Grants Specialist - Allergy & Infectious Diseases

University of Washington•Seattle, WA

2d•$84,000 - $92,064•Hybrid

About The Position

The Division of Allergy and Infectious Diseases in the Department of Medicine has an outstanding opportunity for a CFAS Grant Specialist to join their team. Reporting to the Associate Director for Finance and Grants in the Division, the Grants Specialist (Program Operations Specialist) will support the extramural funding in the Center for AIDS and STD (CFAS). The CFAS Grant Specialist will support a complex portfolio of funding while working with Division of Allergy and Infectious Diseases faculty and staff to provide all aspects of proposal development and post-award management with a variety of organizations, including foreign partners. This position will work a hybrid schedule with a minimum of one day on site at the Ninth and Jefferson Building on the Harborview Medical Center Campus. Key Responsibilities This position actively participates in the development and implementation of long-range administrative strategic business processes to assure program sustainability and operations while meeting all compliance requirements. The position is responsible for the administrative oversight of program contracts and grants. Specific duties and responsibilities include:

Requirements

Bachelors Degree in a related field and at least 2 years of relevant experience. Applicants who do not meet these qualifications WILL NOT be forwarded to the Hiring Manager.
Experience managing a complex grant and contract portfolio, including pre-award proposal submission and/or post-award administration of federal grants and contracts.
Demonstrated ability and/or experience handling high volume of diverse tasks, under deadlines, with consistently excellent accuracy and attention to detail.
Ability to work independently, take initiative and ownership of work, successfully prioritize, and manage multiple projects in a deadline-driven environment
Excellent written and verbal communication skills
Aptitude for learning new skills and technologies to support the changing needs of programs.
Demonstrated ability to maintain harmonious relationships and effectively address complex and sensitive administrative issues in a professional manner.
Comfortable in collaborative setting and working within and across cultures.
Flexibility and resourcefulness.

Nice To Haves

Experience with an academic institution’s policies and procedures related to grant and contract management.
Proficient in relevant University of Washington systems and databases or similar systems at other workplaces and/or the ability to learn new systems quickly: required systems include SAGE, Grant Tracker, -Workday, Enterprise Data Warehouse, My Financial Desktop.
Proficient in federal government grant systems such as eRA Commons, ASSIST.
Prior experience in basic science and/or clinical research program in a large academic institution
Experience managing Federal grants, contracts.
Proficient in UW policies and procedures, particularly related to extramural award processing and management.
Proactive problem solver and communicator, with a desire to improve systems.
Experience at managing international proposals and post award fiscal activities.

Responsibilities

Oversee awards anticipating and detecting financial concerns, keeping principal investigators and the Division leadership informed of those issues, proposing solutions, and independently initiating corrective actions and measures.
Oversight of various post-award activities including financial reporting, clinical trial billings, contract invoicing, complex payroll distribution and certification, cost sharing, and ensuring compliance with sponsor award terms and conditions.
Audit and oversee expenditures, variances, extensions, re-budgeting, advance account requests, sub contracts, sub accounts, payroll and personnel changes for accuracy and compliance with relevant policies and procedures.
Establish and maintain account management procedures including creating financial reports to forecast expenditures.
Interpret and assure compliance with applicable federal, state, institutional and industry laws and policies.
Develop systems and tools to provide regular updates to faculty and department administrators regarding changes in federal and university research directives, as well as changes to departmental procedures.
Collaborate and work closely with other grants and fiscal staff members to provide training and back-up when needed.
Responsible for preparation of research grant and contract proposals for faculty and fellows and oversight of submission process. Initiate administrative sections of proposals including but not limited to development of budgets and budget justifications. This may include working collaboratively with and overseeing work of a Budget Fiscal Analyst or Fiscal Specialist.
Ensure proposals are consistent with federal laws and regulations, sponsor agreements, submission requirements, and University specific policies and procedures.
Advise faculty, fellows and staff regarding pre-award operations and processes.
Lead training and resource development efforts by providing guidance to the program members on issues such as applicable regulations, cost allowances, budget justifications, and cost share requirements.
Provide expertise and guidance in all aspects of clinical research budgeting, contract terms, and the revenue cycle.
Develop contacts and networks with other departments, universities, schools, and offices on grant, research and project proposals involving multiple institutions and coordinate all projects with the Office of Sponsored Programs.
Liaise with the division and PIs for proposal submissions.
Attend division administrative meetings.
Monitor funding opportunities (program announcements, request for proposals, and request for application) and distribute to faculty.
Pro-active reach out to faculty for timely management of annual progress reports (e.g., RPPRs).
Recommend process improvements regarding the departmental business process, quality control, and grants management in general.
Serve as a subject matter expert and resource for faculty and staff regarding pre-award and post-award policies, procedures and compliance issues. Individual will train new staff on policies and practices in relation to grant and contract management.