coordinate with relevant HR staff, advising of funds, to hire or retain personnel to implement research projects
    • Advise PIs on relevant financial/budgetary issues and develop effective solutions

    Research and Finance Operations

    • Participate as part of the broad finance team, regularly liaising with international colleagues
    • Manage GO’s international industry sponsored clinical research and philanthropic funding sources
      • Takes the lead in preparing budgets and all other related financial/administrative documents, enters in Hutch Grants, and prepares any required reporting
      • Works directly with industry sponsor contacts and Fred Hutch Clinical Research Services or philanthropic sponsor contacts and Fred Hutch Philanthropy regarding agreements, required reporting materials, invoicing, or to resolve any related questions or issues
    • Regular and timely budget-to-actual reporting of international industry sponsored clinical research and philanthropic funding sources. Maintain current projection worksheets and create new ones, as needed, and update on a monthly and ad hoc basis. Prepare cost transfers, as needed
    • Pro-actively partner with clinical project managers, in Uganda or other international settings, to ensure effective financial administration of all GO studies
    • Review and approve procurement requests, FMS requisitions, and OnBase invoices for all GO studies. Coordinate with division research administrators, as applicable
    • Prepare ad hoc budget copy requests for all GO studies and revising them, as needed (e.g. regular requests for copies of salary redacted budgets for clinical project managers or truncated budget requests for various Ugandan regulatory offices)
    • Liaise with appropriate regulatory staff in Seattle to track status of regulatory approvals and subsequent financial regulatory forms for all GO studies
    • Support the capacity development of international collaborator’s grants administration office
      • Conduct in-person training and serve as a resource
    • Manage the GO Finance SharePoint site, optimizing design and layout, updating relevant information, uploading documents with the appropriate tagging to ensure consistency within the libraries, and maintaining user access
    • Responsible for updating effort monthly for all GO staff (on and off-site) for GO Finance Manager review and subsequently entering effort in FMS for approvals
    • Review all GO ProCard statements monthly for GO Finance Manager approval
    • Develop a thorough understanding of the Fred Hutch HARP, FMS, and OnBase systems and create new reports and tools in alternate programs (i.e. Microsoft Excel), as needed
    • Perform related duties as assigned

    Infectious Disease Sciences Program/VIDD (50%)


    Budget/Fiscal Support

    • Develop, monitor, track and project budgets for a complex portfolio of projects with multi-variable aspects (multi-site, sub awards etc.)
    • Develop, run and analyze reports to identify issues and develop recommendations
    • Develop customized report formats to share information with broad audiences across the organization
    • Independently determine proper placement for expenses and correct errors to ensure accuracy
    • Prepare budget projections, reconcile expenditures, and monitor the payroll changes

    Funding Source Administration

    • Provide strategic guidance in consultation with IDS Fiscal Manager on grant submissions and post award activity by conducting tasks such as:
      • Working with faculty and Program Operations Director/Fiscal Manager to develop strategies for responses/requests
      • Securing the necessary signatures for grant and contract applications through IDS/VIDD, and tracking approval process to ensure appropriate documentation
      • Consulting with funding agencies and/or respective Center departments to resolve problems on processes, procedures and/or expenditures

    Regulatory Support

    • Supports IDS regulatory team to ensure completion of regulatory documents as per requirements
    • Assist IDS regulatory staff to determine impact of and develop implementation plans in response to applicable regulatory changes and/or revisions
    • Serve as a central point of contact to answer questions and facilitate solutions on research compliance matters

     

    Administrative Support

    • Identify the administrative and personnel needs for the PI(s) for discussion with IDS leadership team; prioritize and ensure related tasks are completed
    • Coordinate key administrative tasks such as travel reimbursement, purchasing and acquisition of supplies and equipment
    • Works with IDS Fiscal Manager to resolves discrepancies and issues with stakeholders on PI’s behalf

    Qualifications

    Minimum requirements:

    • Bachelor’s degree required, with credentials in business, finance, or public administration preferred
    • Minimum of three years of experience working with grants/contracts and building, overseeing, and managing budgets, federal funding preferred
    • Self-motivated with strong analytical skills and extreme attention to detail, able to exercise independent judgement and make appropriate decisions
    • Strong computer skills - ability to develop and perform complex calculations in Microsoft Excel and proficiency with a variety of software packages including Microsoft Outlook, Excel, Word, SharePoint, Adobe Pro, WebEx and Skype
    • 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. Previous experience working across different cultures is preferable
    • Ability to multitask without loss of efficiency or accuracy, using strong organizational and time management skills and to communicate status of projects to key persons/decision makers on a proactive basis
    • Work and sustain attention with distractions and/or interruptions and work effectively under stressful circumstances, such as tight deadlines. Position may require flexible work hours to meet deadlines/deliverables
    • Position may require occasional travel to Uganda or other international locations (less than 10% of the time)

    In addition to the required qualifications, the ideal candidate will have the following characteristics:

    • Experience working with international research
    • Experience working with clinical trials
    • Comfortable working in a fast-paced environment. This includes the ability to perform multiple duties received from multiple sources and/or situations requiring speed.
    • Experience working with international partners across time zones

    Our Commitment to Diversity

    We are committed to cultivating a workplace in which diverse perspectives and experiences are welcomed and respected. We are proud to be an Equal Opportunity and VEVRAA Employer. We do not discriminate on the basis of race, color, religion, creed, ancestry, national origin, sex, age, disability, marital or veteran status, 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 escmail@fredhutch.org or by calling 206-667-4700.

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