University of Washington   Seattle, WA   Full-time     Administration / Clerical
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Posted on July 11, 2020
Req #: 179796
Job Location: Seattle Campus
Posting Date: 06/11/2020 
Closing Info: Open Until Filled 
Salary: Salary is commensurate with experience and education 
Shift: First Shift 
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. All of which has allowed the UW to be nationally recognized as a “Great College to Work For” for six consecutive years. 

The Department of Mechanical Engineering has an outstanding opportunity for a Grants and Contracts Manager. 


Financial and Compliance Management
Manage the assigned Principal Investigators pre and post award grants and contracts including:
• Develop and prepare complex budgets, graphs, figures, and other administrative sections of proposals for grants and contracts based on knowledge of sponsor requirements and program objectives.
• Develop, implement, and train investigators on policies and procedures in accordance with State policies for all pre and post grant awards such as identifying appropriate documentation and utilizing best practices.
• Manage the preparation of routine proposals and non-competing renewals.
•Work with PI’s to review and provide recommendations on proposals for potential IRB, IACUC and SFI compliance issues.
• 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. 
•Interface with the University Office of Sponsored Programs (OSP), Grants and Contracts Accounting (GCA), and funding agencies (including NIH, NSF, DoD).
•Collaborate with funding agencies (both federal and non-federal) to resolve problems and/or obtain approval for deviation from authorized procedures.
•Manage and work with subrecipients/subcontracts to ensure that proposal requirements and timelines are met. Answer questions and provide guidance of a similar nature as provided to the UW PI.

Administrative Responsibilities
•Develop policies and procedures for pre and post-award administrative functions.
•Serve as a content expert and resource for faculty, and other staff members regarding grant and contract proposals, post-award management and compliance.
•Develop systems and tools to provide regular updates to faculty and department administrator 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.
•Develop and create training material for staff and new hires that involves pre and post-award information, reviewing others work, how to perform periodic audits, and how to facilitate corrective actions.
•Attend and participate in All Staff, Finance Team, Monthly Research Administration Meeting (MRAM) and College of Engineering Research Administrator Network (CERAN) Meetings.
•Provide assessment and feedback for staff annual performance reviews.

Quality Assurance
•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.
•Develop and collaborate with other staff on the development of quality assurance systems to identify trends/opportunities for improvement in departmental processes, tools, and communication to further enhance the service provided to PIs.
•Work with the Administrator to implement process improvements.
•Collect, analyze and report on metrics regarding division research portfolio, efficiency, compliance etc.

Process Improvement
•Recommend process improvements regarding the departmental business process, quality control, and grants management in general.
•Develop and implement policy and procedures on how to analyze and revise service team pre-award guidelines
•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 relation to grant and contract management.  

•Bachelor's degree in Business, Finance, or similar, plus two years’ experience working in research administration with responsibility for proposal development, including complex budgets and subawards.
•Proficient at developing grant proposals and managing all post award budgeting and expenditures.
•Experience interacting with faculty and department leadership in grant management context.
•Advanced knowledge/experience with OMB guidelines, and eRA Commons.
•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.
•Ability to exercise independent judgment and manage competing priorities using strong organization skills.
•Intermediate to advanced Microsoft Office skills using a range of software programs including Word, Excel, and Access.
•Skilled at developing complex linked spreadsheets.
•Demonstrated ability and/or experience handling high volume of diverse tasks, under deadlines, with consistently excellent accuracy and attention to detail.
•Flexibility and resourcefulness.

Equivalent education/experience will substitute for all minimum qualifications except when there are legal requirements, such as a license/certification/registration.

•An advanced degree such as an MPA/MBA or other related degree with at least two years of work experience with the same criteria that is in the "Required Qualifications" section.
•Experience working with staff from UW operations (OSP, GCA, ISO, etc.) and sponsor program and research staff.
•High level of accountability – drives for results, displays a sense of ownership, and is passionate about attaining goals and surpassing expectations.
•Proactive problem solver and communicator, with a desire to improve systems.
•Comfortable in collaborative setting and working within and across cultures.
•Advanced knowledge and experience in UW and sponsor administrative submission, personnel, acquisition, and reporting systems such as NSF Fast lane,, GrantTracker, e-Verify, SAGE,  MyFD, Workday, FIN, PAS, HEPPS, ASTRA, e-travel, eProcurement, e-Reimbursement, PaymentNet, Grant and Contract Certification Reports, and Faculty Effort Certification reports.

Conditions of Employment:
•Office environment, may involve extended periods of sitting and typing.
•Deadline-driven environment, occasionally requiring extended hours.

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.

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 equal opportunity, affirmative action employer. To request disability accommodation in the application process, contact the Disability Services Office at 206-543-6450 / 206-543-6452 (tty) or