Grant and Contract Manager/Specialist

University of Washington Medical Center•Seattle, WA

2d•$67,632 - $101,448

About The Position

The Department of Psychiatry and Behavioral Sciences within the UW School of Medicine is the third largest clinical department within the School of Medicine with 330 full-time faculty members, 460 courtesy faculty members, and over 350 staff. Department faculty provide clinical services in 5 hospitals, 14 primary care locations, and several outpatient sites in addition to telepsychiatry consultations to more than 150 clinics in Washington and beyond. As the only academic psychiatry department serving the five state WWAMI region (Washington, Wyoming, Alaska, Montana, Idaho), the Department’s highly competitive residency training program is largely responsible for developing the mental health workforce in the Pacific Northwest. The Department’s robust research portfolio totals $65 million in grants and contracts per year for projects ranging from clinical neurosciences to treatment development to health policy and population health. The Department’s research mission involves over 100 faculty. The Department is recognized as an international leader in developing, testing, and implementing Collaborative Care, an integrated care model increasingly seen as a solution for population-based mental health care. Other areas of excellence include Addictions, Autism, High Risk Youth, Neurosciences, and Trauma, and the Department is developing innovative new programs in Technology and Mental Health, Global Mental Health, Maternal and Child Mental Health, and Targeted Intervention Development. Psychiatry is the third largest department in the School of Medicine and the largest non-divisioned department. The overall annual operations funding from all sources is over $150 million. The Department of Psychiatry and Behavioral Sciences is recruiting for a full time Grants and Contracts Manager/Specialist. This position affects opportunities and risk related to faculty members' and trainees’ research and training portfolios and their opportunity for promotion, the research reputation of the Department, the revenue of the Department, and relationships with partner organizations. The Grants and Contracts Manager will be responsible for administering incoming and outgoing awards and contracts with diverse organizations and their performance will affect valuable funder and collaborator relationships. The purpose of this position is to provide strategic oversight and administration for a grant and contract portfolio of up to $15 million within the Department of Psychiatry and Behavioral Sciences. The position is responsible for managing a diverse financial portfolio that involves many sources of funding, complex compliance and policies unique to the School of Medicine and to each specific funding sponsor. With a portfolio of up to 20 faculty members, this position serves valuable roles including faculty and staff effort certification, liaison with the UW office of sponsored projects and the primary interface to outside funders. Under the supervision of the Assistant and Associate Director for Research Operations, the grant and contract manager exercises independent judgement and has delegated decision making authority regarding the management of sponsored grants and/or sponsored and no-sponsored contract budgets and revenue generating activities, as well as gift management for faculty under their umbrella. The position will be responsible for providing post-award, contract and gift administration and reporting for up to 20 faculty members within the Department who are located across multiple on-campus sites. The position will design, develop, evaluate and interpret financial information systems and budget/fiscal policies and procedures for management and operations staff. They will perform complex technical fiscal analysis and financial reporting including planning, projecting, interpreting and review of fiscal operations to achieve the strategic goals of the organization. They will act in an advisory capacity for senior management, including the Associate Director for Research, Assistant Director for Research and Principal Investigators, in support of the strategic goals of the department; perform complex post-award research administration; technical fiscal analyses and financial reporting including planning, interpreting, reviewing and making recommendations to PIs and staff. The position has signature approval authority for costing allocations, purchasing, budget allocation, and other financial transactions.

Requirements

A Bachelor's degree in Business Administration, Accounting, or related field, AND a minimum of three years of related budget/fiscal experience to include administration of departmental financial processes and systems, OR equivalent combination of education/experience.
Relevant on-line grant and/or contract application/submission experience required.
Familiarity with UW financial and HR systems including SAGE, Workday, and Award Portal.
Excellent office computer skills to include MS Word, Excel, and willingness to learn other applications/programs as necessary.

Nice To Haves

Flexible in the face of changing priorities.
Excellent written and oral communication skills.
Proven accuracy and attention to detail.
Self-motivated and able to work independently, as well as collaboratively.
Knowledge of UW policies, regulations, and institutional/state accounting and/or budget procedures.
Pre-Award knowledge and experience.
In depth knowledge of compliance requirements for a variety of funding sources including grants and contracts.
Post-award experience with industry and federally sponsored clinical trials.

Responsibilities

Responsible for major compliance and budget functions such as set-up, reconciliation, projections/forecasting and budget close-out.
Track and update faculty effort and staff costing allocations.
Follow established procedures and methods for developing and monitoring budgets and fiscal functions, and for collecting, analyzing, interpreting and disseminating budget information for grants, contracts, state funds, gift funds and/or program funds.
Responsible for major budget functions such as allocation control.
Responsible for establishing and maintaining comprehensive fiscal record keeping systems; and recommending or implementing changes to fiscal information systems which have department-wide impact.
This position may manage the coordination of T32 training grants, tracking appointments and terminations, assisting PIs with progress reports and being the primary contact for T32 renewal table requests.
This position will be expected to meet independently with faculty members and make recommendations based on their portfolio trends.
They will monitor budgets for compliance with regards to sponsor requirements.
Serve as primary liaison with OSP, GCA and other central University of Washington entities to ensure all reporting and documentation deadlines are met.
They will also liaison with external partners to ensure continuity of sponsored projects and contracts.
Managing $12M – 15M in annual post-award budgets.
Management of grant and contract budgets from set-up to close-out.
This includes creating Award Set-up Requests and Modifications in the UW SAGE system, of SAGE budgets as needed, ensuring proper set up in Workday.
Running Workday budget reports to track expenses, effort allocations, assisting with progress reports as needed, and working with GCA to complete all necessary closeout tasks.
Based on faculty preferences, schedule and meet regularly to review and discuss reports.
Provide monthly budget projections that identify trends, advise PI and research staff, and address financial concerns.
Serve as an advisor to faculty and staff on allowable costs on budgets from multiple sources; interpret existing budget policies for staff and other administrative personnel.
Serve as a liaison between the PI and other departments to identify concerns and resolve issues in a proactive manner.
Maintain an overall view of a research group’s portfolio to identify shortfalls in advance, and provide advice on how to achieve planned objectives while staying within planned budget.
Consult with funding agencies regarding budget/fiscal matters and to resolve problems and/or obtain approval for deviation from authorized procedures or expenditures; advise and assist unit staff regarding budgetary policies and procedures.
Serves as fiscal authority or delegated authority per PI request.
Monitor and manage various fiscal functions related to budgets including set-up and monitoring of costing allocations, tracking deliverables, and creating invoices.
Track faculty effort and salary cap cost share related to specific sponsor limitations.
Reconcile budgets from Workday reports and insure PI reviews/approves within 45 day compliance deadline.
Work proactively with Faculty and designated staff to ensure timelines for budget transfers are known and completed in time for monthly reconciliation and reporting efforts.
Provide assistance to PI and project/lab manager with RPPR and/or other sponsor progress and financial reporting, OSP concurrence letters, effort reduction communications, carry forward requests, food approval, no-cost extensions (NCE), etc.
Monitor expiring budgets and payroll distributions.
Independently resolve problems related to financial transactions.
Perform related duties as required.
Work directly with PIs to support their clinical or goods and services contracts, as well as gift management.
Support budgeting, scope of work and planning.
Serve as a resource to department HR when hiring staff and faculty on good and services budgets for new positions.
Performs ad-hoc financial analysis and pro-formas at request of PI or department leadership.
Partners with center/ division leadership to support budgeting and spending plan for operating funds, revenue generating activities, gifts, and other internal funding provided by the Department/School/other areas of the Institution.
Prepare and administer proposal submissions outside of the Administrative Business Center’s purview.
Prepare complex budgets and other administrative sections of proposals for grants and contracts based on knowledge of sponsor requirements and program objectives, if not going through ABC.
Advise faculty PIs on compliance with sponsor requirements, particularly for specialized program announcements and non-federal sponsors.
Use independent judgement and decision making to complete work on time and within compliance policies.
Provide pre-award support for grants and contracts that do not go through ABC.
Provide guidance on developing budgets and budget justifications for grants, contracts and service agreements.
Develop budgets for goods and services agreements, clinical contracts, create contract invoices in Workday.
Maintain project continuity by obtaining advance budgets or budget extensions, as allowable.
Work to resolve problems and assist faculty to obtain approvals.
Manage effort and maintain Other Support documents.
Manage effort certifications for faculty and staff.
Contribute to Departmental process improvement and strategic planning.
Attend and participate in School and University committees, as requested by department leadership.
Perform related duties as required.