GRANTS AND CONTRACTS SPECIALIST
University of Washington Seattle, WA Full-time Administration / Clerical
Posted on July 5, 2020
|Department:||MATERIAL SCIENCE AND ENGINEERING|
|Job Location:||Seattle Campus|
|Closing Info:||Open Until Filled|
|Salary:||Salary is commensurate with experience and education|
|Notes:||As a UW employee, you will enjoy generous benefits and work/life programs. For detailed information on Benefits for this position, click here.|
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 Materials Science & Engineering has an outstanding opportunity for a Grants & Contracts Manager.
Serve as Grants & Contracts Manager for the Department of Materials Science & Engineering. Work with the Chair, Administrator, and faculty within the University’s policies and procedures to achieve strategic and overarching departmental goals. General responsibilities and duties include day-to-day financial operations for the research labs and centers associated with a portfolio of principal investigators (PIs). Responsibilities include the coordination, planning, training, management, development, and implementation of the fiscal and administrative functions and staff.
The position includes exercising independent judgment and has delegated decision-making authority for funds management and contract administration. Primary responsibilities include proposal preparation, fiscal planning, budget management, grants/contracts administration (federal, industry, & self-sustaining), purchasing and payroll oversight. This position is responsible for problem solving, prioritizing and multi-tasking of assignments, requests and report deadlines. The role is fast-paced and often requires responding to deadlines with short lead times. Process oriented duties (including document batching, reconciliations, data entry, etc.) will either be delegated to classified fiscal staff in the department, or will be greatly reduced due to increased efficiencies and streamlined processes. Higher level management and oversight of these duties will remain with this position.
The Materials Science & Engineering Department is an academic department in the College of Engineering with over $16M in annual expenditures. The department serves approximately 220 students annually, graduating 127 bachelors, masters, and PhD degrees in 2020. As of May 2020, the department has 19 tenured/tenure track faculty, 2 research faculty. The department has a large portfolio of programs, including multiple online programs, a growing number of international students in our Applied Master Program, spread across 3 different buildings, the department has multiple research and testing laboratories. Over the past five years, the department averages $8.5 million in awards, and an additional $9.5 million in expenditures – all of which are processed by grants and contracts managers.
• Pre-Award Responsibilities & Duties Provide technical and administrative support to principal investigators during proposal submissions. Ensure successful proposal submission by exercising independent judgment interpreting and applying sponsor, UW, federal, state and industry policies, rules and regulations with grants/contracts preparation and implementation. Work with staff in Materials Science & Engineering, other campus unit, and collaborative institutions to prepare proposal budgets and compile sponsor-required data for student training grants and center proposals. Obtain documentation related to matching and department support.
• Post-Award Responsibilities & Duties Provide administrative and grants/contracts support for individual research programs for all Principal Investigators. Position is expected to act as a liaison with sponsors, subcontractors and other UW units. Manage and administer multiple, complex budgets including state, federal, university/industry cooperative, industry contracts and subcontracts. Interface directly with UW units, funding agencies and subcontractors to handle invoices, supplements, extensions, fiscal reports and compliance.
• Financial Reporting, Communications, and Requirements Meet with the PIs to present the financial status of each program and possible problem areas. Provide representation for each program and provide information related to the content, policies, procedures and activities of each. Establish and maintain account management procedures including preparation and/or approval of monthly budget reports and reconciliation of expenditure documents with UW accounting reports and relevant grant award requirements. Develop comprehensive monthly budget reports to track revenue along with actual and projected expenditures. Analyze and develop cost saving strategies, provide recommendations, and implement necessary changes, following sponsor guidelines and requirements.
• Compliance and Budgetary Requirements Advise PIs on payroll compliance and budgetary requirements for staff supported by their grants and contracts. Coordinate with payroll managers and advising staff in MSE and in other department including PNNL; that are home to the PIs and research staff supported by the PIs. Develop systems to track FEC reports, and manage and oversee cost-share and compliance.
• Training, Sponsor Policy, and Requirements Train and advise staff regarding sponsor compliance and policy requirements on all grant expenditures which include significant and complex expenditures, travel, purchasing, and large equipment orders. Initiate journal vouchers and reverse expenditures.
• Development of Internal Policies and Procedures Develop, lead, train on all policies and procedures related to the administration of financial management functions, both pre-and –post award across all components of this large research division to manage systems that will safeguard compliance with all institutions, local, state and federal regulations regarding grant and contract financial management and reporting. This includes development of system and process improvements, such as forms, budget reporting templates, and complex tracking tools.
Bachelor’s degree or equivalent AND two years of experience working in a fast-pace research oriented environment; excellent oral and written communication skills; strong organizational skills and attention to detail; ability to prioritize and handle multiple tasks on a frequent basis; demonstrated ability to effectively interact with faculty, staff and students, and industry representatives; ability to interact with people from diverse backgrounds, working knowledge of Microsoft Office, including Word and Excel, and Adobe Acrobat.
Equivalent education/experience will substitute for all minimum qualifications except when there are legal requirements, such as a license/certification/registration.
Experience using University on-line fiscal systems such as FIN, PAS, Workday, e-Travel, e-Procurement, eReimbursement, PaymentNet, MyFD, and experience with proposal submission sites including SAGE, Assist, EERE, Workspace, FASTLANE, and others.
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