Strategic Operations Programs Lead

University of Utah Health Research; Salt Lake City (UT); On-site; USD 46,000 - 62,000; Full time

Job summary

University of Utah Health Research seeks an Operations Program Manager to drive program strategy, align multiple teams, and manage interconnected projects across HIV, PrEP and related grants. You will define dependent projects, organize cross-team collaboration, and monitor ROI while coordinating budgets and staffing changes.

The role reports to Infectious Disease program leadership, with standard 40-hour weeks, day shift, and a strong emphasis on financial planning and grant administration.

Responsibilities

• Financial Management, Forecasting, and Analysis.
• Maintain a comprehensive financial dashboard/model for HIV, PrEP, AETC, and related grants and contracts, including approved budgets, actual expenditures, known/pending expenses, projected expenses, remaining balances, and projected year-end balances.
• Track expenditures by funding source and major budget/service category, including personnel, labs, pharmaceutical assistance, specialty services, travel, supplies, and other program costs.
• Provide accurate financial reports to program leadership at least monthly and promptly identify significant projected deficits, underspending, discrepancies, or other financial risks between reporting periods.
• Investigate significant financial variances and emerging issues and work with program managers and the Program Director to analyze causes, financial impact, and potential responses.
• Provide financial modeling and analysis to support decisions regarding staffing, service levels, funding allocations, and other program changes.
• Maintain and reconcile personnel funding allocations across grants/contracts, coordinate approved allocation changes and effort reporting/ePAR, and identify personnel funding issues requiring action.
• Billing, Invoicing, and Accounts Receivable
• Coordinate billing and invoicing across applicable funding sources, including Ryan White Part B services, Peer Navigation, PrEP, Return to Care, and other reimbursable program activities.
• Gather required documentation and coordinate eligibility/service verification with appropriate program staff.
• Track invoices through payment, reconcile payments, and investigate denied, reduced, or unpaid invoices.
• Coordinate corrections, resubmissions, appeals, and additional documentation as needed.
• Identify eligible services or expenditures that are not currently being billed and work with program staff to establish appropriate billing processes.
• Maintain documented billing workflows and backup procedures.
• Grant and Contract Fiscal Administration and Compliance
• Develop working knowledge of fiscal requirements for Ryan White Parts B, C, and D; PrEP and HIV prevention funding; AETC ; Return to Care; and other program funding sources.
• Monitor expenditures for consistency with approved budgets, contract terms, funding restrictions, and applicable service categories.
• Identify and research questions regarding allowability, allocation, documentation, reimbursement, or compliance and consult the appropriate program manager, Program Director, University office, HRSA project officer, UDHHS representative, or other subject‑matter expert as needed.
• Maintain the master calendar for grant/contract fiscal requirements, including applications, renewals, amendments, budget revisions, financial reports, FFRs, EHB submissions, and closeouts.
• Complete required financial reporting and EHB submissions and assist with other grant/contract submissions as needed.
• Serve as the routine point of contact with University financial/grants offices for program fiscal matters.
• Internal Fiscal Operations
• Serve as the central fiscal operations resource for the HIV /PrEP/ AETC portfolio.
• Manage or coordinate P-card allocations, e-journals, internal transfers/payments, external invoices, laboratory payments, pharmaceutical assistance expenditures, Cost Sharing Assistance payments, travel, mileage, cell‑phone reimbursements, and other routine fiscal transactions.
• Coordinate receipt and processing of recurring invoices such as LabCorp, working with program staff when eligibility or service verification is required.
• Assist staff with determining appropriate funding sources and allocations for approved expenditures.
• Maintain appropriate fiscal documentation and ensure transactions are routed to the correct funding sources.
• Budget Development and Grant/Contract Support
• Develop grant and contract budgets, staffing plans, budget narratives, and supporting financial documentation in collaboration with program leadership.
• Support applications, continuations, renewals, amendments, supplemental requests, and other funding proposals.
• Model proposed staffing, service, and funding changes to assess financial feasibility and sustainability.
• Gather

Job description

University of Utah Health Research seeks an Operations Program Manager to drive program strategy, align multiple teams, and manage interconnected projects across HIV, PrEP and related grants. You will define dependent projects, organize cross-team collaboration, and monitor ROI while coordinating budgets and staffing changes.

The role reports to Infectious Disease program leadership, with standard 40-hour weeks, day shift, and a strong emphasis on financial planning and grant administration.