Research - Laboratory/Non-Laboratory, Staff/Administrative
This posting will be used to recruit for two positions.
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 Complex Grants Manager (Program Operations Specialist).
Under the general supervision of the Program Operations Manager, this individual will be responsible for all aspects of proposal development for complex grants and contacts submitted to diverse funders. This person will be responsible for providing expertise in both pre-award policies and practices as defined by sponsors, federal, state 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.
Grant & Contract Administration and Compliance Management: •This position serves as the expert on grants and contracts administration with substantial responsibility for managing the unit’s complex grants and contracts program (pre-award). Complex proposals include NIH P, U, T mechanisms and PCORI. •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. oReview proposals for potential IRB, IACUC and SFI issues and work with PIs for action. oProvide faculty with clear and customer-oriented descriptions of ABC processes. oInterface with the University Office of Sponsored Programs (OSP), Grants and Contracts Accounting (GCA), and funding agencies (NIH, NSF, foundations, industry, pharma). oServe as the prime contact between agencies, central offices and faculty. oWork with funding agencies (both federal and non-federal) to resolve problems and/or obtain approval for deviation from authorized procedures. oPrepare Just-In-Time documentation and time of award documentation as required by the sponsor. oOversee the preparation of routine proposals prepared by the Budget Fiscal Analyst Leads. oUse independent judgement and decision making to complete work on time and within compliance. oProvide 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 sub recipients/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.
Portfolio Management: •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 & department research meetings.
Administrative Responsibilities: •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. •Direct the work of up to 1.0 FTE Budget Fiscal Analyst Lead who will assist in pre-award preparation and coordination for designated SOM departments; update the ABC Grants SharePoint systems; and perform other pre-award duties. •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.
Lean Process Improvement: •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 of Arts degree in Business Administration, Higher Education Administration, or similar degree. •Three or more years’ experience working in research administration with substantial responsibility for complex proposal development, including budgets and sub awards.
Additional requirements: •Ability to communicate effectively with PIs, to adapt and be flexible to different working styles. •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. •Demonstrated commitment to excellence.
Equivalent education and/or experience may substitute for minimum requirements.
DESIRED REQEUIREMENTS •Experience leading teams or projects. •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 MyFD. •Project management and Lean Six Sigma experience.
CONDITIONS OF EMPLOYMENT 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.
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