Grants Specialist

University of Washington Medical Center•Seattle, WA

1d•Hybrid

About The Position

The College of Arts & Sciences (CAS) has an excellent opportunity for a Grant and Contract Specialist. The College is launching a new shared services center to provide integrated pre- and post-award support and is seeking a highly motivated Grants Specialist to join this new initiative. This inaugural position will report to the Director of Research and play a key role in shaping and delivering research administration services. The College of Arts & Sciences secures more than $133 million annually in research funding across 39 departments and centers spanning four academic divisions: natural sciences, social sciences, arts, and humanities. Approximately 60% of this funding is awarded by federal agencies, primarily the National Institutes of Health (NIH) and the National Science Foundation (NSF), with additional support from foundations, associations, non-profits, government entities, international partners, and private industry. The diversity of funding sources and the breadth of interdisciplinary research make the College a uniquely dynamic environment for research administration. Under the general supervision of the Director of Research, and in collaboration with departmental and center-based research teams, this individual will manage all aspects of proposal development and award administration for grants and contracts submitted to a wide range of sponsors. This role requires deep expertise in both pre-award and post-award policies and practices as defined by the Office of Management and Budget (OMB), federal and state sponsors, and University guidelines. The position will work closely with central offices such as the Office of Sponsored Programs (OSP) and Grant & Contract Accounting (GCA), ensuring timely, compliant, and high-quality submissions and award transitions. In partnership with the Director, this role will contribute to the development of shared tools, standard processes, and communication strategies to support a new shared services model, while fostering collaborative relationships and trust with faculty and research staff across departments.

Requirements

Bachelor’s degree or equivalent AND 4 years of experience in research administration.
Strong budgeting experience, with the ability to manage complex financials.
Excellent communication, critical thinking, problem-solving, and analytical skills.
Ability to manage priorities and meet deadlines while maintaining attention to detail.
High proficiency in Microsoft Excel.
Ability to work independently and collaboratively within the organization and with external partners.
Highly organized with superb attention to detail and ability to see projects through to completion
Work experience in a fast-paced environment with demonstrated ability to juggle multiple demands, establish priorities, and meet firm deadlines on complex projects
Ability to operate in situations of uncertainty and trouble-shoot challenges demonstrating appropriate judgment and critical thinking
High degree of professionalism and diplomacy; ability to work across cultures and remain personable, professional and organized under stressful situations
Maintain a customer service-oriented mindset when finding solutions to problems that might arise
Excellent written and verbal communications skills with demonstrated experience communicating across teams to meet shared goals

Nice To Haves

Experience working with academic researchers on sponsored project grant proposals
Experience applying UW and/or federal regulations and compliance
Familiarity with UW administrative systems- experience in SAGE, Award Portal, Workday
Expertise using sponsor administrative systems such as eRA ASSIST, NSF Research.gov, Grants.gov, ProposalCentral.
Experience with a shared service environment for research administration or working in a large department or center with greater than 40 faculty.

Responsibilities

Lead and manage all aspects of the pre-award grant application process for assigned proposals, ensuring accurate, timely, and compliant submissions.
Apply project management and communication strategies throughout the proposal lifecycle to support successful applications.
Guide and support new investigators through proposal development and submission.
Interpret funding opportunity announcements (e.g., FOAs, RFPs, RFAs) and advise on sponsor requirements and submission guidelines.
Develop tailored checklists and timelines; provide templates and guidance to principal investigators (PIs) and research staff; track deliverables throughout the process.
Prepare detailed budgets and budget justifications; ensure alignment with sponsor and institutional policies, and facilitate indirect cost (F&A) waiver requests when needed.
Provide technical guidance on federal, state, foundation, and University policies to PIs and support staff.
Coordinate proposal components and deadlines with internal collaborators, external partners, and subrecipients.
Ensure compliance with sponsor and University requirements, including internal deadlines (e.g., GIM 19).
Liaise with the UW Office of Sponsored Programs and academic offices to route proposals and process required approvals.
Submit sponsor and internal forms accurately; resolve non-technical issues during internal review.
Archive all relevant documentation post-submission and assist in transitioning funded projects to post-award management.
Provide post-award support for a portfolio of grants, including financial oversight, compliance monitoring, and faculty collaboration.
Partner with principal investigators (PIs) throughout the award lifecycle using strong project management and communication practices.
Develop projected spending plans for large awards.
Act as the primary contact for sponsors on award requirements and reporting, as delegated by the PI.
Coordinate with the Offices of Sponsored Programs and Grant & Contract Accounting to initiate and manage new and ongoing awards.
Review award notices and contracts to ensure all project team members understand terms and requirements.
Oversee timely and accurate setup of awards and subawards.
Track reporting deadlines, reapplication dates, and sponsor requests.
Run monthly financial reports to monitor expenditures, staffing, invoices, and effort reporting.
Meet regularly with PIs to review financial status, identify risks, and explore funding strategies.
Monitor sponsor compliance through regular budget reviews and reconciliation.
Advise PIs on payroll compliance, budget use, and personnel planning based on financial data.
Review spending and charge requests to ensure alignment with budgets, institutional approvals, and Uniform Guidance.
Maintain project files with award documentation and sponsor communications.
Coordinate with campus and sponsor offices to support timely and accurate award closeout.
Conduct peer reviews of grant proposals to ensure compliance with sponsor guidelines, University policies, and submission requirements prior to routing in SAGE for institutional review.
Collaborate with team members to develop and enhance quality assurance systems aimed at identifying process improvements, streamlining tools, and strengthening communication strategies to better support principal investigators.
Serve as a resource for department staff and faculty, providing guidance on research administration processes and resolving questions related to pre- and post-award activity.
Contribute to the development, implementation, and documentation of standard operating procedures (SOPs) and best practices across the shared services team.
Assist in building and maintaining tracking tools and centralized data repositories to improve transparency and operational efficiency.
Represent the shared services center in College and University meetings and workshops, ensuring alignment with institutional initiatives and policies.
Serve as a back-up reviewer for SAGE eGC1 submissions as needed, ensuring proposals are routed and reviewed in a timely manner.