Grants And Contracts Manager/Specialist

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.

The Aeronautics and Astronautics Department has an outstanding opportunity for a Grants And Contracts Manager/Specialist.

Under the general supervision of the department administrator, this individual will manage AA's grant and contract program and financial reporting of grants, contracts, and sub-awards. The position supports their own portfolio of grant and contracts.

RESPONSIBILITIES:

Pre-Award Grant and Contract Process

• Develop complex budgets and other administrative sections of grant and contract proposals and prepare non-engineering portions of grants and both incoming and outgoing research sub-awards, applying appropriate stewardship of available funding streams.

• Review, integrate, and implement complex federal, state, foundation, and University regulations and policies to ensure compliance.

• Provide technical advice and interpretation of governmental and foundation regulations as well as University policies and procedures to Principal Investigators (PIs), researchers, chair, administrator, related support staff, and third parties.

• Facilitate timely adherence to sponsor deadlines such as proposal deadlines, progress report deadlines, and requesting 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.

• Oversee and complete grant transfers from other institutions to AA as necessary.

Post-award and sub-award grant and Contract Process

• Assure compliance with policies and procedures at the UW and sponsors.

• Authorize actions by central university offices and AA in matters concerning the establishment and continuation of grant, contract, and research sub-awards.

• Ensure grant, contract and research sub-award agreements are executed in a timely manner, by regularly monitoring status and communicating with appropriate internal and external administrative offices. Implement, monitor, and manage budgets.

• Work through the administrative details of research sub-awards with various institutions domestically and internationally. Facilitate sub-award set up within the UW to ensure timely invoicing as needed. Ensure sub-recipient monitoring is adequate and documented.

• Interact with staff of UW Grant and Contract Accounting on post-award management issues including ensuring correct application of indirect costs. Work through the close-out at the end of grants.

• Coordinate arrangements for research program activities such as sponsor onsite review meetings, seminars, and visits.

• Ensure cost-share processing, as appropriate.

Responsible for sponsor and internal reporting for grants and contracts

• Work with Principal Investigators to complete required sponsor reporting such as progress reports and final reports. Provide financial information as required. Keep PIs abreast of deadlines and reporting requirements.

• Provide regular reports to Principal Investigators to review and confirm monthly transactions and payroll charges. Provide quarterly reports (and as requested) that include actual expenses and projected expenses of personnel, travel, equipment, research sub-awards, and other spending activities. Meet with Principal Investigators to review project plans and projections.

• Ensure timely and accurate completion of faculty effort certification report and Grant and Contract Certification Reports.

• Prepare financial spreadsheets, forecasts, and reports for use by the Chair, faculty, and Administrator using Excel, Access, PowerPoint, and other software.

• Lead or contribute to special projects, and perform related duties as required.

Administrative Duties

• Develop policies and procedures for pre- and post-award administrative functions.

• Act as liaison between the Administrator, Chair, faculty and other staff members, regarding grant and contract proposals and post-award compliance.

• Act as the grant and contract Compliance Officer for the department in compliance with UW, federal, and state policies and regulations. Serve as Faculty Effort Coordinator for department

• Oversee equipment inventory process

• Oversight of funding and compliance approvals for purchasing, reimbursement and travel

• Attend College of Engineering Grants Coordinator meetings.

• Represent the department on the committees relating to job responsibilities.

• Assist in the records management system of the department.

• Coordinate surplus inventory with researchers and staff

• E-verify coordinator and I9 backup coordinator

REQUIREMENTS:

• A Bachelor's degree and three years of experience in research administration and financial planning at the University of Washington.

• Three years of work experience in UW research management (pre- and post-award) with substantial responsibility for proposal development, financial reporting and subcontract management.

• Experience developing and monitoring complex budgets.

• Demonstrated ability to manage priorities to meet deadlines while maintaining attention to detail.

• Demonstrated critical thinking, problem solving and analytical skills.

• Demonstrated ability to deliver programmatic support to senior organizational leaders.

• Excellent written and spoken communication skills.

• Ability to take initiative and work effectively within the organization and with external partners.

• Ability to remain personable, professional and organized under stressful situations.

• Demonstrated ability to identify, interpret and follow policies and procedures (academic, federal, state, and other).

• Ability to contribute to the overall functioning of the administrative team.

• Advanced experience with Microsoft Office, particularly Excel.

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

DESIRED EXPERIENCE

• Advanced knowledge and experience in UW and sponsor administrative submission, personnel, acquisition, and reporting systems such as NSF Fast lane, grants.gov, GrantTracker, e-Verify, SAGE, MyFD, FIN, PAS, HEPPS, ASTRA, e-travel, eProcurement, e-Reimbursement, PaymentNet, Grant and Contract Certification Reports, and Faculty Effort Certification reports.

• Experience with audits and site visits.

• Working Environmental Conditions:

• Ability to work flexible schedule.

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.

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.

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.