University of Washington   Seattle, WA   Full-time     Education
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Posted on July 8, 2020
Req #: 180507
Job Location: Seattle Campus
Posting Date: 07/08/2020 
Closing Info: Open Until Filled 
Salary: Salary is commensurate with experience and education 
Shift: First Shift 
Notes: Although open until filled, priority application date is July 22, 2020.

The University of Washington is following physical distancing directives from state and local governments as part of the collective effort to combat the spread of COVID-19.  Click here for updates
“Onsite work” in the interim will vary for units and for specific positions and will be discussed with candidates during the interview process.

As a UW employee, you will enjoy generous benefits and work/life programs.  For detailed information on Benefits for this position, click here.

For more information on the Paul G. Allen School of Computer Science & Engineering, visit the Allen School website.  

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 Paul G. Allen School of Computer Science & Engineering at the University of Washington educates tomorrow’s innovators, conducts cutting-edge research in core and emerging areas of the field, and leads a broad range of multi-disciplinary initiatives that demonstrate the transformative power of computing. Consistently ranked among the top computer science programs in the nation, the Allen School is widely recognized for its success in promoting diversity and for the impact of its research and teaching across our region and around the globe. The Allen School occupies two spectacular buildings — the Paul G. Allen Center and the adjacent Bill & Melinda Gates Center — located at the heart of the UW campus in Seattle.

The Allen School has an outstanding opportunity for a full-time Grants Manager.

The Grants Manager (Program Operations Specialist) provides critical grants and contract management support to an assigned group of faculty principal investigators (PIs) and plays a key role in providing the administration of day-to-day grants management activities for PIs, researchers, research labs, and centers.  Responsibilities include the coordination, planning, development, and implementation of the fiscal and fiscal-oriented functions of the Allen School’s research efforts from grant and contract proposal development through budget closings.  The Allen School currently has approximately 75 full time faculty members and in Fiscal Year 2019 was awarded grants totaling more than $35.5 million dollars.

This position reports to the Assistant Director of Research Administration, and works in a team with around 12 other grant managers and fiscal specialists in a collaborative, team-oriented environment. On our team we encourage innovation by fostering creativity, promoting professional growth, and supporting one another.  This position will work cooperatively with other academic and administrative units, faculty, staff and students as well as external stakeholders, federal sponsors and private industry partners.

• Manage preparation and submission of all competitive and non-competitive grant proposals for submission to granting agencies, including multi-million dollar, multi-university and multi-department center proposals. 
• Develop complex budgets and other administrative sections of grant and contract proposals and prepare non-engineering sections of grants for both incoming and outgoing research awards.
• Submit proposals and award documents through SAGE. Guide faculty through internal UW deadlines to ensure timely submission of proposals.
• Facilitate timely adherence to sponsor deadlines such as proposal deadlines, progress report deadlines, and request 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.  Interact with staff of the UW Office of Sponsored Programs as well as academic offices.  Prepare and route electronic and paper forms to resolve related questions.
• Provide advice and interpretation of funding agencies regulations as well as UW policies and procedures to Principal Investigators and other project personnel.  Ensure compliance with federal, state and UW policies, procedures and regulations.
• Facilitate the review and processing of Non-Disclosure Agreements (NDAs) and Intellectual Property (IP) agreements related to research awards and purchases.
• Collaborate with industry donors and partners to help guide industry gift funds through the appropriate Allen School and UW offices.

• Provide administrative support for faculty, staff, and graduate/undergraduate students. Independently interpret and implement state and federal administrative policies and procedures. 
• Manage complex fiscal accounting records for all funds supporting the research groups, including federal, private foundations, state matching funds, gifts and subcontracts.
• Initiate, approve, process and monitor expenditures.  Develop long-range forecasts and spending plans.  Periodically meet with the faculty to present the financial status.
• Independently interface with funding agencies.  Write and submit required fiscal reports and revised budgets.  Assure technical progress reports are submitted by deadlines: anticipate upcoming deadlines; give all involved personnel notice of requirements; help draft portions of the report; and coordinate data prepared by research personnel for reports.
• Assist researchers with Institutional Review Board (IRB) applications for studies that involve human subjects. Work with Fiscal Specialist to process payments to research study participants and manage the required documentation.
• Assess both the short and long-term implications of budget expenditures and advise researchers of compatibilities and/or conflicts.
• Manage the hiring process for research personnel including initiation of Postdoc hires, undergraduate Research Assistants and temporary research staff.

Program Compliance and Policy:
• Ensure compliance with sponsor, federal, state, and university laws and regulations. Monitor new laws and directives and develop compliance policy or procedures. Keep program investigators, staff and senior management informed.
• Identify and assess compliance and risk management issues.  Develop policies or procedures to manage issues and implement as appropriate to reduce audit risk.
• Follow established sponsor and UW post award fiscal compliance guidelines to ensure all expenditures are allowable and allocable to sponsored research budgets.
• Ensure the sponsored research project operational and deliverable requirements are met.
• Ensure the UW financial management systems and controls for maintaining compliance with all applicable organizational policies and procedures, regulations, and donor requirements are in place and followed.
• Ensure compliance with human subject and animal research requirements.
• Ensure compliance with Faculty Effort Certification (FEC) and Grant and Contract Certification Report (GCCR) requirements.
• Collaborate with PIs, grants managers, and other department administrators on UW campus and worldwide.
• Meet reporting requirements.

• Bachelor’s degree in Business, Program Management or related field and four years of relevant experience, or an equivalent combination of education and experience. 
• Demonstrated fiscal management experience.
• Demonstrated ability to work independently, problem solve, take initiative, set priorities and handle multiple projects efficiently and effectively. 
• Proven experience working in a deadline driven environment. 
• Excellent written and oral communication skills. 
• Effective interpersonal skills to interact with diverse groups in a team environment.
• Proficiency with use of computers, experience with Excel, email and Internet systems.

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

• Familiarity with University of Washington policies and procedures, particularly grants and contracts.
• Familiarity in a research, technical and/or grant funded environment.
• Experience with UW systems: SAGE, MyFD, Ariba.
• Experience managing grants from federal agencies including National Science Foundation (NSF), DARPA, IARPA, ONR and NIH.

Condition of Employment:
Responsibilities include the coordination, planning, development and implementation of the fiscal functions for a group of Principal Investigators.  This requires problem-solving, prioritizing and multi-tasking of assignments, requests and report deadlines. It is often necessary to respond to deadlines with short lead times.  May need to work outside of the normal 40-hour work week.

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