This recruitment may be used to fill multiple openings.
Posting Date: 06/12/2024
Closing Info: Open Until Filled
Salary: $6,834 - $7,918 per month
Shift: First Shift
Notes:
As a UW employee, you will enjoy generous benefits and work/life programs. For a complete description of our benefits for this position, please visit our website, click here. (https://hr.uw.edu/wp-content/uploads/sites/3/2018/02/benefits-professional-staff-librarians-academic-staff-20230119_a11y.pdf)
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 Division of Rheumatology and the Division of Medical Genetics in the Department of Medicine have an excellent opportunity for a Grants Manager.
The position will work directly with award sponsors, scientific collaborators, and University offices, representing the Divisions.
The Divisions hold large and varied sponsored program portfolios that include funding from the National Institutes of Health and other federal agencies, numerous private foundations, and pharmaceutical industry-sponsored clinical trials.
The position will manage pre and post award activities for a portfolio of researchers. Work will include supporting submission of proposals, Just in Time (JIT) requests, progress reports, and other grant management activities.
The position is responsible for ensuring adherence by researchers (principal investigators), research staff, trainees, and collaborators to department, school, university, and sponsor policies. The position conducts ongoing local and federal policy review and provides updates and recommendations to Division leadership and Principal Investigators. The position is responsible for proposal submission and award reporting in accordance with Sponsor and University guidelines. Working with Principal Investigators, the Grant Manager, and the Division Administrator, the position has responsibility to review proposals for accuracy and feasibility, to identify resource and space needs required for successful implementation, to communicate compliance requirements, establish deadlines and communicate documentation requirements, to provide ongoing financial or other status updates and to ensure that deliverables are accomplished and appropriately reported.
The position requires broad knowledge of sponsor and University policies, guidelines and requirements.
This position requires expertise in all aspects of research administration and its application to the missions and goals of the Divisions of Rheumatology and Medical Genetics and the Department of Medicine. The Divisions combined have approximately 25 investigators utilizing a wide range of research mechanisms that include numerous complex clinical research projects and human subject clinical trials. This position has responsibility for pre- and post-award management that includes but is not limited to expenditure reviews and controls, reconciliation, and reporting. This position works with other administrative and research staff to review and update operational methods in response to policy or system changes. Working with two divisions means managing a more complex body of work and balancing the needs of two different units. This will require strong prioritization and delegation skills.
The grant portfolios total over $19M annually of grant and contract activity and consist of dozens of proposals each year.
The University of Washington is a world renowned research institution. Competent research administration staff are essential to ensuring that the proposal and award management processes run smoothly and that all research is conducted in accordance with Federal and University guidelines. This position will provide expertise and guidance to investigators and leadership.
RESPONSIBILITIES:
50% Post-Award Operations
Manage effort reporting for a subset of PIs in the division – includes monthly effort review and analysis and periodic compliance reporting as required by UW and sponsor requirements.
Prepare monthly financial reports and meet no less than quarterly with a subset of PIs in the division to review financial spending, progress, and milestones and to meet study operational needs.
Provide recommendations based on performance metrics to PIs and study leadership teams to optimize short-term and long-range budget planning and analysis.
Partner with the Grants and Contracts Manager on post-award improvement efforts to strengthen regulatory and fiscal compliance by implementing and overseeing reliable system processes. UW will transition to Workday as a financial system of record, which will drive post-award process changes and improvements.
Establish and maintain effective collegial working relationships with PIs, study team staff, and internal and external process partners to ensure efficient pre- and post-award operations.
Review UW systems used to track award activity for compliance and accuracy. Troubleshoot and direct expenditure corrections as necessary.
Obtain advance budget numbers and process no-cost extensions.
Collaborate with Principal Investigators on monthly budget to actual variations and budget development questions. Serve as a resource for lab managers and principal investigators on queries related to the budget, monthly performance and budget to actuals variations.
In collaboration with principal investigators- manage the reporting process with sponsors ensuring timely and accurate submission.
Manage complex grant portfolios as a whole including ensuring deliverables are met, reports are submitted, payroll is allocated appropriately.
Establish subaward agreements with partnering institutions in collaboration with the Office of Sponsored Programs and colleagues at partner institutions.
25% Pre-Award Operations and Proposal Support
Independently manage all pre-award operations for a subset of PIs in the divisions – includes proposal preparation and submission through UW and sponsor systems and completions of Just in Time (JIT) requests.
Determine viability of proposed research – address resource allocation requirements need to ensure successful completion of aims, track effort and resource commitments on the part of investigators and staff. Identify and resolve space and IT requirements.
Interpret and integrate institutional, federal, and sponsor guidelines, policies, and regulations as they apply to research administration operations. Provide counsel and mentoring to researchers and staff pertaining to these issues.
Work with Investigators and collaborators on budget development. Act as liaison with collaborating researcher's division, department and school administrators on submissions. Critically assess budget proposals for accuracy and compliance with guidelines.
Provides strategic, intellectual and technical assistance to faculty and staff on research revenue cycle policies, compliance and regulatory matters.
Contributes to research program initiatives; providing technical and systematic guidance and support.
15% Compliance and Risk Management
Promote compliance and risk management in accordance with policies of the UW and sponsoring entities, most notably, the NIH.
Interpret, analyze, and implement federal, state, institutional, and industry laws and policies as they apply to administrative and research operations.
Integrate knowledge of compliance policies into division operations under the direction of the Grants and Contracts Manager and/or Division Administrator. Guide implementation of applicable policies.
In partnership with the Grants and Contracts Manager, continually monitor and assess the division’s compliance around research and fiscal processes, troubleshooting, eliminating weakness areas, and improving systems to strengthen the stability of the research enterprise.
10% Research operations support
Serve as a mentor and resource for other members of the grant and administrative team for the divisions.
Provide guidance and mentorship for faculty and staff to enhance understanding around pre- and post-award processes and systems.
Lead Responsibilities:
Independently manage pre- and post-award functions for a portfolio of investigators, predominantly from federal and foundation sponsors.
MINIMUM REQUIREMENTS:
Bachelor’s degree in business, accounting, social sciences, or related discipline and 3+ years of related experience. Experience may substitute for the degree requirement.
Equivalent education/experience will substitute for all minimum qualifications except when there are legal requirements, such as a license/certification/registration.
ADDITIONAL REQUIREMENTS:
Experience in grants and contracts management in an academic, research, non-profit, or hospital setting.
Excellent organization skills with strong attention to detail, problem solving skills, resourcefulness and flexibility to adjust to dynamic work situations.
Advanced skills with Microsoft Office Suite products – primarily Excel, Word, PowerPoint, Outlook.
Excellent written, verbal, and interpersonal communication skills.
Customer-service orientation, initiative, and responsiveness.
Self-starter with the ability to work independently, exercise good judgment, and make decisions as necessary.
Strong collaborative and leadership skills, team oriented, and consultative.
Demonstrative ability to work well under competing deadlines.
Ability to work well in a team
Ability to handle confidential information responsibly
Ability to creatively problem solve
Strong organizational ability
DESIRED:
Familiarity with UW systems and software programs, most notably Workday, SAGE, and Award Portal.
3+ years of experience in grant and contract management in an academic, research, non-profit, or hospital setting
Prior experience in a central office setting – sponsored projects and/or grant and contract finance.
Additional education or certificates related to general administration, finance, or research administration.
Familiarity with sponsor proposal/management systems (i.e. Proposal Central, eRA Commons, etc)
WORKING CONDITIONS:
This is a full-time position that will require flexible work hours outside of standard operational hours to meet programmatic deadlines. This position is eligible for a hybrid work schedule with the expectation of 2-4 days per week in office depending on programmatic needs.
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 Work 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.
University of Washington is an affirmative action and equal opportunity employer. All qualified applicants will receive consideration for employment without regard to, among other things, race, religion, color, national origin, sexual orientation, gender identity, sex, age, protected veteran or disabled status, or genetic information.
Seniority level
Mid-Senior level
Employment type
Full-time
Job function
Other
Industries
Higher Education
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