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The Paul G. Allen School of Computer Science & Engineering at the University of Washington educates tomorrow’s innovators, conducts cutting-edge research in core and emerging areas of the field, and leads a broad range of multi-disciplinary initiatives that demonstrate the transformative power of computing. Consistently ranked among the top computer science programs in the nation, the Allen School is widely recognized for the excellence and impact of our research and teaching across the region and around the globe. As a leader in efforts to broaden participation in computing, we are committed to advancing diversity, equity and inclusion in our program and in our field. Members of the Allen School actively work to cultivate a welcoming community in which students, faculty and staff with diverse backgrounds, identities and experiences can thrive. The Allen School occupies two spectacular buildings — the Paul G. Allen Center and the adjacent Bill & Melinda Gates Center — located at the heart of the UW campus in Seattle.
The Allen School has an outstanding opportunity for a full-time Grants Manager.
The Grants Manager (Program Operations Specialist) provides critical grants and contract management support to an assigned group of faculty principal investigators (PIs) and plays a key role in providing the administration of day-to-day grants management activities for PIs, researchers, research labs, and centers. Responsibilities include the coordination, planning, development, and implementation of the fiscal and fiscal-oriented functions of the Allen School’s research efforts from grant and contract proposal development through budget closings. The Allen School currently has more than 80 full time faculty members and in Fiscal Year 2020 was awarded grants totaling nearly $38 million dollars.
This position supports the Allen School’s Natural Language Processing (NLP) group. In addition to grant and contract responsibilities, the position provides project management and executive support to the NLP faculty. Reporting to the Assistant Director of Research Administration, the grants manager will work in a team with 12 other grant managers and fiscal specialists in a collaborative, team-oriented environment. On our team we encourage innovation by fostering creativity, promoting professional growth, and supporting one another. This position will work cooperatively with other academic and administrative units, faculty, staff and students as well as external stakeholders, federal sponsors and private industry partners.
RESPONSIBILITIES: Pre-Award: 35% •Manage preparation and submission of all competitive and non-competitive grant proposals for submission to granting agencies, including multi-million dollar, multi-university and multi-department center proposals. •Develop complex budgets and other administrative sections of grant and contract proposals and prepare non-engineering sections of grants for both incoming and outgoing research awards. •Submit proposals and award documents through SAGE. Guide faculty through internal UW deadlines to ensure timely submission of proposals. •Facilitate timely adherence to sponsor deadlines such as proposal deadlines, progress report deadlines, and request 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. •Provide advice and interpretation of funding agencies regulations as well as UW policies and procedures to Principal Investigators and other project personnel. Ensure compliance with federal, state and UW policies, procedures and regulations. •Facilitate the review and processing of Non-Disclosure Agreements (NDAs) and Intellectual Property (IP) agreements related to research awards and purchases. •Collaborate with industry donors and partners to help guide industry gift funds through the appropriate Allen School and UW offices.
Post-Award: 35% •Provide administrative support for faculty, staff, and graduate/undergraduate students. Independently interpret and implement state and federal administrative policies and procedures. •Manage complex fiscal accounting records for all funds supporting the research groups, including federal, private foundations, state matching funds, gifts and subcontracts. •Initiate, approve, process and monitor expenditures. Develop long-range forecasts and spending plans. Periodically meet with the faculty to present the financial status. •Independently interface with funding agencies. Write and submit required fiscal reports and revised budgets. Assure technical progress reports are submitted by deadlines: anticipate upcoming deadlines; give all involved personnel notice of requirements; help draft portions of the report; and coordinate data prepared by research personnel for reports. •Assist researchers with Institutional Review Board (IRB) applications for studies that involve human subjects. Work with Fiscal Specialist to process payments to research study participants and manage the required documentation. •Assess both the short and long-term implications of budget expenditures and advise researchers of compatibilities and/or conflicts •Manage the hiring process for research personnel including initiation of Postdoc hires, undergraduate Research Assistants and temporary research staff.
Project Management and Executive Support (20%) •Oversee retreat planning with the CSE research events coordinator. •Coordinate visiting speakers: find dates, book rooms, manage schedules, dinners, and process reimbursements. •Manage hourly payroll for undergraduate student employees. Track payroll appointments and which projects/mentors the students are assigned to. •Update the NLP website(s), the lab CSE page, individual faculty lab pages. Draft basic templates, coordinate with researchers to add technical information, maintain basic website information using online platform, work with Allen School support and external relations team to ensure websites comply with Allen School compliance, mission and brand. •Respond to general information queries from people wanting to visit or work for the lab. •Schedule faculty lunches (including with non-CSE faculty). •Post social media announcements of papers and events. •Organize and execute research and networking events for the lab at research conferences. •Work with faculty lab leaders to organize city-wide NLP social events online and in person. Network with industry partners, communicate with stakeholders on behalf of the UW NLP group and assist with administrative and financial aspects of planning and supporting the event. •Assist faculty with managing email especially for those with large service loads, i.e. coordinating conferences. •Submit letters of reference on behalf of faculty members for graduate school applicants, faculty tenure cases, etc. •Schedule NLP faculty meetings on a regular basis and coordinate meeting logistics including: Room reservations or zoom meetings, refreshments, speakers, and assist with coordinating slides for meeting. •Schedule and coordinate logistics for small research meetings, e.g., internal workshops or grant-related meetings.
Program Compliance and Policy: 10% •Ensure compliance with sponsor, federal, state, and university laws and regulations. Monitor new laws and directives and develop compliance policy or procedures. Keep program investigators, staff and senior management informed. •Identify and assess compliance and risk management issues. Develop policies or procedures to manage issues and implement as appropriate to reduce audit risk. •Follow established sponsor and UW post award fiscal compliance guidelines to ensure all expenditures are allowable and allocable to sponsored research budgets. •Ensure the sponsored research project operational and deliverable requirements are met. •Ensure the UW financial management systems and controls for maintaining compliance with all applicable organizational policies and procedures, regulations, and donor requirements are in place and followed. •Ensure compliance with human subject and animal research requirements. •Ensure compliance with Faculty Effort Certification (FEC) and Grant and Contract Certification Report (GCCR) requirements. •Collaborate with PIs, grants managers, and other department administrators on UW campus and worldwide. •Meet reporting requirements.
REQUIREMENTS: •Bachelor’s degree in Business, Program Management or related field and four years of relevant experience, or an equivalent combination of education and experience. •Demonstrated fiscal management experience. •Demonstrated ability to work independently, problem solve, take initiative, set priorities and handle multiple projects efficiently and effectively. •Proven experience working in a deadline driven environment. •Excellent written and oral communication skills. •Effective interpersonal skills to interact with diverse groups in a team environment. •Proficiency with use of computers, experience with Excel, email and Internet systems. •Demonstrated commitment to valuing diversity and contributing to an inclusive working and learning environment.
Equivalent education/experience will substitute for all minimum qualifications except when there are legal requirements, such as a license/certification/registration.
DESIRED EXPERIENCE •Familiarity with University of Washington policies and procedures, particularly grants and contracts. •Familiarity in a research, technical and/or grant funded environment. •Experience with UW systems: SAGE, MyFD, Ariba, •Experience managing grants from federal agencies including National Science Foundation (NSF), DARPA, IARPA, ONR and NIH.
Conditions The Grants Manager must provide support by meeting a fixed, regular work schedule while also remaining flexible to work additional, off-schedule hours during busy times of proposal preparation, conferences, etc. It is often necessary to respond to deadlines with short lead times. May need to work outside of the normal 40-hour work week.
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.