Req #: 234978

Department: SCHOOL OF MEDICINE

Job Location Detail: Hybrid/Remote Eligible

Posting Date: 06/04/2024

Closing Info: Open Until Filled

Salary: $6,500 - $8,000 per month

Shift: First Shift

Notes: 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. (https://hr.uw.edu/wp-content/uploads/sites/3/2018/02/benefits-professional-staff-librarians-academic-staff-20230119_a11y.pdf)

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 Administrative Business Center (ABC) Shared Services Team has an excellent opportunity for a Grant and Contract Manager

Under the general supervision of the Associate Director this individual will be responsible for all aspects of proposal development for grants and contacts submitted by departments within the UW School of Medicine. This person will be responsible for providing expertise in both pre-award policies and practices as defined by sponsors, federal, foundation, state, industry, and the University, while managing ABC’s grant and contract program from proposal development through submission to funding sponsors. Proposal development responsibilities include working directly with principal investigators, department directors, and other staff; developing budgets and preparing administrative portions of proposals; and recommending and implementing departmental policies and practices to ensure compliance with sponsor and university requirements. Pre-award responsibilities include: 1) developing and administering proposal timelines, 2) creating budgets, 3) preparing administrative portions of proposals, 4) editing technical components of proposals including budget justifications, facilities descriptions, biosketches, and similar, 5) ensuring compliance with sponsor and university requirements, 6) quality control of applications, and 7) building and maintaining strong partnership with assigned department faculty and staff. Post-award responsibilities include: 1) providing technical advice and interpretation of regulations to Department faculty and staff, and 2) preparing and submitting Just-in-Time materials. This position is responsible for quality control of applications before they leave the office. This position will participate in lean process improvement activities.

DUTIES AND RESPONSIBILITIES Grant & Contract Administration and Compliance Management (75%):

•This position serves as the expert on grants and contracts administration with substantial responsibility for managing the unit’s grants and contracts program (pre and post award). -Advise faculty PIs on sponsor requirements particularly for specialized program announcements and non-federal sponsors. -Prepare complex budgets and other administrative sections of proposals for grants and contracts based on knowledge of sponsor requirements and program objectives. -Manage compliance of G&C program and provide technical advice and interpretation of government and foundation regulations and UW policies and procedures to PIs, program managers, researchers, and support staff.

• Act as the grant and contract compliance officer for the department in compliance with UW, federal, and state policies and regulations. -Review proposals for potential IRB, IACUC and SFI issues and work with PIs for action. -Provide faculty with clear and customer-oriented descriptions of ABC processes. -Interface with the University Office of Sponsored Programs (OSP), Grants and Contracts Accounting (GCA), and funding agencies (NIH, NSF, foundations, pharma). -Serve as the prime contact between agencies, central offices, and faculty. -Work with funding agencies (both federal and non-federal) to resolve problems and/or obtain approval for deviation from authorized procedures. -Prepare Just-In-Time documentation and time of award documentation as required by the sponsor. -Oversee the preparation of routine proposals and non-competing renewals prepared by the Budget/Fiscal Analyst Leads. -Use independent judgment and decision making to complete work on time and within compliance. -Provide training to faculty, staff, and students of the department concerning pre-award management.

• Provides internal policy recommendations to ABC Shared Services management based on federal and university requirements, or system functionality; assist in implementing new policy and procedures. • Coordinate with subrecipients/sub-contacts to ensure that proposal requirements and timelines are met. Answer questions and provide guidance of a similar nature as provided to the UW PI. • Escalate issues regarding specific proposals to the supervisor and department contacts.

Quality Assurance (10%): • Conduct a quality control review of all proposals to ensure each application is meeting sponsor/proposal requirements and department and school policies before being routed in SAGE for campus review. • Analyze the quality assurance results to identify trends/opportunities for improvement in ABC processes, tools, and communication to further enhance the service provided to PIs and departments. • Work with the unit manager and administrator to implement process improvements. • Collect, analyze, and report on metrics regarding division research portfolio, efficiency, compliance etc.

Administration (5%): • Attend weekly All Team Meetings and Pre-Award Team Meetings. • 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. • Serve as a content expert and resource for faculty, and other staff members regarding grant and contact proposals, post award management and compliance. • Provide regular updates to faculty and department administrators regarding changes in federal and university research directives, as well as changes to ABC procedures. • Back up work of other grants and fiscal staff members, lead or contribute to special projects, and perform related duties as required. • Liaison to Visa Specialist and VA Contracts Specialist for assigned departments. • Provide back-up to the Program Operations Manager to maintain a high level of service to our departments and compliance with department, university, and sponsor guidelines. • Train pre-award skills to new pre-award staff within ABC. This will involve training, reviewing work, performing periodic audits, and facilitating corrective actions. • Provide assessment and feedback for staff annual performance reviews.

Portfolio Management (5%): • Liaise with the department and PIs for pre-award. • Coordinate with the post award contacts via email and phone, as well as holding quarterly meetings, to ensure a smooth hand-off at time of award. • Attend faculty meetings and department research meetings.

Lean Process Improvement (5%): • Recommend process improvements regarding the ABC Grants business process, quality control, and SharePoint system for grants management. • Write, analyze, and revise service team pre-award guidelines, policy, and procedures, including taking the lead on several form projects such as an intake form, SharePoint, and progress report forms. • Write, analyze, and revise service team pre award templates which serve to streamline processes and increase consistency.

MINIMUM REQUIREMENTS • Bachelor's degree in business administration, higher education administration, public administration, or related field. • Three or more years' experience working in research administration with substantial responsibility for proposal development, including complex budgets and sub-awards.

Equivalent education/experience will substitute for all minimum qualifications except where there are legal requirements such as license/certification/registration. ADDITIONAL REQUIREMENTS • Experience interacting with faculty and department leadership in project management context. • Demonstrated ability to manage priorities to meet deadlines while maintaining attention to detail. • Advanced knowledge/experience with OMB guidelines, Grants.gov and eRA Commons. • Intermediate experience with software including Excel and MS Word.

DESIRED QUALIFICATIONS • Experience working with staff from UW operations (OSP, GCA, ISO, etc.) and sponsor program and research staff. • Experience working with UW systems including SAGE and My Financial desktop. • Experience leading teams or projects.

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 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 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.

University of Washington is an affirmative action and equal opportunity employer. All qualified applicants will receive consideration for employment without regard to, among other things, race, religion, color, national origin, sexual orientation, gender identity, sex, age, protected veteran or disabled status, or genetic information.