GRANTS AND CONTRACTS MANAGER/SPECIALIST
Apply NowCompany: University of Washington
Location: Seattle, WA 98115
Description:
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 Department of Immunology is a biomedical research department at the University of Washington School of Medicine. Our mission is to advance understanding of the function of the immune system in order to enhance our ability to fight infectious disease, cancer, and autoimmune disease. Biomedical research of all aspects of immunology is critical to this mission, as well as translational research to link our findings to the development of new therapies.
The department of Immunology is built on the principles of integrity and service. These principles are the foundation of our contributions to the State of Washington, the UW, the international science community, and the broader public. The pandemic made it clear how immunology is integrated into every facet of human health. The findings from every lab in the Department of Immunology influence how different medical interventions, vaccines and treatments apply to a wide variety of medical conditions, from cancer to autoimmune disease. This research provides the fundamental knowledge and direction for future clinical medicine and human health applications. The Department of Immunology is committed to ensuring immunology is an inclusive science. As part of this, we must invest in creating a diverse population of staff, students, and faculty members.
The Department of Immunology includes 10 primary faculty members with research portfolios totaling more than $19 million, 24 affiliate and adjunct faculty, and an additional 200+ staff, post-docs and graduate students with a departmental budget totaling $71 million. In addition, the Department of Immunology is growing. We are actively recruiting new faculty and anticipate new initiatives that will bring in additional funding that will require a strong administrative support infrastructure.
The department of Immunology in the UW School of Medicine has an outstanding opportunity for a post-award Grants Manager.
This position functions as an expert on grants and contracts administration and works to ensure funding sources are managed in a manner that conforms with sponsor, institutional, and departmental policies. This position serves as the primary liaison between department faculty, UW departments, and other units relevant to sponsored research, including the Office of Sponsored Programs, Grant and Contract Accounting, and the School of Medicine's Administrative Business Center (ABC) pre-award group.
DUTIES AND RESPONSIBILITIES
Post-Award Grant Management (80%)
Exercises independent judgement and has delegated decision making authority regarding the management of sponsored grants and/or contract budgets for individual research programs from set-up to closeout.
Prepare complex budget reports and meet with assigned principal investigators on a regular basis to provide budget projections and forecast trends tailored to the needs of the PI, and address department financial concerns to secure financial viability for their individual research programs.
Manage sponsored research progress reports and final status reports for grants and contracts.
Serve as advisor and meet regularly with faculty to ensure effort commitments are met.
Monitor costing allocations for staff and trainees paid on sponsored research and advise unit staff regarding budgetary policies and procedures.
Create and/or maintain protocols and documentation to identify delegation of authority from PI's to applicable members of their research team.
Independently resolve problems related to financial transactions, including monitoring expiring budgets, payroll distributions and assisting faculty with obtaining approvals for deviation from authorized effort or expenditures.
Evaluate unit programs through comparison of actual performance with budgeted/planned objectives, research and determine causative factors in expenditure trends and formulate and recommend corrective action.
Following sponsor requirements, assess the need to consult with funding agencies to resolve problems, and/or obtain approval for deviation from award. This includes project extensions, re-budgeting, carry-forward requests, change of PI or PI transfers, reduction in effort by key personnel, change in project scope, and approval for pre-award costs. Work with PI's to take corrective action.
Responsible for management of subaward portfolios, online invoice receivables, assess funding availability and then review and approve payables.
Monitor account closeout and apprise PI's of potential residual balances and/or the possibility/need for a carryforward. Monitor grant closeout to assure account balances do not end in deficit.
Provide approval of grant purchases and monitor purchasing transactions for potential over expenditure or inappropriate purchase transactions.
Pre-award Grant Management Support (10%)
Primary department liaison with PI's, ABC Shared Services, GCA and OSP and proactively acts to ensure all required documentation and reporting is provided to meet sponsor deadlines.
Oversee submission of Just in Time information and support budget development and updates for department faculty, advise on sponsor requirements regarding Office of Animal Welfare protocols and support budget modifications as needed.
Other Duties (10%)
Review, approve or reject/dispute and reconcile transactions on the Department CTA card for purchases and travel arrangements made for designated PI's. Monitor for compliance with sponsor policies and regulations associated with Program projects.
Manage the online and physical records retention of all post-award files. Adhere to Department, School and UW retention policies to determine the expiration dates of the individual files and lead fiscal staff to facilitate disposition or archiving of these records when appropriate.
Serve as Employee Compensation Compliance Coordinator for assigned PI's.
Identify and assess compliance and risk management issues.
Develop and implement process improvements across all aspects of sponsored research administration.
Partner with department leadership to support budgeting and spending plan for operating funds.
MINIMUM REQUIREMENTS
Bachelor's degree in Business, Finance, Research Administration, or related field
Minimum of four years of job-related work experience
Experience at a major University in research and/or grants and contract management Or, 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
Ability to work independently.
Working knowledge and competency with Microsoft suite of software. In particular, must have at minimum an intermediate skill level with Microsoft Excel. Expert skill level highly desirable.
Detail orientated with a strategic view.
Excellent communication skills (oral and written).
Ability to interpret, explain and apply internal and external regulations and policies.
Excellent analytical and decision-making skills.
Ability to foster internal and external relationships and adapt to changing environment.
Working knowledge of Zoom and Teams.
DESIRED QUALIFICATIONS
Experience with UW systems (Workday, SAGE, ProCard, CTA, ECC's, EDW/BI Portal) and University Procedures.
Experience with ERA Commons, ASSIST and other proposal submission software.
Knowledge of UW policies, regulations, and institutional/state accounting and/or budget procedures is highly desirable.
CONDITITONS OF EMPLOYMENT
Office environment, sitting and computer use for long periods of each day. This position is located at South Lake Union in the Department of Immunology space with a hybrid option. This position requires a flexible work schedule. Deadlines may require additional hours and occasional evening and weekend work.
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.
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 Department of Immunology is a biomedical research department at the University of Washington School of Medicine. Our mission is to advance understanding of the function of the immune system in order to enhance our ability to fight infectious disease, cancer, and autoimmune disease. Biomedical research of all aspects of immunology is critical to this mission, as well as translational research to link our findings to the development of new therapies.
The department of Immunology is built on the principles of integrity and service. These principles are the foundation of our contributions to the State of Washington, the UW, the international science community, and the broader public. The pandemic made it clear how immunology is integrated into every facet of human health. The findings from every lab in the Department of Immunology influence how different medical interventions, vaccines and treatments apply to a wide variety of medical conditions, from cancer to autoimmune disease. This research provides the fundamental knowledge and direction for future clinical medicine and human health applications. The Department of Immunology is committed to ensuring immunology is an inclusive science. As part of this, we must invest in creating a diverse population of staff, students, and faculty members.
The Department of Immunology includes 10 primary faculty members with research portfolios totaling more than $19 million, 24 affiliate and adjunct faculty, and an additional 200+ staff, post-docs and graduate students with a departmental budget totaling $71 million. In addition, the Department of Immunology is growing. We are actively recruiting new faculty and anticipate new initiatives that will bring in additional funding that will require a strong administrative support infrastructure.
The department of Immunology in the UW School of Medicine has an outstanding opportunity for a post-award Grants Manager.
This position functions as an expert on grants and contracts administration and works to ensure funding sources are managed in a manner that conforms with sponsor, institutional, and departmental policies. This position serves as the primary liaison between department faculty, UW departments, and other units relevant to sponsored research, including the Office of Sponsored Programs, Grant and Contract Accounting, and the School of Medicine's Administrative Business Center (ABC) pre-award group.
DUTIES AND RESPONSIBILITIES
Post-Award Grant Management (80%)
Pre-award Grant Management Support (10%)
Other Duties (10%)
MINIMUM REQUIREMENTS
Equivalent education/experience will substitute for all minimum qualifications except when there are legal requirements, such as a license/certification/registration.
ADDITIONAL REQUIREMENTS
DESIRED QUALIFICATIONS
CONDITITONS OF EMPLOYMENT
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.