Grant Management Specialist

Seattle University

3d•Hybrid

About The Position

The Office of Research & Sponsored Projects (ORSP) has an exciting opportunity for an organized, financially minded and detail-oriented individual to grow in the field of research administration at Seattle University. Under the direction of the Director, the Grant Management Specialist (Specialist) will fill a critical gap in the ORSP by providing support to Principal Investigators (PIs) and college and center-level sponsored project staff on awards and budget management in alignment with sponsor and SU policies and procedures. The Specialist will collaborate closely with the Assistant and Associate Directors and Associate Controller to ensure exceptional award management and support. The ideal candidate is detail-oriented, organized, and proactive; committed to exceptional service for PIs and project staff; motivated to expand their knowledge of sponsored projects; able to work independently while balancing competing priorities; and a strong communicator who thrives in a collaborative, deadline-driven environment. This role requires demonstrated knowledge in budget and financial management. After an initial in-person training period, this position will be eligible for a hybrid arrangement in accordance with Seattle University’s Staff Flexwork Program.

Requirements

Bachelor’s degree and two years of related work experience or an equivalent combination of education and experience sufficient to successfully perform the essential duties of the position.

Nice To Haves

Experience working in an Institution of Higher Education and/or Nonprofit environment.
Knowledge of and/or experience in grant and contract administration.
Background in budget or financial management
Experience working with Workday in a higher education environment
Strong background in using Microsoft products such as Outlook, Word, Excel, Power Point; Collaboration tools, and other technology platforms to increase efficiency

Responsibilities

Participate in and contribute to New Award Meetings for all awards. Complete New Award Meeting follow-ups including route documents for signature, document filing, communication of materials across constituents
Provide guidance and troubleshooting to PIs on how to navigate SU’s internal processes and systems such as ProcureSU, InformSU, EngageSU, Projects Accounting, and Workday for matters related to personnel hiring and payment, procurement, contracting, and budget monitoring
Assist Associate Controller and Assistant Director with award set-up and maintenance in Workday
Support PIs with tracking report due dates and preparing or obtaining financial reports
Maintain project records and files and update award information in OneAegis and Workday
Support project revisions in collaboration with Assistant and Associate Directors
Track and follow-up with PIs and budget managers on internal post-award paperwork and processes (quarterly reports, compensation reviews, closeouts, salary allocations, etc.)
Act as Post-Award Lead (PAL) on select awards – set-up new awards in SU systems, prepare new award overview and facilitate new award meeting, act as primary ORSP contact throughout life of project
Remain up to date with regulatory fields (e.g., federal guidelines, Uniform Guidance, sponsor-specific terms, NSF PAPPG, NIH Grants Policy Statement, etc.)
Assist PIs with processing purchase orders, requisitions, reimbursements, and invoices in ProcureSU, Chrome River, and Workday, as needed.
Assist Associate Directors with preparing, processing and tracking payroll actions for faculty and staff budgeted on sponsored projects.
Review and approve reimbursement requests, purchases, invoices, independent contracts, and other expenses through ProcureSU and Workday after submission by the PI/divisional budget manager.
Under the direction of the Assistant Director of Post-Award, maintain an internal accounting system for select sponsored projects, as needed, to enable real-time (unofficial) budget status updates and monthly reconciliation
Support Assistant Director of Post-award with reconciling and monitoring grant budgets on monthly basis to proactively identify and mitigate areas of concern
Participate in regular meetings with PIs, budget managers, and/or support staff to review award administration, financial management and spending, quarterly reports, compensation reports, and other required attestations in collaboration with the Assistant and Associate Directors.
In collaboration with Assistant and Associate Directors, manage close out process for all sponsored projects; issue and track closeout forms
Gain an understanding of and remain up to date with standard grant accounting principles (such as allowability, allocability, reasonableness)
Prepare and processing participant agreements
Process payments to project participants, student payments and reimbursements, honoraria, or other payments
Assisting with the hiring of students or other project personnel
Supporting event or activity logistics (such as placing room reservations, catering orders, communications, etc.)
Draft subawards and contracts using standard templates
Facilitate the issuance and execution of subcontracts, including independent contractor agreements, and subawards
Set-up vendors, purchase orders and process subaward and contract invoices
Following award set-up, communicate non-financial compliance needs with Director
Monitor, communicate, and track research training requirements with affected individuals (faculty, staff, and students).
Monitor and process FCOI certifications; ensure annual certification completion in OneAegis.
Support Academic Safety Officer with research compliance, as needed
Support the Director and Assistant Director with other monitoring, management, and tracking, as requested.
Monitor and triage the shared ORSP email inbox – respond and/or forward to the appropriate ORSP team member
Document and update standard operating procedures
Assist with data maintenance and prepare ORSP and sponsored project data reports, as requested
Assist with office marketing, communications, website development and updates
Support ORSP event logistics (room reservations, zoom/webinar set-up, catering orders, communications, RSVPs, etc.)
Support Director with organization and facilitation of internal funding opportunities
Support Director with facilitation and follow-ups of cross campus committees and working groups
Support Director as back-up administrator/support in OneAegis system
Support the grants transition to Workday and serve as the Workday subject matter expert for ORSP team
Assist with state, federal, and sponsor audits and reviews, as needed
Assist with facilitation of faculty and staff learning opportunities, as led by ORSP leadership
Develop and provide post-award tools, web content, and resources regarding SU platforms and procedures (e.g. Workday grants manual, budget tracking worksheets, etc.)
Engage in regular professional development and engagement in the field of research administration

Benefits

Seattle University provides generous leave, health plans, and retirement contributions that add to your total compensation package.
Choose from three different medical plans, a dental, and vision insurance programs.
Protect your income with life, short & long-term disability coverage.
Plan for your future with up to a 10% employer contribution for retirement benefits, comprised of a 5% nonelective employer contribution and an additional dollar-for-dollar match of your voluntary contributions up to a maximum of 5%.
You may also take advantage of 100% paid tuition benefits for the employee and dependents, a subsidized transportation benefit, a wellness program with free access to an onsite fitness facility, and a wide variety of campus events.
Enjoy a generous holiday schedule, including a paid Holiday break closure in December, vacation and paid sick leave, and paid community service leave.

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