GRANTS AND CONTRACTS MANAGER

Company: University of Washington
Location: Seattle
Posted on: October 2, 2024

Job Description:

If you are using a screen reader and experience any difficulty accessing our web pages, please call 206-543-2544 or email UWHires and we will be happy to assist you.Benefits: As a UW employee, you will enjoy generous benefits and work/life programs. For a complete description of our benefits for this position, please visit our website.As a UW employee, you have a unique opportunity to change lives on our campuses, in our state and around the world. UW faculty and staff enjoy outstanding benefits, professional growth opportunities, and unique resources in an environment noted for diversity, intellectual excitement, artistic pursuits, and natural beauty.The University of Washington (UW) is proud to be one of the nation's premier educational and research institutions. Our people are the most important asset in our pursuit of achieving excellence in education, research, and community service.DUTIES AND RESPONSIBILITIES

• Fiscal Operations 50%

• Execute and manage pre and post award grants/contracts processes to facilitate accurate and timely pre-award grants production and effective post-award management in accordance with all university, sponsor, state, and federal requirements.
• Provide effective strategic, intellectual, and technical assistance to faculty and staff. Mentor, train, and advise program staff, research staff, and research faculty to maximize pre and post-award operations and processes.
• Partner with department leadership and staff to optimize pre and post-award operations, ensuring smooth functioning with a goal of department-wide standardized, efficient, and compliant fiscal processes.
• Manage all extramural funding related activities in the department(s), working directly with the finance team, leadership, other UW groups, sponsors, and senior management.
• In collaboration with the Department Administrator, mentor and train fiscal staff to ensure accuracy and reliability in managing extramural funding resources.
• Provide strategic planning advice to department investigators about funding and resource allocation (budget forecasting and expense tracking), considering pre-award plans with current and future awards.
• With Department management, lead an organized post-award improvement effort to strengthen regulatory and fiscal compliance processes by implementing and overseeing reliable system processes.
• With fiscal team, provide regular budget meetings with investigators to review budgets in detail.
• Provide post-award support to Investigators including budget monitoring, maintenance, projections, and adjustments of FTE, ensuring workday costing allocations reflect budget priorities.
• With Department fiscal team, advise the fiscal administration of subcontracts including establishing blanket purchase orders, tracking expenditures against milestones, reviewing invoices with PIs, approving invoices, and reconciling expenses across multiple institutions.
• Authorized signature authority on program expenditures; work directly with faculty and staff to ensure expenditures are allowable based on funding agency and award.
• Manage, prepare, and submit grant renewals within prescribed deadlines. Prepare complex budget, other support, publications, and other reports.
• Utilize ERA Commons/RPPR, SAGE, and other administrative systems related to the submission of progress reports. Monitor renewal dates.
• Communicate with OSP, GCA, and sponsor representatives on a regular basis to respond to inquiries related to the grant proposals and/or established budgets; respond to funding inquiries; advise on questions related to funding allocations for the research group.
• Provide planning, budgeting, and accounting functions, applying appropriate stewardship of available funding streams. Manage grant and contract budgets to assure compliance with the University, State, and Federal requirements. Prepare and maintain administrative and business reports and records for the group according to department standards.
• In partnership with department administrators, develop and maintain systems that follow departmental standards for generating monthly budget reports to satisfy requirements of sponsoring agencies, institutions, and investigators for planning, budgeting, auditing, and oversight purposes.
• Monitor budget balances and appropriate/approve expenditure transactions for the various projects. Assure spending compliance with grant and UW policies. Assure that a zero positive balance is maintained in each account to prevent deficit at budget closures.
• Assist with month-end reconciliation on Procurement charges to department credit card holders as necessary according to department procedures.
• Appropriate salary distributions for personnel based on budgetary projections and projects requirements while maintaining positive fiscal balances. Consult with PIs on a regular basis to assure correct appropriations are reflected in payroll and at the same time are consistent with sponsor-negotiated terms and conditions. Process OSETS/salary transfers accordingly.
• Pre-Award 30%
  • Manage/perform all pre-award administrative activities for the department by performing and overseeing timely and accurate proposal development in accordance with all university, sponsor, and department requirements: Provide technical advice to investigators and support staff on research funding guidelines, restrictions, application procedures, deadlines, and budget development. Provide strategic planning advice to PIs about funding and resource allocation, considering pre-award plans with current and future awards.
  • Work with PIs to develop proposal budgets according to sponsor instructions and lab research needs.
  • Process non-funded agreements through OSP or Co-Motion such as MTA, MOU, etc.
  • Compliance and Risk Management 10%
    • Implement compliance and risk management in accordance with policies at the UW, state, and federal levels and in accordance with sponsoring entities.
    • Interpret, analyze, and implement federal, state, institutional, and industry laws, and policies as they apply to departmental administrative and research operations. Integrate knowledge of compliance policies into departmental operations and under the direction of the Administrator, guide full implementation of applicable policies.
    • Monitor updates/changes to laws and directives and develop compliance policy or procedures and keep investigators, staff, and senior leadership informed.
    • Identify and assess compliance and risk management issues.
    • Ensure all expenditures are allowable with all applicable restrictions and regulations.
    • Ensure grant/contract/gift operational and deliverable requirements are met.
    • Ensure compliance with human subject and animal research requirements.
    • Ensure compliance with Faculty Effort Certification (FEC) and Grant and Contract Certification Report (GCCR) requirements.
    • Other Administrative Tasks as Assigned 10%
      • Participate in the Workday Finance Implementation efforts.
      • Provide support for grant personnel across the school as needed to meet demands.MINIMUM REQUIREMENTS
        • Bachelor's degree in business administration or a related field.
        • 4 years of experience in finance and research administration.
        • Equivalent education/experience will substitute for all minimum qualifications except when there are legal requirements, such as a license/certification/registration.ADDITIONAL REQUIREMENTS
          • Knowledge of administrative requirements of managing grants and research contracts.
          • Excellent oral and written communication skills.
          • Strong organizational skills and attention to detail.
          • Ability to prioritize and handle multiple tasks on a frequent basis.
          • Ability to thrive in a fast-paced environment that often requires responding to deadlines with short lead times.
          • Ability to periodically work outside of normal business hours (including weekends) to meet deadlines.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.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.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.
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Keywords: University of Washington, Kent , GRANTS AND CONTRACTS MANAGER, Executive , Seattle, Washington