Grants Manager

University of Washington•Seattle, WA

1d•Hybrid

About The Position

The School of Dentistry Office of Research is hiring a Grants Manager to manage pre- and post-award research administration, including proposal submission and award reporting in accordance with sponsor and University guidelines. Reporting to the Director, the position works with faculty, staff, investigators, research personnel, department administrators, students, affiliate institutions, and external sponsors to support effective research processes. The Grants Manager communicates compliance, deadlines, and documentation requirements; provides financial and other status updates; and ensures required deliverables are reported. The role manages proposal development and submission, complex budgets, award setup and modifications, subawards, sponsored project budgets and financial reporting, effort certification, cost allocation corrections, and award closeout. It also responds to Office of Research inquiries and provides administrative coordination for the School of Dentistry Regional Clinical Dental Research Center. The position operates in a deadline-driven environment that may occasionally require extended hours, with an option for a hybrid schedule.

Requirements

Bachelor’s degree in business administration or a related field; equivalent education and/or experience may substitute where permitted.
Three or more years of experience in research administration, with substantial responsibility for grant proposal development, including complex budgets and subawards.
Demonstrated attention to detail and ability to manage multiple projects in an organized, thorough, and timely manner against established goals and deadlines.
Experience with federal and non-federal sponsors.
Experience interacting with faculty and department and school leadership in grants management.
High proficiency in Microsoft Office Suite, including Word, Excel, and Outlook.
Ability to quickly learn and apply new or unfamiliar technologies.

Nice To Haves

Prior experience in a basic science and/or clinical research program at a large academic institution.
Working knowledge of UW policies and procedures, particularly grants and contracts, and experience working with UW central offices such as OSP and GCA.
Prior experience with eRA Commons, ASSIST, and Grants.gov.
Prior experience with UW systems, specifically SAGE and Workday Finance.
Knowledge of compliance requirements related to human subjects research, financial conflict of interest, and similar areas.
Prior experience using project management tools such as Asana.

Responsibilities

Work with principal investigators to identify and apply for grants supporting current and future research initiatives.
Prepare complex proposal budgets and administrative materials, and compile sponsor-required data and documentation for grant and contract proposals.
Manage proposal preparation and submission from start to finish, ensuring accuracy and compliance with sponsor, University, federal, and state requirements.
Interpret funding agency regulations and University policies and advise principal investigators and project personnel.
Coordinate with collaborating institutions, campus units, division, department, and school administrators on proposal submissions.
Guide applicants through internal deadlines and coordinate Just-In-Time materials, including biosketches, other support, and institutional commitment letters.
Coordinate award setup requests, modifications, subaward setup, and other award actions throughout the award lifecycle.
Resolve pre-award financial matters and maintain relationships with research sponsors and partners.
Support the creation and maintenance of grant preparation tools and templates, and provide backup and cross-training for pre-award activities.
Independently manage a portfolio of sponsored projects and ensure transactions are allowable, allocatable, and reasonable under sponsor and University policies.
Monitor grant and subaward agreements and communicate proactively with internal and external administrative offices.
Implement and monitor award budgets, identify variances and projected shortfalls, and provide financial reporting to faculty.
Prepare spending analyses and forecasts covering expenditures, personnel, travel, equipment, subaward activity, and other project costs.
Meet with principal investigators to review project plans, spending projections, and award milestones.
Assist faculty with technical and financial reports, including progress, interim, and final reports.
Administer domestic and international research subawards, including setup, invoicing, and subrecipient monitoring.
Collaborate with UW Grant and Contract Accounting on post-award matters, including indirect costs and budget adjustments.
Manage award closeout, final financial reporting, documentation, cost-share processing, and faculty effort certification.
Initiate cost allocation corrections in Workday, including payroll accounting adjustments and cost transfers.
Provide backup and cross-training for post-award activities in academic departments.
Respond to phone and email inquiries sent to the School of Dentistry Office of Research email box.
Provide administrative coordination for the Regional Clinical Dental Research Center, including maintaining records of research activities.
Support other School of Dentistry Office of Research activities as needed.