• Research Administrator III

    Job ID
    Regular Full-Time
    Fred Hutchinson Cancer Research Center
    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. The Center’s five scientific divisions collaborate to form a unique environment for conducting basic and applied science. Vaccine and Infectious Diseases Division (VIDD), works to eliminate or minimize the impact of globally significant infectious diseases. Within VIDD is the Statistical Center for HIV/AIDS Research & Prevention (SCHARP) which provides statistical support and data management to researchers worldwide in the fight against HIV/AIDS with active studies in the U.S., Africa, Latin America, Asia and Europe. Join us and make a difference! Careers Start Here. 


    Biostatistics, Bioinformatics, and Epidemiology  (BBE) and the Statistical Center for HIV/AIDS Research and Prevention (SCHARP) are looking for a Research Administrator III. The Research Administrator III will work independently and collaboratively to coordinate grant/contract proposals and renewal submissions; monitor project budgets; advise the Statistical Center for HIV/AIDS Research and Prevention (SCHARP) Director and its Senior Leadership Team of the current budget status and projections; and interact with Center personnel and external organizations regarding fiscal aspects of the projects/program.


    This is a multi-faceted position with a range of fiscal responsibilities. The individual in this position must be able to work independently and prioritize tasks to meet grant/contract submission and reporting deadlines for a very active research portfolio.  This individual will manage the day-to-day grant/contract operations associated with multiple large DAIDS (Division of AIDS) Network Grants, or equivalent, within the Biostatistics, Bioinformatics, & Epidemiology (BBE) program 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; resolve issues as needed for the timely conveyance of funds; and act in an advisory capacity for SCHARP’s Director and leadership team. The person will perform complex fiscal analyses and financial reporting, including strategic planning, problem solving, interpreting, reviewing and providing recommendations.


    Pre-Award Activity:

    • Work closely with SCHARP’s Director 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 SCHARP as it navigates the grant proposal process. Understands all parts of the application process and the different requirements of various funding sources.  Interpret Request for Applications (RFAs), create and communicate timelines, complete non-technical/non-scientific portions of the submissions, and oversee institutional signoff.
    • With input from SCHARP’s Director/Principal Investigator, 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.
    • Understand and has a facility with the range of forms that Fred Hutch and the various funding agencies require.
    • Secure the necessary signatures for grant and contract applications, and tracks the approval process to insure that all necessary permissions are documented prior to the grant/contract deadline for submission.
    • Identify sources for additional funding, supplements, and anticipates all competing and non-competing reports.


    Post-Award Activity:

    • Responsible for post-award oversight by reviewing and interpreting notice of award, create booking budgets, active management of commitments and budgets, prepare budget forecasts, monthly financial analyses and ad-hoc reports. Collaborate closely with SCHARP’s Director and leadership team, Principal Investigators, and other staff..
    • Initiate, review, and monitor subawards/subcontracts for spending and compliance.
    • 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 extensions.
    • 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.
    • Assist in the preparation and monitoring of Institutional Review Board (IRB) documentation, particularly as it relates to grants management.
    • Understands the policies and procedures of the NIH and other funding agencies in significant detail and tracks changes to those policies and procedures on a timely basis.
    • Participates as an active contributor in meetings.



    • BA in Accounting, Finance, Public Administration, or related field or equivalent experience
    • Three years in pre-award and post-award grant and contract management.
    • Knowledge of relevant regulatory requirements affecting sponsored research, and ability to apply this knowledge.
    • 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 complex budget development and use of reporting tools.
    • Advanced skills in Word, Excel (Pivot tables & formulas), Adobe Acrobat Pro, Outlook and Power Point. 
    • 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. 



    • Experience with National Institute of Health (NIH) awards, namely Cooperative Agreements.

    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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