Pre-Award Grant and Contract Manager

University of Washington Medical Center•Seattle, WA

1d•Onsite

About The Position

The Pre-Award Shared Services Team has an excellent opportunity for two Pre-Award Grant and Contract Managers. Under the general supervision of the Associate Director, this individual will be responsible for all aspects of proposal development for grants and contracts submitted by departments within the UW School of Medicine. This person will be responsible for providing expertise in pre-award policies and practices as defined by sponsors, federal, foundation, state, industry, and the University, while managing grants and contracts from proposal development through submission to funding sponsors. Proposal development responsibilities include working directly with principal investigators, research administrators, post-award grant managers, and other campus partners and staff; developing budgets and preparing administrative portions of proposals; and recommending and implementing departmental policies and practices to ensure compliance with sponsor and university requirements. Pre-award responsibilities include: 1) developing and administering proposal timelines, 2) creating budgets, 3) preparing administrative portions of proposals, 4) editing technical components of proposals including budget justifications, facilities descriptions, biosketches, and similar, 5) ensuring compliance with sponsor and university requirements, 6) quality control of applications, and 7) building and maintaining strong partnerships with assigned department faculty and staff. Other responsibilities include: 1) providing technical advice and interpretation of regulations to Department faculty and staff, and 2) preparing and submitting Just-in-Time materials. This position is a deadline driven role responsible for quality control of applications before they leave the office, and ensuring they are submitted on time. This position will participate in lean process improvement activities.

Requirements

Bachelor's degree in business administration, higher education administration, public administration, or related field.
Three or more years' experience working in research administration with substantial responsibility for proposal development, including complex budgets and sub-awards.
Experience interacting with faculty and department leadership in project management context.
Demonstrated ability to manage priorities to meet deadlines while maintaining attention to detail.
Intermediate experience with software including Excel and MS Word.
Demonstrated commitment to excellence.

Nice To Haves

Intermediate knowledge/experience with OMB guidelines, Grants.gov and eRA Commons.
Experience working with staff from UW operations (OSP, SOM RGE, PAFC, GCA, etc.) and sponsor program and research staff.
Experience working with UW systems including SAGE and Award Portal.
Experience leading teams or projects.

Responsibilities

Developing and administering proposal timelines
Creating budgets
Preparing administrative portions of proposals
Editing technical components of proposals including budget justifications, facilities descriptions, biosketches, and similar
Ensuring compliance with sponsor and university requirements
Quality control of applications
Building and maintaining strong partnerships with assigned department faculty and staff
Providing technical advice and interpretation of regulations to Department faculty and staff
Preparing and submitting Just-in-Time materials
Conduct a quality control review of all proposals to ensure each application is meeting sponsor/proposal requirements and department and school policies before being routed in SAGE for campus review.
Analyze the quality assurance results to identify trends/opportunities for improvement in pre-award processes, tools, and communication to further enhance the service provided to PIs and departments.
Work with the Team Leads and Associate Director to implement process improvements.
Collect, analyze, and report on metrics regarding department pre-award submissions by fiscal year.
Develop policies and procedures for pre- award administrative functions.
Act as liaison between the Administrator, Chair, faculty, and other staff members, regarding grant and contract proposals.
Serve as the content expert and resource for faculty, and other staff members regarding grant and contact proposals, pre-award management and compliance.
Provide regular updates to faculty and department administrators regarding changes in federal and university research directives, as well as changes to pre-award procedures.
Back up work of fiscal staff members, lead or contribute to special projects, and perform related duties as required.
Provide back-up to the other Pre-Award Grants Mangers maintaining a high level of service to our departments and compliance with department, university, and sponsor guidelines.
Train pre-award skills to new pre-award staff within shared services. This will involve training, reviewing work, performing periodic audits, and facilitating additional training as necessary.
Provide assessment and feedback for staff via annual peer performance reviews.
Liaise with the department and PIs for pre-award.
Coordinate with the post award contacts via email and phone, as well as holding quarterly meetings, to ensure a smooth hand-off at time of award.
Attend faculty meetings and department research meetings.
Recommend process improvements regarding the pre-award grants business process, quality control, and SharePoint system for grants management.
Write, analyze, and revise service team pre-award guidelines, policy, and procedures, including taking the lead on several pre-award projects.
Write, analyze, and revise service team pre-award templates which serve to streamline processes and increase consistency.