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Company name
University of Washington

Seattle, WA

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University of Washington

Location Seattle, Washington, United States

Salary Not specified

Job type Employee

Category Accounting / Financial Services,Administrative / Office,Customer Service,Health Care,Labor / Maintenance

Job status N/A

Posted on Feb 07, 2018

Job code ******


Return to Job list NNLM SPECIALIST Req #: ****** Department: UW LIBRARIES Job Location: Health Sciences Center Posting Date: 02/07/2018 Closing Info: Open Until Filled Salary: $3,995-$5,368 Union Position: Yes This classification is governed by a negotiated labor contract and is subject to union shop provisions. For more information about union shop provisions, visit Union Information Shift: First Shift Notes: As a UW employee, you will enjoy generous benefits and work/life programs. For detailed information on Benefits for this position, click here. As a UW employee, you have a unique opportunity to change lives on our campuses, in our state and around the world. UW employees offer their boundless energy, creative problem solving skills and dedication to build stronger minds and a healthier world. UW faculty and staff also enjoy outstanding benefits, professional growth opportunities and unique resources in an environment noted for diversity, intellectual excitement, artistic pursuits and natural beauty. All of which has allowed the UW to be nationally recognized as a Great College to Work For for four consecutive years. The UW Libraries is one of the largest and most innovative libraries in North America with extensive collections in print, electronic, and other formats. Providing services to three campuses, the UW Libraries also plays a significant leadership role regionally and throughout the profession. The UW Libraries is recognized for its excellent service, innovative learning and research spaces, collaborative approaches, extensive assessment efforts and diverse award-winning staff.UW Libraries has an outstanding opportunity for a National Network of Libraries of Medicine Specialist. This position supports the operations of the National Network of Libraries of Medicine, Pacific Northwest Region (NNLM PNR) University of Washington / National Institutes of Health (NIH) cooperative agreement encompassing activities of the NNLM PNR and NNLM Evaluation Office (NEO) programs. Areas of responsibility include: developing and writing proposals and external communications; compiling and writing progress and final reports; providing pre- and post-award management for the primary award and sub awards; and managing budget allocations and fiscal procedures in compliance with UW and NLM cooperative agreement policies and regulations. The UW NNLM program is housed in the Health Sciences Library (HSL). The HSL is a unit of the University Libraries. It is a leader among the national community of academic health sciences libraries and has long been known for innovative information management programs and services.DUTIES:Grant (Cooperative Agreement) and Subaward Management

- Organize, monitor and facilitate departmental tasks to develop the five year proposals and administrative supplements for the cooperative agreement.

- Develop cooperative agreement budgets in coordination with program directors and PI, and write budget justifications for program proposals.

- Organize, monitor and facilitate the development of sub award recipients internal year progress reports and proposals, including assisting internal and external sub award recipients with all aspects of the process. Ensure sub award recipients proposals and progress reports are received by deadline.

- Use grant submission systems to enter and submit cooperative agreement proposal and progress report information and documents; submit proposals and progress reports in coordination with the UW Office of Sponsored Programs (OSP) and other UW departments as necessary, including preparation of the UW eGC-1 grant application form.

- Act as primary contact for the sub award administrator in OSP pertaining to any primary award or sub award matter. Act as the programs department contact for UW Grant and Contract Accounting (GCA), and other UW departments, such as Procurement Services and the Equipment Inventory Office.

- Track cooperative agreement funding allocations.

- Perform tasks related to opening and closing program budgets, and closing cooperative agreement, including monitoring to ensure GCA financial reports are submitted to sponsor.

- Process outreach sub awards per the cooperative agreement, including: serving as contact for subrecipients; entering sub award information into SAGE if required; purchase order setup; sub award monitoring re payments and reporting; troubleshooting invoice issues; closing. Continually develop and maintain internal tracking system for award funding process.

- Prepare budget analyses and narrative in support of potential program plans and ad hoc budget-related requests including:- Prepare, compile, and provide budget expense reports on demand.- Identify trends and notify NNLM PNR/NEO directors of possible over- or under-spending.- Produce balance projection reports on demand.- Suggest/Draft solutions when cooperative agreement-related questions arise.

- Coordinate verification of Grant and Contract Certification reports.

- Oversee and improve all fiscal operations to achieve accuracy, efficiency, and compliance with state and federal/sponsor policies and regulations. After budget turnover, ensure UW departments charging program budgets are notified of new budgets, and ensure new budgets are available and default in pertinent UW systems; Act as liaison to UW Libraries payroll manager for payroll matters.

- Assist in managing fiscal and other agreement records in compliance with the appropriate UW records retention schedule. Program Operations

- Develop or assist in developing department policy regarding cooperative agreement activities, especially fiscal-related activity.

- Reconcile 3-6 program budget Reconciliation and Summary reports and update department shadow bookkeeping system, taking corrective action when needed. Notify program directors when the Reconciliation reports are ready for their approval.

- Reconcile accounts for 4 UW credit cards and maintain department tracking of credit card purchases, taking corrective action when needed.

- Purchasing/Payables-related: Purchase and receive programs non-supplies items (hardware, software, services and memberships). Pay invoices. Process travel and other staff reimbursements.

- Track equipment-related: Tag equipment and inventory if needed. Track equipment (including Surplus/Transfer). Take physical inventory as required by UW Equipment Inventory Office. During the annual equipment insurance renewal process, review/add/delete equipment, and renew insured items for the coming year.Program communications

- Develop and disseminate explanatory and publicity material about PNR/NEO programs and services.

- Compile, analyze and summarize progress and outcomes-based results for external communications with the sponsor, program advisors, and regional stakeholders.

- Monitor and update outreach project and national exhibit program records in sponsor systems.

- Attend weekly meetings for program discussion and take minutes in rotation.

- Contribute posts of interest about the program to the region on the PNR Twitter account.

- Contribute to the maintenance of the NN/LM PNR website, especially regarding funding opportunities. Ensure resources included on the NN/LM PNR Web site are compliant with requirements in Section 508 of the Rehabilitation Act of 1973.

- Understands and abides by the Libraries Personal Communication Responsibilities. Communicates appropriately, effectively and positively. Plays an active role in staying informed and participating in Libraries and unit meetings, activities and events.REQUIREMENTS:A Bachelors Degree with major study in accounting, business administration, or related field and two years of work experience as a Fiscal Specialist II or Budget/Fiscal Analyst, or equivalent combination of education/experienceAdditional Requirements:

- Proven critical thinking skills, ability to process complex data to solve problems and create accurate, effective reporting.

- Proven, strong attention to detail and accuracy.

- Strong written and verbal communication skills.

- Strong organizational skills and ability to oversee a project from conceptualization through completion.

- Proven ability to (re)prioritize and work quickly to meet deadlines, managing multiple tasks and responsibilities.

- Ability to interpret and communicate to others complex policies and procedures.

- Ability to take initiative and improve processes.

- Strong computer skills, proficiency in MS Office software.

- Professional attitude; strong interpersonal and customer service skills; demonstrated ability to communicate and work effectively with a variety of internal and external customers, applying good judgment, critical thinking, discretion and sensitivity.

- Ability to work individually and as part of a team.

- Adaptable and flexible regarding duties and expectations.

- Willingness and ability to work over 40 hours per week when necessary to meet proposal deadlines.DESIRED:

- Experience with Adobe Acrobat, Skype, Hootsuite, WebEx conferencing, Drupal or other CMS.

- Advanced degree in management, accounting, or related fields;

- Experience with UW procedures, offices (OSP, GCA) and systems (MyFinancial.desktop, Ariba functions, GrantTracker, SAGE, ProCard, Workday (payroll inquires), EIS and OASIS (equipment insurance and inventory).

- Experience with NIH grants/sponsors and electronic grant application systems: eRA Commons; Assist.

- Experience adhering to state and federal policies and regulations.CONDITIONS OF EMPLOYMENT:Appointment to this position is contingent upon obtaining satisfactory results from a criminal background checkApplication 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, Criminal Conviction History, 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. The University of Washington is a leader in environmental stewardship & sustainability, and committed to becoming climate neutral. The University of Washington is an equal opportunity, affirmative action employer. To request disability accommodation in the application process, contact the Disability Services Office at ************ / ************ (tty) or **********. Apply for this job


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