Grants and Contracts Manager/Specialist

University of Washington Medical Center • Seattle, WA

1d

About The Position

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 Department of Environmental and Occupational Health Sciences (DEOHS) has an outstanding opportunity for a Part Time Grants and Contracts Manager/Specialist to join our innovative and effective administrative team. Under the general supervision of the department administrator, this individual will manage a portfolio of grants, contract and sub-awards focused on maternal and child health. This position reports directly to the senior faculty member overseeing a large and complex research and service portfolio comprised of 10-12 projects. The overall team of five faculty and investigators (faculty, staff, post-doctoral fellows and doctoral students) and four research staff rely on this position to develop, submit and manage multiple grants. This position will provide administration and day-to-day management of all research activities, assuring operational efficiency for the faculty, students and staff of the research group. The person in this position is in regular contact with sponsor agencies, investigators within the University of Washington as well as directors and investigators at other research organizations (domestic and international). The Department Chair and Administrator will rely on this position to answer all key questions and manage issues related to research administration. Additionally, this position will provide support for study material development and improvement for a large pregnancy cohort study.

Requirements

• Bachelor’s Degree in Finance, Business, Program Management or related field and a minimum three years of relevant experience.
• Equivalent education/experience will substitute for all minimum qualifications except when there are legal requirements, such as a license/certification/registration.
• Experience in academic research management (pre- and post-award) with substantial responsibility for proposal development, financial reporting and subcontract management.
• Experience developing and monitoring complex budgets.
• In-depth knowledge and understanding of federal funding agencies policies and regulations (NIH/DOD/NSF/DOE), private foundations and/or industry
• Demonstrated ability to manage priorities to meet deadlines while maintaining attention to detail.
• Experience interacting with faculty and department leadership in project management context.
• Excellent written and verbal communication, editing, time management and organizational skills.
• Ability to take initiative and work in a collaborative team environment.
• Advanced experience with Microsoft Office, particularly Excel.
• Experience and/or strong commitment to working with diverse populations.

Nice To Haves

• UW grant management and UW systems experience strongly preferred (SAGE, Workday, Grant Tracker, MyResearch Portal).
• Familiarity with federal grant policies and proposal systems (Assist, Grants.gov, eRA Commons); strong knowledge of UW and OSP regulations and policies (GIMs).
• Experience managing externally funded projects with complex features including international operations, multiple sub-contracts, mandatory cost share, multiple interdisciplinary organizations and campus units
• Knowledge and expertise in international research conduct and compliance
• Human subject ethics training (if not taken previously, this training will be provided).
• Experience working with low- or middle-income country populations.

Responsibilities

• Manage preparation and submission of all competitive and non-competitive grant proposals for submission to granting agencies, including multi-university and multi-department proposals.
• Develop complex budgets and other administrative sections of grant and contract proposals and prepare non-engineering portions of grants and both incoming and outgoing research sub-awards, applying appropriate stewardship of available funding streams.
• Monitor, review, communicate, integrate, and implement complex federal, state, foundation, and University regulations and policies into ME’s grants and contracts to ensure compliance.
• Provide technical advice and interpretation of governmental and foundation regulations as well as University policies and procedures to Principal Investigators (PIs), researchers, chair, administrator, related support staff, and third parties.
• Facilitate timely adherence to sponsor deadlines such as proposal deadlines, progress report deadlines, and requesting extensions, supplements, or revisions as needed.
• Deliver required components related to administration and operations aspects in a timely manner and ensure that other teams are informed of relevant deadlines and requirements.
• Interface with the University Office of Sponsored Programs (OSP), Grants and Contracts Accounting (GCA), funding agencies (NIH, NSF, DOD, foundations, etc.) as well as academic offices.
• Prepare and route electronic and paper forms to resolve related questions.
• Oversee and complete grant transfers from other institutions to ME as necessary.
• Provide training and orientation to faculty and staff concerning pre-award and post-award management.
• Facilitate the review and processing of Non-Disclosure Agreements (NDAs) and Intellectual Property (IP) agreements related to research awards and purchases.
• Independently manage multiple sponsored projects assuring that all transactions are allowable, allocable, and reasonable.
• Assure compliance with non-IRB related policies and procedures at the UW and sponsors.
• Authorize actions by central university offices and ME in matters concerning the establishment and continuation of grant, contract, and research sub-awards.
• Ensure grant, contract and research sub-award agreements are executed in a timely manner, by regularly monitoring status and communicating with appropriate internal and external administrative offices.
• Implement, monitor, and manage budgets.
• Work through the administrative details of research sub-awards with various institutions domestically and internationally.
• Facilitate sub-award set up within the UW to ensure timely invoicing as needed.
• Ensure sub-recipient monitoring is adequate and documented.
• Interact with staff of UW Grant and Contract Accounting on post-award management issues including ensuring correct application of indirect costs.
• Work through the close-out at the end of grants.
• Supervise revolving fund accounts for paying research subjects.
• Coordinate arrangements for research program activities such as sponsor onsite review meetings, seminars, and visits.
• Ensure cost-share processing, as appropriate.
• Work with Principal Investigators to complete and submit required sponsor reporting such as progress reports and final reports.
• Provide financial information as required.
• Keep PIs abreast of deadlines and reporting requirements.
• Provide regular reports to Principal Investigators to review and confirm monthly transactions and payroll charges.
• Provide monthly and quarterly reports (and as requested) that include spending analysis, forecast future needs, and communicate status and progress of personnel, travel, equipment, research sub-awards, and other spending activities and communicate status and progress to principal investigators.
• Meet with principal investigators to review project plans and projections.
• Ensure timely and accurate completion of faculty effort certification report.
• Manage the subcontracts thru Workday (i.e. monitor the spending, invoice approval, etc.) and communicate with the subcontract administrative contact.
• Conduct ongoing review of existing procedures and develop new approaches as needed.
• Review and approve grant expenditures and purchases in Workday while verifying funding and compliance.
• Allocate effort according to award including setting up and maintaining costing allocations for PIs and supporting staff.
• Process Payroll Accounting Adjustments and Costing Allocations updates as needed.
• Act as the co-grant and contract Compliance Officer for the department in compliance with UW, federal, and state policies and regulations.
• Serve as co-Faculty Effort Coordinator for department.
• Attend monthly/quarterly University, college, and departmental meetings, including MRAM, and research admin staff meetings.
• Advise Administrator of research activities and issues on a regular basis.
• Research, lead and delegate special projects as needed.
• Other duties as assigned.
• Collaborate with the department communication team to improve and maintain public websites.
• Contribute to production of materials for community and participant engagement, such as fact sheets and study newsletters.

Benefits

• outstanding benefits
• opportunities for professional growth
• chance to work in an environment known for its diversity, intellectual excitement, artistic pursuits and natural beauty

What This Job Offers

• Job Type: Part-time
• Career Level: Mid Level
• Number of Employees: 5,001-10,000 employees