University of Washington   Seattle, WA   Full-time     Finance
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Posted on July 21, 2020
Req #: 180833
Job Location: Seattle Campus
Posting Date: 07/20/2020 
Closing Info: Open Until Filled 
Salary: Salary and benefits are competitive. Salary is commensurate with qualifications and experience. 
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 College of Education (COE) Dean’s Office has an outstanding opportunity for a Grants and Finance Specialist.

Position Purpose:
The College of Education (COE) Dean’s Office provides centralized financial, human resources and operational support to the faculty, staff and students of the College of Education as well as the external community.  The Dean’s Office Grants and Finance Specialist is an intermediate level position that is responsible for the financial management of a variety of grant and contract awards received by the College of Education. In this role, the Grants and Finance Specialist must have a thorough understanding of grant management, in accordance with all applicable rules and regulations, and be able to communicate proficiently with principal investigators (PIs) and sponsors.  This position will work as part of the COE’s pre- and post-award research support team to ensure compliance with all aspects of grant management as well as oversee, implement, and ensure accurate, efficient and timely financial management and customer service for Principal Investigators in the COE.

Reporting to the Finance Manager Lead, the Grants and Finance Specialist will support both the pre-award and post-award management of research awards including overseeing financial accounting and budget reporting for the research grants that are managed in the Dean’s Office and college research Centers. This position is responsible for developing and managing budgets, planning fund expenditures, and preparing monthly budget reports; for advising PIs on fiscal plans and best course of action; for quarterly and annual budget reporting and post-award fiscal duties; and for overseeing and ensuring that financial resources are used effectively and in compliance with UW, state, federal and COE policies.

Essential Duties and Responsibilities include, but are not limited to, the following:

•             In collaboration with the Manager of Proposal Development, manage the proposal process from start to finish ensuring that all sponsor requirements are adhered to; create all administrative proposal documents, upload all proposal documents via sponsor websites, and obtain verification of successful application transmittal to sponsor.
•             As a member of the research support team, work with College of Education faculty and staff researchers to prepare and submit grant and contract proposals.
•             Ensure timely and compliant preparation and submission of grant and contract proposals by exercising judgment in interpreting and applying sponsor guidelines and UW, federal and state policies.
•             Work with College of Education PI/research team, other campus units, and collaborating/subcontracting institutions to obtain information and documentation necessary to complete sponsor application and internal UW forms.
•             Develop proposal budget and prepare other administrative sections of proposals. Enter data and upload proposal documents to sponsor online application.
•             Prepare eGC1 form and monitor progress of campus approvals to ensure OSP and sponsor deadlines are met. Obtain verification of successful application transmittal to sponsor.

•             Provide grant/contract support for individual principal investigators in support of their comprehensive research operations.
•             Serve as the primary liaison with sponsors, subcontracts and other UW units.
•             Effectively manage and administer multiple research awards. Manage budget revisions and continued funding on multiple complex budgets including, federal, foundation, contracts, subcontracts and University sub-budgets.
•             Interface directly with UW units, funding agencies and subcontracts managing invoices, supplements extensions, annual renewals, fiscal reports, and compliance.

Financial Reporting, Communications, and Requirements:
•             Prepare regular financial reporting for sponsored projects in respective principal investigator portfolios.
•             Meet with principal investigators on a regular basis to present and report on the financial status for each project; present and discuss potential problem areas.
•             Establish and maintain account management procedures including preparation and/or approval of monthly budget reports and ensure accurate reconciliation of expenditure documents with UW accounting reports and relevant grant award requirements.
•             Analyze and develop cost saving strategies, provide analysis and recommendations as needed. Assist with implementation of necessary changes, following sponsor guidelines and requirements.

Compliance and Budgetary Requirements:
•             Advise principal investigators on payroll compliance and budgetary requirements for staff supported by their grants and contracts. Based on results from monthly budget reports, advise principal investigators and provide short- and long-term personnel projections related to research funding.
•             Develop and manage internal systems to track faculty effort compliance and cost share reports.

Other duties as assigned

•             Bachelor's Degree in Finance, Accounting, or similar degree or equivalent experience, to include two to three years of experience with program administration in an academic research environment or similar environment
•             Experience working with a variety of sponsors, including federal sponsors such as NSF, US Dept of Education, NIH, and non-federal sponsors such as the Bill & Melinda Gates Foundation, and other large and small private foundations, state and local governments
•             Proficiency in Microsoft Office Suite, in particular Excel
•             Excellent verbal, written and interpersonal skills.
•             Demonstrated problem-solving and fiscal skills, strong detail orientation and ability to adeptly manage multiple deadline dependent priorities.
•             Ability to interpret and apply institutional administrative and fiscal compliance guidelines and practices.

Equivalent education and/or experience may substitute for minimum requirements.

•  Experience working with staff from UW operations (OSP, GCA, MAA, etc.) and sponsor program and research staff.
•  Experience with UW Administrative systems: SAGE, MyFD, Data Warehouse, ARIBA, and WORKDAY
Equivalent education/experience will substitute for all minimum qualifications except when there are legal requirements, such as a license/certification/registration.

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.

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