PROGRAM OPERATIONS ANALYST
University of Washington Bothell
IT, Operations
USD 6,250-7k / month
Posted on Jul 15, 2025
Program Operations Analyst | ||||||||||||||||||||||||
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| 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. POSITION PURPOSE The Program Operations Analyst (POA) reports to the Manager of Postaward Program Operations (Manager) at the Department of Microbiology and is responsible for the management of complex financial logistics and operations associated with the Microbiology Research Program account portfolios when identified either by this position, by faculty PIs, or by other administrative staff members. The emphasis of this work is on data, budget, and process analysis. This task requires thorough understanding of sponsored projects, UW, and department policies and regulations of proper accounting, utilization and expertise in Workday Finance and Workday Payroll, multiple institution and sponsor pre- and post-award systems, as well as the financial grant planning tools utilized at the Department. Independent judgment in performing these analysis and recommendations resulting from that analysis is needed and ability to assess and determine independently the financial outcomes. The work performed impacts directly allocation of funds and staffing levels associated with faculty research financial portfolios and department funds. The POA provides regular administrative processes trending analysis, policy development, strategic planning. The POA is the Subject Matter Expert (SME) in critical Postaward functionalities and advises the Manager as well as the Director of the Department on action items, deadlines and current policies associated with these areas of expertise. A comprehensive knowledge and understanding of federal, state and gift funding policies and procedures is required for this position to be successful. Meticulous screening of the daily administrative and financial operations, ability to meet competing deadlines, as well as an utmost attention to detail is also required. The POA provides program analysis and has SME responsibilities associated with the Department of Microbiology Research Program. MINIMUM REQUIREMENTS Principal Investigator (PI) Portfolio Management (20%): - Responsible for the management of 2 PI postaward portfolios. - Establish future year grant, gift, start-up and recapture accounting tracking ledgers linking them to various data sheets and modeling past year projection patterns in PI financial portfolio workbooks. - Analyze residual carryforward balances in categorical levels, review most current award allocations in Workday and per sponsor documentation, and develop an accurate starting balance for each new account ledger. RPPR and fRPPR Preparation and Submission (30%): • Maintain accurate, up-to-date Progress Report/Closeout Teams tracking system; update milestones and progress associated with active and future RPPRs • Coordinate preparation and submission of NIH RPPRs and final RPPRs with PI prior to NIH deadline • Coordinate all foundation and other progress and final reports with Post-award Manager and PI • Ensure timely submission of the RPPR meeting the sponsor deadlines and requirements. • Address discrepancies and requests for additional information working with representatives from OSP, School of Medicine, and the PI as needed. Costing Allocations (20%): • Adhering to strict payroll cutoff deadlines twice per month, manage all necessary costing allocations in Workday for each pay period accurately translating and applying the effort-related information from PI financial workbook into Workday. • Distribute accurately salary over the cap and cost sharing effort allocations associate with sponsored projects. • Work collaboratively with the Post-award Managers to resolve issues and questions as needed. • Work collaboratively with Payroll Shared Services and other departments for new hire/new position associated with appointments in multiple administrative units. • Respond to effort distribution inquiries from department leadership as needed. Workday Procurement Approvals (15%): - Review and approve all Grant Manager role approvals associated with Workday procurement transactions for research grants and other PI-assigned accounts. - Review PI financial workbooks for open worktags to confirm available funding for expenses. - Possess full knowledge and understanding of purchasing ethics and post-award compliance relative to procurement. Other Postaward Support (15%): - Generate, analyze and process monthly PI certifications associated with Grant Spending Verifications. - Prepare comprehensive and accurate Biosketch and Other Support documents usually requested by the sponsors of new incoming grant and contract awards. - Adhere to sponsor deadlines and required format for the development and submission of these documents. MINIMUM REQUIREMENTS Bachelors Degree in Accounting, Administration, Biology or related field and 2 years of experience. Proficiency in Excel, Word and Microsoft Outlook. Equivalent education/experience will substitute for all minimum qualifications except when there are legal requirements, such as a license/certification/registration. ADDITIONAL REQUIREMENTS Knowledge and expertise with Workday Finance, Workday Payroll, SAGE, eRA Commons. Demonstrated ability to work with diverse groups and provide excellent customer service; demonstrated ability to meet frequent deadlines and adapt to changing requirements. This individual must be knowledgeable, diplomatic and gracious. Demonstrated ability to solve problems independently and creatively. | ||||||||||||||||||||||||
| Committed to attracting and retaining a diverse staff, the University of Washington will honor your experiences, perspectives and unique identity. Together, our community strives to create and maintain working and learning environments that are inclusive, equitable and welcoming. The University of Washington is an affirmative action and equal opportunity employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, gender expression, national origin, age, protected veteran or disabled status, or genetic information. To request disability accommodation in the application process, contact the Disability Services Office at 206-543-6450 or dso@uw.edu. Applicants considered for this position will be required to disclose if they are the subject of any substantiated findings or current investigations related to sexual misconduct at their current employment and past employment. Disclosure is required under Washington state law. | ||||||||||||||||||||||||
| Open to UW Employees only If you are a UW employee and would like to be considered for this position, please login to your UW employee profile to apply. | ||||||||||||||||||||||||