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 Health Systems and Population Health has an outstanding opportunity for a Grants Specialist to provide comprehensive pre- and post-award research administration, including oversight and day-to-day administration of a portfolio of sponsored projects and other sources of funds. This position will serve as a subject matter expert on pre- and post-award administration and hold substantial responsibility for post-award management across diverse research centers at multiple UW locations. This position ensures that policies and procedures are implemented effectively and consistently by research and administrative staff to accomplish project deliverables. This position reports to the Assistant Director for Finance and Research.
Housed in the UW School of Public Health, the Department of Health Services is a dynamic academic and research department with the mission of working with partners in public health and health care to prepare leaders, design solutions, and conduct innovative research that is translated into practice and policy. The Department is steadfast in its efforts to improve and promote the health of all populations, and staff contribute daily and directly to the work of faculty, students, researchers and other staff, providing support and expertise to the Department's common cause.
Duties & Responsibilities:
Pre-Award Grants and Contract Administration
Proactively seek information to maintain up-to-date knowledge about sponsor and UW requirements as well as restrictions/allowable costs on specific budgets/awards and communicate this knowledge effectively to faculty and program staff.
Advise faculty PIs on sponsor requirements particularly for specialized program announcements and non-federal sponsors on training grants and other awards supporting advanced student training.
Develop and maintain close relationships with both internal and external research sponsors and partners.
Coordinate preparation of grant proposals, complete complex internal application and sponsor forms, and submit proposals to OSP.
Consult with funding agencies to resolve problems, ensure compliance, and/or obtain approval for deviation from award specifications (e.g. project extensions, re-budgeting, carry-forward requests, change of PI or PI transfers, reduction in effort by key personnel, change in project scope, approval for pre-award costs, etc.).
Manage sub-awards, including initiating contract requests for sub-awards to a variety of private and public organizations. Coordinate with UW Office of Sponsored Programs (OSP) and subcontractors to resolve issues delaying execution of agreements. Oversee research and teaching subcontracts. Act as departmental sub approver and advise staff who execute BPO’s in SAGE and Ariba.
Manage system for tracking and reminding PIs of deadlines for annual reports, progress reports, competitive and non-competitive renewals, and pending actions for faculty grants. Develop and employ financial management tools for tracking, analysis, and reporting and train center administrators, project managers, and fiscal staff on tools use and best practices.
Proactively investigate and resolve problems related to faculty grants. Roll out and monitor the standardization of post-award operations across research centers and teams.
Proactively seek information to maintain up-to-date knowledge about sponsor and UW requirements, as well as restrictions/allowable costs on specific budgets/awards, and communicate this knowledge effectively to faculty and project staff.
Consult with faculty/staff along with other departments to ensure all costs and FTE are correct and compliant with UW policy and sponsor regulations.
Serve as a department resource for policies and procedures related to research administration. Design and implement new pathways for budget oversight and management. Establish procedures and methods for monitoring budgets/contracts and for collecting, analyzing, interpreting, and disseminating information with department-wide impact.
Manage billing and A/R process and accounting for revenue budgets.
Other Financial and Fiscal Tasks
Oversee faculty and staff costing allocation reports (CAR) and reporting process in the department. Consult with faculty/staff, along with other departments, to ensure all allocations and FTE are correct and adjust as necessary, in line with funder and University policy. Communicate with HR and payroll staff on CAR changes/requests in a timely matter. Assist with CAR template changes and be a lead resource for others who are responsible for CARs. Organize and file all communications related to budgets and CAR changes to ensure audit compliance.
Oversee GCCR and eFEC reporting process.
Assist the Assistant Director for Finance and Research with internal and external audits, including the preparation of responses to auditor’s questions and requests for information. Proactively investigate and troubleshoot issues that arise related to sponsored project administration.
Other duties to assist the Assistant Director as assigned.
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, click here.
Bachelor's degree in business administration, finance, accounting, or related field
Three years’ of experience in sponsored project administration, including pre- and post-award support and budget analysis and reporting.
Ability to synthesize and communicate budget and policy information to scientists.
Demonstrated ability to maintain harmonious relationships and effectively address complex and sensitive administrative issues.
Demonstrated attention to detail and proven ability to manage multiple projects in an organized, thorough and timely fashion against predetermined goals and deadlines.
Prior exposure to competitive sponsored projects, completing grant applications, negotiating effectively with sponsors, and monitoring budgets post-award.
Advanced knowledge of Microsoft Programs: Excel, Word, and Outlook.
Proven leadership and communication skills.
Proven ability to organize complex tasks.
Working knowledge of UW fiscal and administrative systems, specifically SAGE, ARIBA, MyFD, Workday, and Grant Tracker.
Equivalent education/experience will substitute for all minimum qualifications except when there are legal requirements, such as a license/certification/registration.
Experience working in a large multi-faceted academic department.
Duties may occasionally require working beyond a 40-hour week. Most employees at the University are currently working remotely due to COVID-19. Once the University allows employees to return to the workplace, this position is expected to be performed on site at the UW Seattle Campus. Continued remote work may be negotiable.
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.
Founded in 1861, the University of Washington is one of the oldest public institutions in the west coast and one of the preeminent research universities in the world. The University of Washington is a multi-campus university comprised of three different campuses: Seattle, Tacoma, and Bothell. The Seattle campus is made up of sixteen schools and colleges that serve students ranging from an undergraduate level to a doctoral level. The university is home to world-class libraries, arts, music, drama, and sports, as well as the highest quality medical care in Washington State and a world-class academic medical center. The teaching and research of the University’s many professional schools provide undergraduate and graduate students the education necessary toward achieving an excellence that will serve the state, the region, and the nation. As part of a large and diverse community, the University of Washington serves more students than any other institution in the Northwest.