GRANTS AND CONTRACTS MANAGER/SPECIALIST
Employment Type : Full-Time
Notes: As a UW employee, you will enjoy generous benefits and work/life programs. For detailed information on Benefits for this position, click here.
As a UW employee, you have a unique opportunity to change lives on our campuses, in our state and around the world. UW employees offer their boundless energy, creative problem solving skills and dedication to build stronger minds and a healthier world.
UW faculty and staff also enjoy outstanding benefits, professional growth opportunities and unique resources in an environment noted for diversity, intellectual excitement, artistic pursuits and natural beauty.
The Department of Mechanical Engineering (ME) has an outstanding opportunity for a Grants and Contracts Manager to join our innovative and effective administrative team. Under the general supervision of the department administrator, this individual will manage ME’s grant and contract program and financial reporting of grants, contracts, and sub-awards.
Faculty submit between 10 and 15 proposals per month, and the department currently has over 150 research budgets to manage.
This position will provide administration and day-to-day management of all research activities, assuring operational efficiency for the faculty, students and staff of the research group. The person in this position is in regular contact with sponsor agencies, investigators within the University of Washington as well as directors and investigators at other research organizations (domestic and international). The Department Chair and Administrator will rely on this position to answer all key questions and manage issues related to research administration.
RESPONSIBILITIES:
Pre-Award Management:
Manage preparation and submission of all competitive and non-competitive grant proposals for submission to granting agencies, including multi-university and multi-department proposals.
Develop complex budgets and other administrative sections of grant and contract proposals and prepare non-engineering portions of grants and both incoming and outgoing research sub-awards, applying appropriate stewardship of available funding streams.
Monitor, review, communicate, integrate, and implement complex federal, state, foundation, and University regulations and policies into ME’s grants and contracts to ensure compliance.
Provide technical advice and interpretation of governmental and foundation regulations as well as University policies and procedures to Principal Investigators (PIs), researchers, chair, administrator, related support staff, and third parties.
Facilitate timely adherence to sponsor deadlines such as proposal deadlines, progress report deadlines, and requesting extensions, supplements, or revisions as needed. Deliver required components related to administration and operations aspects in a timely manner and ensure that other teams are informed of relevant deadlines and requirements. Interface with the University Office of Sponsored Programs (OSP), Grants and Contracts Accounting (GCA), funding agencies (NIH, NSF, DOD, foundations, etc.) as well as academic offices. Prepare and route electronic and paper forms to resolve related questions.
Oversee and complete grant transfers from other institutions to ME as necessary.
Provide training and orientation to faculty and staff concerning pre-award and post-award management.
Facilitate the review and processing of Non-Disclosure Agreements (NDAs) and Intellectual Property (IP) agreements related to research awards and purchases.
Post-Award Management:
Independently manage multiple sponsored projects assuring that all transactions are allowable, allocable, and reasonable.
Assure compliance with non-IRB related policies and procedures at the UW and sponsors.
Authorize actions by central university offices and ME in matters concerning the establishment and continuation of grant, contract, and research sub-awards.
Ensure grant, contract and research sub-award agreements are executed in a timely manner, by regularly monitoring status and communicating with appropriate internal and external administrative offices. Implement, monitor, and manage budgets.
Work through the administrative details of research sub-awards with various institutions domestically and internationally. Facilitate sub-award set up within the UW to ensure timely invoicing as needed. Ensure sub-recipient monitoring is adequate and documented.
Interact with staff of UW Grant and Contract Accounting on post-award management issues including ensuring correct application of indirect costs. Work through the close-out at the end of grants.
Supervise revolving fund accounts for paying research subjects.
Coordinate arrangements for research program activities such as sponsor onsite review meetings, seminars, and visits.
Ensure cost-share processing, as appropriate.
Sponsor and Internal Reporting for Grants and Contracts:
Work with Principal Investigators to complete and submit required sponsor reporting such as progress reports and final reports. Provide financial information as required. Keep PIs abreast of deadlines and reporting requirements.
Provide regular reports to Principal Investigators to review and confirm monthly transactions and payroll charges.
Provide monthly and quarterly reports (and as requested) that include spending analysis, forecast future needs, and communicate status and progress of personnel, travel, equipment, research sub-awards, and other spending activities and communicate status and progress to principal investigators.
Meet with principal investigators to review project plans and projections.
Ensure timely and accurate completion of faculty effort certification report.
Manage the subcontracts thru ARIBA system (i.e. monitor the spending, invoice approval, etc.) and communicate with the subcontract administrative contact.
Administrative Duties:
Conduct ongoing review of existing procedures and develop new approaches as needed.
Review and approve grant expenditures and purchases in ARIBA while verifying funding and compliance.
Allocate effort according to award including setting up and maintaining costing allocations for PIs and supporting staff.
Process Journal Voucher transfers as needed.
Act as the co-grant and contract Compliance Officer for the department in compliance with UW, federal, and state policies and regulations. Serve as co-Faculty Effort Coordinator for department.
Attend monthly/quarterly University, college, and departmental meetings, including MRAM, and research admin staff meetings.
Advise Administrator of research activities and issues on a regular basis.
Research, lead and delegate special projects as needed.
Other duties as assigned.
REQUIREMENTS:
Bachelor’s Degree in Finance, Business, Program Management or related field and a minimum three years of experience in research administration and financial planning at the University of Washington.
Additional Requirements:
Experience in UW research management (pre- and post-award) with substantial responsibility for proposal development, financial reporting and subcontract management.
Experience developing and monitoring complex budgets.
Experience with state and federal financial regulations.
Experience managing payroll with NIH salary cap limitations.
Demonstrated ability to manage priorities to meet deadlines while maintaining attention to detail.
Experience interacting with faculty and department leadership in project management context.
Excellent written and spoken communication skills.
Ability to take initiative and work in a collaborative team environment.
Advanced experience with Microsoft Office, particularly Excel.
Equivalent education/experience will substitute for all minimum qualifications except when there are legal requirements, such as a license/certification/registration.
DESIRED EXPERIENCE
Advanced knowledge and experience in UW and sponsor administrative submission, personnel, acquisition, and reporting systems such as NSF Fast lane, grants.gov, GrantTracker, e-Verify, SAGE, MyFD, FIN, PAS, HEPPS, ASTRA, e-travel, eProcurement, e-Reimbursement, PaymentNet, Grant and Contract Certification Reports, and Faculty Effort Certification reports.
Application Process:
The application process for UW positions may include completion of a variety of online assessments to obtain additional information that will be used in the evaluation process. These assessments may include Workforce Authorization, Cover Letter and/or others. Any assessments that you need to complete will appear on your screen as soon as you select “Apply to this position”. Once you begin an assessment, it must be completed at that time; if you do not complete the assessment you will be prompted to do so the next time you access your “My Jobs” page. If you select to take it later, it will appear on your "My Jobs" page to take when you are ready. Please note that your application will not be reviewed, and you will not be considered for this position until all required assessments have been completed.
Applicants considered for this position will be required to disclose if they are the subject of any substantiated findings or current investigations related to sexual misconduct at their current employment and past employment. Disclosure is required under Washington state law.
Committed to attracting and retaining a diverse staff, the University of Washington will honor your experiences, perspectives and unique identity. Together, our community strives to create and maintain working and learning environments that are inclusive, equitable and welcoming.
The University of Washington is a leader in environmental stewardship & sustainability, and committed to becoming climate neutral.
The University of Washington is an affirmative action and equal opportunity employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, gender expression, national origin, age, protected veteran or disabled status, or genetic information.
To request disability accommodation in the application process, contact the Disability Services Office at 206-543-6450 or dso@uw.edu.