Grants and Contracts Manager

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.

We are pleased to open a Grants and Contracts Manager position in the Department of Rehabilitation Medicine. The Grants and Contracts Manager (Program Operations Specialist (E S 8)) will be a member of the Grants Team with primary responsibility for leading the pre-award grant management process. The Pre-Award Manager will provide the full spectrum of guidance to teams of scientific faculty and research operations staff in the submission of grant and contract proposals to government agencies and private organizations for the University of Washington Department of Rehabilitation Medicine. Although the emphasis of this role will be on pre-award support, the Manager will also support post-award and other operational functions. Rehabilitation Medicine has a complex research portfolio and fiscal budget structure, and it is necessary for this position to utilize their subject matter expertise for managing the landscape efficiently and accurately.

DUTIES AND RESPONSIBILITIES50% - Proposals and Pre-Award Management:Provides operational leadership and oversight of grant and contracts team.Leads application/proposal preparation process and submission activities to ensure all deadlines, requirements and approvals are met.Assure proper completion of all business elements; Review of research elements for formatting and completeness; Assembly of final package in accordance with sponsor instructions; Assurance of timely institutional review and responding to reviewers’ comments/questions; Verification of successful submission.Counsels scientific faculty and project teams on agency policies and regulatory issues, identifying and resolving any potential conflicts.Liaise regularly with the School of Medicine's Administrative Business Center (ABC) and Office of Sponsored Programs (OSP) to ensure the grant application/management process flows smoothly.Develops and maintains accurate budget and budget justification documents that are compliant with both funder and institutional polices, as well as any requirements by Prime applicants when UW is a subawardee.Uses appropriate information and resources and solicits diverse input from others to make informed decisions.Communicates requirements and deadlines to subawardee grant staff.Provides Quality Assurance reviews of subawardee budget and justification documents to ensure accuracy.Tracks progress of subawardee budgets and documentation to ensure timely receipt of materials Responds to Just-In-Time requests from funders with appropriate materials.Develops accurate Other Support information and including human subjects training certification.Facilitates responses to funder's requests for changes prior to award.Reviews and advises researchers regarding incoming Notices of Award for accuracy and special terms and conditions.Reviews incoming subaward agreements for accuracy and special terms and conditions.Provide ongoing support, tracking and review of submitted projects in collaboration with appropriate team members.Creates and conducts quarterly pre-award trainings for investigators new to research or the University of Washington Department of Rehabilitation Medicine.

25% - Post-Award Responsibilities:Provide oversight and guidance of post award administration to Principal Investigators (PIs), Department Grants team and staff to ensure compliance with sponsor terms and conditions, as well as University policies and procedures.Provide training support in post-award activities such as, but not limited to, detailed financial projections, award set up, responding to sponsor requests, outgoing sub-award administration and fiscal transactions.Meets with PIs and their research staff to provide detailed financial projections, and advise on matters relating sponsor/UW policy to ensure compliance with such policies.Ability to produce customized financial reportsAssist in tracking of sponsor reporting requirements, ensure submission of progress reports, and provide financial reports when necessary.Liaison with Grants and Contracting Accounting (GCA) and Office of Sponsor Programs (OSP) to ensure application/ management flow smoothly.Primary point of contact to resolve granting issues when arise.Backup to Grant and Contracts Director including: - Manage department grant operations/budgets and report issues to Director of Administration and Finance. - Interact with department leadership, Grants and Contracting Accounting (GCA) and Office of Sponsor Programs (OSP) to resolve complex grant issues. - Development of internal department business processes to maximize accuracy and efficiency while maintaining compliance with institutional policies. - Ensure proper management of grant-related documentation (proposal materials, award documents, back-up expenditure documentation, etc.) in accordance with current Records Retention policy. - Manage department database approvals in Workday system. - Provide back-up departmental-level grant review in SAGE.

20% - Program Operations:Supervisory responsibilities for personnel of 2 grant analyst and 1 fiscal staff, assigns tasks and duties, oversees work progress, hiring and evaluating employee performance.Train and mentor fellow research administrators and other research staff in grant and contract proposal and budget development.Provide leadership and facilitate communication with study personnel, post-award administration, finance and collaborating institutions, to proactively resolve issues or concerns during contracting, project start-up or once the project has become active.Actively monitor funders for new policies or procedures and advise study teams on changes or impacts to ongoing projects.Department expert on pre-award Internal policies, procedures, and processes.Continuously evaluate standard practices for process improvement/streamlining opportunities.Promotes continuous improvement of procedures, policies, and processes as well as personal development of other team members.

5% - Other duties as assigned

MINIMUM REQUIREMENTSBachelor's degree in Business, Finance, Research Administration, or related field.Minimum 3 years of experience in research administration, including pre-award proposal submission, and post-award administration of federal grants.Equivalent education/experience will substitute for all minimum qualifications except where there are legal requirements such as license/certification/registration.

ADDITIONAL REQUIREMENTSExperience with complex budget development, sub-awards, negotiating effectively with sponsors, and monitoring research budgets post-award.Prior experience with staff supervision and mentoring.Ability to communicate complex information clearly.Ability to work in a team environment.Attention to detail and ability to manage multiple projects in a deadline driven environment.High proficiency in MS Office Suite (including Word, Excel, and Outlook).

DESIRED QUALIFICATIONSPrior experience in basic science and/or clinical research program in a large academic institution.Familiarity with UW policies and procedures related to grants and contracts management.Familiarity with Workday system.

Application Process: The application process 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 your “My Jobs” page. If you select to take it later, it will appear on your "My Jobs" page to take when you are access 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 an affirmative action and equal opportunity employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, gender expression, national origin, age, protected veteran or disabled status, or genetic information.

To request disability accommodation in the application process, contact the Disability Services Office at 206-543-6450 or dso@uw.edu.

Applicants considered for this position will be required to disclose if they are the subject of any substantiated findings or current investigations related to sexual misconduct at their current employment and past employment. Disclosure is required under Washington state law.