Grants Manager

University of Washington•Seattle, WA

2d•$67,632 - $101,448•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, students, department administrators, affiliate institutions, external sponsors, and research partners to build effective working relationships and research processes. The role communicates compliance and documentation requirements, establishes deadlines, provides financial and other status updates, and ensures deliverables are appropriately reported. The position manages pre-award operations, including identifying funding opportunities with principal investigators, preparing complex budgets and proposal materials, ensuring accurate and compliant submissions, coordinating Just-In-Time materials and award actions, and managing subaward setup. It also independently manages a portfolio of sponsored projects after award, including budget monitoring, financial reporting and forecasting, subaward administration, effort certification, cost allocation corrections, and award closeout. The role also responds to inquiries, provides administrative coordination for the School of Dentistry Regional Clinical Dental Research Center, and supports other Office of Research activities. The position is based 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 working 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 predetermined 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, and ability to quickly learn and apply 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 those related to grants and contracts, and experience working with staff from 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 in research, financial conflict of interest, and similar matters.
Prior experience using project management tools such as Asana.

Responsibilities

Work with principal investigators to identify and apply for grants that support current and future research initiatives.
Prepare complex proposal budgets and administrative sections, and compile sponsor-required data and documentation for grant and contract proposals.
Manage proposal processes from start to finish, including creating administrative documents and submitting proposals and award documents through SAGE and sponsor portals.
Ensure accurate proposal submissions and interpret and apply sponsor, University of Washington, federal, and state policies and regulations.
Advise principal investigators and project personnel on funding agency regulations and UW policies, and guide applicants through internal deadlines.
Coordinate Just-In-Time materials, including biosketches, other support, institutional commitment letters, and additional requested information.
Coordinate Award Setup Requests, modifications, related award actions, and subaward setup throughout the award lifecycle.
Assess proposal budgets for accuracy and compliance, resolve pre-award financial matters, and maintain relationships with research sponsors and partners.
Support the creation and updating 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 UW policies.
Monitor grant and subaward agreements for timely execution and communicate proactively with internal and external administrative offices.
Implement and monitor award budgets, identify variances and projected shortfalls, and provide financial reports and spending analyses to faculty and department leadership.
Meet regularly 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 in compliance with 2 CFR 200 Uniform Guidance.
Collaborate with UW Grant and Contract Accounting on post-award issues, including indirect cost application and budget adjustments.
Manage award closeout, including final financial reporting and documentation, and ensure timely cost-share processing when required.
Serve as Faculty Effort Coordinator for assigned principal investigator portfolios and ensure timely, accurate faculty effort certification.
Initiate cost allocation corrections in Workday, including payroll accounting adjustments and cost transfers, to comply with University and sponsor funding rules.
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 inbox.
Provide administrative coordination for the Regional Clinical Dental Research Center, including maintaining records of research activities at the Center.
Support other School of Dentistry Office of Research activities as needed.