SENIOR GRANTS MANAGER 2

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.

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 the excellence and impact of our research and teaching across the region and around the globe. As a leader in efforts to broaden participation in computing, we are committed to advancing diversity, equity and inclusion in our program and in our field. Members of the Allen School actively work to cultivate a welcoming community in which students, faculty and staff with diverse backgrounds, identities and experiences can thrive. 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 is seeking outstanding candidates for the position of Senior Grants Manager.

The Senior Grants Manager will oversee a team of 5-7 grants managers and will ensure proposals are submitted in compliance with sponsor and University policies. The Senior Grant Manager will provide mentorship and support to their team in pre- and post-award activities. They will also work directly with multiple principal investigators providing pre-award services for proposals. The Allen School currently has approximately 85 full time faculty members and in Fiscal Year 2021 was awarded grants totaling nearly $35 million dollars. Annual grant expenditures were more than $34 million dollars.

This position reports to the Assistant Director of Research Administration and works in a team comprised of 25 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. The position requires a high degree of flexibility and organization and the ability to work in a variety of settings and locations.

DUTIES AND RESPONSIBILITIES

Leadership and Management

Provide day-to-day supervision and management to Allen School Research Administration Program Operations Specialists (Grants Managers) with a focus on delivering high-quality services while maintaining proposal deadlines and priorities.

Provide consistent guidance and interpretation of policies and procedures to Grants Managers and UW PIs.

Escalate issues such as GIM19 waiver requests, staff or PI non-responsiveness, unusual sponsor requirements, to the Assistant Director and other contacts as appropriate.

Facilitate annual performance assessment of direct reports and assist with other HR-related functions, including hiring and onboarding of new staff, performance management, corrective actions, etc.
Quality Assurance

Provide quality assurance oversight, ensuring that work is performed to Allen School standards for quality and regulatory compliance.

Conduct a quality control review of proposals to ensure each application is meeting sponsor/proposal requirements and internal policies before being routed in SAGE for campus review.

Analyze the quality assurance results to identify trends/opportunities for improvement in Allen School processes, tools, and communication to further enhance the service provided to PIs and departments.

Ensure customer satisfaction by establishing and maintaining positive relationships and open communication with Principal Investigators and their departmental liaisons.

Evaluate customer feedback about pre-award services, mitigate any concerns and report to the Pre-award Manager as appropriate.

Work with the Assistant Director to implement process improvements.
Training

This includes onboarding; training on internal systems, policies, and procedures; providing regular feedback; and performing periodic audits.

Assist Assistant Director with staff meetings, team huddles, and ongoing training for staff, including change management for significant software or policy changes on campus.

Contribute to development of training materials, standard operating procedures (SOPs), and quality improvement systems.
Pre-Award

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.
Post-Award

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

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.

Demonstrated commitment to valuing diversity and contributing to an inclusive working and learning environment.
DESIRED QUALIFICATIONS

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.
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 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 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 [redacted] or [redacted].
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.