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 Hutchs 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 nations first cancer prevention research program, as well as the clinical coordinating center of the Womens Health Initiative and the international headquarters of the HIV Vaccine Trials Network. Careers Start Here.
At Fred Hutch, we believe that the innovation, collaboration, and rigor that result from diversity and inclusion are critical to our mission of eliminating cancer and related diseases. We seek employeeswho bringdifferent and innovativeways of seeing the world and solving problems.Fred Hutch is in pursuit of becoming an antiracist organization.Weare committed to ensuring that all candidates hired share our commitment to diversity,antiracism, and inclusion.
The HIV Vaccine Trials Network (HVTN) is the worlds largest publicly funded multi-disciplinary international collaboration facilitating the development of vaccines to prevent HIV/AIDS. Most recently, the COVID-19 Prevention Network (CoVPN) was formed by the National Institute of Allergy and Infectious Diseases (NIAID) at the US National Institutes of Health to respond to the global pandemic. Using the infectious disease expertise of their existing research networks and global partners, NIAID has directed the HVTN to utilize their experience and expertise to address the pressing need for vaccines and antibodies against the SARS-CoV-2 virus. The mission of CoVPN is to conduct Phase 3 Efficacy Trials to prevent infection and COVID-19 disease. CoVPN will work to develop and conduct studies to ensure rapid and thorough evaluation of United States government-sponsored COVID-19 vaccines and antibodies for the prevention of COVID-19 disease.
JOB SUMMARY The HVTN and CoVPN are looking for a Research Administrator II. This is a multi-faceted position with a range of fiscal responsibilities. This individual will assist with submission of expense reports, invoicing processing, and day-to-day grant/contract operations associated with multiple large DAIDS (Division of AIDS) Network Grants, or equivalent, within HVTN and CoVPN 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; and resolve issues as needed for the timely conveyance of funds. The person will perform fiscal analyses and financial reporting, including strategic planning, problem solving, interpreting, reviewing and providing recommendations.
Perform some or all of the following responsibilities:
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
Manage payments, invoices, sub-awards, and cost-transfers, ensuring compliance with funder and institutional policies
Review and process monthly sub-recipient and other invoices and expense reports
Understand and has a facility with the range of forms that Fred Hutch and the various funding agencies require
Assist with initiation, review, and monitor subawards/subcontracts for spending and compliance
Assist with employee effort reporting for programmatic personnel, across projects and awards
Maintain and enhance multiple record keeping and reporting systems for varied and complex sources of funding; develop procedures for implementation, execution, control and review/audit of fiscal operations
Understanding of NIH policies and procedures and other funding agencies in significant detail and stays abreast of changes to those policies and procedures on a timely basis
Assist Fiscal Manager 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 in navigating the grant proposal process. Create and communicate timelines, complete non-technical/non-scientific portions of the submissions, and assist if requested with institutional signoff.
With input from Fiscal Manager, 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.
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 extension
Assist with annual budget sub-recipient budget review process, including detailed analysis of clinical trial site budgets, and reporting for HVTN Executive Management Team and other HVTN managers
Assist in preparation of annual and other financial reports to funders such as NIAID and Bill and Melinda Gates Foundation (BMGF)
Participates as an active contributor in meetings
Other duties as assigned
HS diploma or equivalent experience
Two to three years in pre-award and post-award grant and contract management desired
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 budget development and use of reporting tools
Advanced skills in Word, Excel (Pivot tables & formulas), Adobe Acrobat Pro, Outlook and Power Point desired
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
BA in Accounting, Finance, Public Administration, or related field or equivalent experience
Experience with National Institute of Health (NIH) awards, namely Cooperative Agreements, preferred
Four years of relevant experience
Prior experience as a research administrator preferably with principal investigators/academics
A statement describing your commitment and contributions toward greater diversity, equity, inclusion, and antiracism in your career or that will be made through work at Fred Hutch is requested of all finalists.
Our Commitment to Diversity
We are proud to be an Equal Employment Opportunity (EEO) and Vietnam Era Veterans Readjustment Assistance Act (VEVRAA) Employer. We are committed to cultivating a workplace in which diverse perspectives and experiences are welcomed and respected. We do not discriminate on the basis of race, color, religion, creed, ancestry, national origin, sex, age, disability (physical or mental), marital or veteran status, genetic information, 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 firstname.lastname@example.org or by calling 206-667-4700.
At Fred Hutchinson Cancer Research Center, teams of world-renowned scientists and humanitarians work together to prevent, diagnose and treat cancer, HIV/AIDS and other diseases. Researchers are discovering new ways to detect cancers earlier, improve treatments, and learn how to prevent cancers from growing. Although Fred Hutchinson opened its doors in 1975, its history began about 20 years before that. In 1962 Fred Hutchinson envisioned a center devoted to studying cancer, a disease that took his brother’s life. Today Fred Hutchinson is contributing to the next waves of breakthrough treatments and prevention strategies. Fred Hutchinson collaborates with the Seattle Cancer Alliance, the National Cancer Institute, and the University of Washington.