Grants Manager

University of Washington Medical Center•Seattle, WA

7d•$80,004 - $90,000•Onsite

About The Position

The UW Department of Environmental and Occupational Health Sciences (DEOHS) has an outstanding opportunity for Grants Manager to join their team. Reporting to DEOHS Assistant Director, the Grants Manager is responsible for providing expert post-award grants and contracts management in support of the DEOHS extensive sponsored research portfolio. The position manages a high-volume and complex portfolio of sponsored awards while ensuring compliance with evolving federal, state, sponsor, and University of Washington regulations. Success in this role requires strong analytical skills, attention to detail, independent judgment, and the ability to build effective working relationships with faculty, central offices, and external sponsors in a fast-paced research environment. The salary information provided below is for a full-time position.

Requirements

Bachelor's in Accounting, Finance, Research Administration or related field.
Minimum 3 years of experience in finance management, including budget planning, analysis, and reporting, in addition to general principles and processes of accounting.

Nice To Haves

Ability to synthesize and communicate budget and policy information to scientists.
Demonstrated ability to maintain harmonious relationships and effectively address complex and sensitive administrative issues.
Demonstrated attention to detail and proven ability to manage multiple projects in an organized, thorough and timely fashion against pre-determined goals and deadlines.
High degree of proficiency in Microsoft Office suite
Proven leadership and communication skills.
Proven ability to organize complex tasks.
Prior experience in basic science and/or clinical research program in a large academic institution.
Working knowledge of University of Washington’s policies and procedures, particularly related to grant processing.
Prior experience with University of Washington systems, specifically Workday Finance, SAGE, and Award Portal.
Prior experience with federal systems such as eRA Commons and ASSIST

Responsibilities

Independently manage a portfolio of sponsored projects, ensuring all transactions are allowable, allocable, and reasonable in accordance with sponsor and UW policies.
Ensure compliance with applicable UW and sponsor policies and procedures.
Authorize actions by central university offices and the department related to the establishment, continuation, and modification of sponsored programs
Facilitate sub-award setup in Workday to ensure timely invoicing; maintain adequate documentation of sub-recipient monitoring activities.
Collaborate with UW Grant and Contract Accounting on post-award management issues.
Manage award closeout processes
Ensure accurate and timely cost-share processing where required by award terms.
Partner with Principal Investigators to prepare and submit required sponsor reports.
Provide financial reporting and analysis as required by sponsors; proactively communicate upcoming deadlines and reporting requirements to PIs.
Deliver regular reports to PIs summarizing transactions, payroll charges, and budget status for review and confirmation.
Establish and maintain account management procedures including preparation and approval of monthly budget reports and ensure accurate monthly reconciliation of expenditures with UW accounting systems such as Workday and relevant grant award requirements.
Meet regularly with Principal Investigators to review project plans, spending projections, and award milestones.
Consult with PIs and managers to look across budgets and plan for major financial events such as new hires, separations, intensive research studies, or equipment purchases and adjust projections and analysis accordingly.
Serve as Faculty Effort Coordinator for assigned PI portfolios.
Manage subcontracts in Workday, including spend monitoring, invoice review and approval, and ongoing communication with subcontract administrative contacts.
Work with faculty, other campus units, and collaborative/subcontract institutions to develop complex proposal budgets and develop and compile sponsored required non-science components of data/documentation for grant proposals.
Ensure successful proposal submission and compliance by exercising independent judgement interpreting and applying sponsor, UW, federal and state policies, rules and regulations with grant/contract preparation and implementation.
Manage the proposal process from start to finish ensuring that all sponsor requirements are adhered to; create all administrative proposal documents, upload all proposal documents via sponsor websites, and obtain verification of successful application transmittal to sponsor.
Independently manage workload and prioritization of submissions and deadlines balancing submissions by multiple faculty and principal investigators responding to the same or similar deadlines.
Guide principal investigators regarding new changes to the federal submission process throughout the review and award consideration process.
Review and approve grant expenditures and purchases in Workday, verifying funding availability and compliance.
Oversee complex faculty and staff appointment details and costing allocations using Workday. Monitor payroll activity to ensure that salary allocations are compliant with UW and sponsor regulations. Partner with department HR Team for all FTE changes, student employment entries, faculty position related changes, compensation changes, terminations and leave of absence related entries in Workday. Perform expense transfers as needed.
Serve as the departmental back-up Grant & Contract Compliance Officer for the department Assistant Director. Apply experience and expertise to the detailed review of proposal submissions to the department. Assess accuracy of the budget and supporting components mapped against the sponsor, UW and School requirements. Communicate directly with the department Chair regarding proposals outside of the standard timeline, that integrate cost share requests, among other items. Liaison with the School and other unit reviewers.
Actively participate in internal and external audits, responding directly to auditor’s questions and requests for information.
Provide assistance and back-up to the Grants team for cost share reporting.
Assist with onboarding departmental training grant manager, providing oversight of stipends, appointments, and expenses on the training grants, and submitting tuition payments in SDB.
Partner with AHR and HR Managers, and DEOHS business team to improve documentation of Workday business processes and workflows.
Set up and manage fee-for-service agreements, including budget tracking and invoicing customers in Workday.
Provide regular updates to department leadership on research activities, compliance matters, and emerging issues.