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University of Washington GRANTS & CONTRACTS SPECIALIST (Project/Temporary) in Seattle, Washington

Req #: 222361


Appointing Department Web Address:

Posting Date: 05/26/2023

Closing Info: Open Until Filled

Salary: $5,270 - $7,906 per month

Shift: First Shift

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 University of Washington is a world-renowned research institution. Competent research administration staff are essential to ensure that the proposal and award management processes run smoothly and that all research is conducted in accordance with Federal and University guidelines.

The UW Department of Medicine has an outstanding opportunity open for a Temporary Grants & Contracts Specialist.

This position will provide expertise and guidance to investigators and leadership. This position will manage grants and contracts within multiple divisions (pre- and post- award activities) in the Department of Medicine. This position works directly with award sponsors, scientific collaborators and University offices, representing the Divisions and Department. The Divisions hold large and varied sponsored program portfolios that include funding from the National Institutes of Health and other federal agencies, numerous private foundations, and pharmaceutical industry-sponsored clinical trials.

This position is responsible for establishing policies and ensuring adherence by physician researchers (principal investigators), research staff, trainees and collaborators. This position conducts ongoing local and federal policy review and provides updates and recommendations to Divisional leadership and Principal Investigators. This position is responsible for proposal submission and award reporting in accordance with Sponsor and University guidelines. Working with Principal Investigators and the Division Administrators, this position has responsibility to review proposals for accuracy and feasibility, to identify resource and space needs required for successful implementation, to communicate compliance requirements, establish deadlines and communicate documentation requirements, to provide ongoing financial or other status updates and to ensure that deliverables are accomplished and appropriately reported. The position will direct the work of other fiscal staff to support post award administration.

This position requires broad knowledge of sponsor and University policies, guidelines and requirements. This position is a senior advisor and is responsible for effectively leading research administration programs throughout the Divisions. This position provides critical direction in compliance and is responsible for ensuring timely payments by industry and private foundation sponsors.

This position requires expertise in all aspects of research administration and its application to the missions and goals of the Divisions and the Department of Medicine. The Divisions have multiple investigators utilizing a wide range of research mechanisms that include numerous complex clinical research projects and human subject clinical trials. This position has overarching responsibility for post-award management that includes but is not limited to expenditure reviews and controls, reconciliation, and reporting. This position works with other administrative and research staff to review and update operational methods in response to policy or system changes.

The Divisional grant portfolio totals vary annually of grant and contract activity and consist of dozens of proposals each year.

DUTIES & RESPONSIBILITIES Research Administration - Post-Award Operations/Grants (50%)

Ensure grant commitments and contract agreements of the University of Washington and sponsoring agencies are fulfilled in a timely and accurate manner. Promote and continually assess compliance and risk management best practices in all aspects of operations. Approve expenditures within proposed and accepted scope of work, produce reports and work with research scientists, research coordinators and other division management staff to ensure compliance with proposal activities. Create tools and metrics to track and analyze implemented process improvements and ensures that program benchmarks are met and continually evaluated.

Post-award activities commonly comprise but are not limited to:

• Work with collaborating staff to ensure budgets are reviewed and reconciled using best practices and investigators are provided with customized, detailed monthly financial reports. • Provide counsel, utilizing multiple financial and record keeping systems to perform analyses of federal, private, industry and research and training budgets; forecast future needs and expenditures and communicate status and progress directly to Principal Investigators, and Division leadership. • Review UW systems used to track award activity for compliance and accuracy. Troubleshoot and prepare expenditure corrections as necessary. • Obtain advance budget numbers and process no-cost extensions. • Responsible for ensuring accurate and up-to-date signature authority delegations, review and redirect expenditure allocations in accordance with appropriate policies and guidelines, train research staff on these topics. • Coordinate with Division, Department or School research administration staff to correctly allocate payroll efforts. Continuously review funding allocations for correlation to assigned work. Identify corrective strategies. • Designs and develops financial analysis and reports on a monthly and ad hoc basis including forecasts of grant year-end financial projections. • Collaborate with Principal Investigators on monthly budget to actual variations and budget development questions. Serve as a resource for lab managers and principal investigators on queries related to the budget, monthly performance and budget to actuals variations. • Establish subaward agreements with partnering institutions in collaboration with the Office of Sponsored Programs and colleagues at partner institutions.

Research Administration - Pre-Award Operations and Proposal Support (40%)

• Provide overall management of a research portfolio consisting of established awards and new proposal production. Manage the budget development and submission process for new and renewing research and foundation grants, training and fellowship awards, and other sponsored programs. • Determine viability of proposed research – address resource allocation requirements need to ensure successful completion of aims, track effort and resource commitments on the part of investigators and staff. Identify and resolve space and IT requirements. • Interpret and integrate institutional, federal, and sponsor guidelines, policies, and regulations as they apply to research administration operations. Provide counsel and mentoring to researchers and staff pertaining to these issues. • Work with Investigators and collaborators on budget development. Act as liaison with collaborating researcher's division, department and school administrators on submissions. Critically assess budget proposals for accuracy and compliance with guidelines. • Lead and coordinate efforts with process partners to ensure timely and accurate management of all aspects of research administration including but not limited to timely proposal submission, award processing, timelines and strategic goals, accounting for revenue and expenditures, subcontract and consortium award management, technical and financial reporting. • Provides strategic, intellectual and technical assistance to faculty and staff on research revenue cycle policies, compliance and regulatory matters. • Develops and maintains business operational policies and procedures and effectively manages internal controls and internal/external audits. Revises policies and procedures as appropriate and on an ongoing basis. • Identifies system gaps and bottlenecks to better streamline program processes; independently initiates proposals for corrective action. • Contributes to research program initiatives; providing technical and systematic guidance and support.

Research Administration - Post-Award Operations/Contracts (10%)

• Perform comprehensive and independent review of all documents and data related to the industry and foundation contracts, including study budget, contract, and other supporting documentation. • Manage invoicing and develop and maintain tracking tools for industry and foundation contracts.

Lead Responsibilities

This position will lead/direct the work of the Budget/Fiscal Analyst(s) and other team members and serves as the primary advisor to the Division Administrator and Division Heads in sponsored program matters.


Bachelor's Degree in Accounting, Finance or related field and 3 years' experience in Research Administration operations and fiscal management in an academic setting.


Experience with financial software and reporting systems (e.g. Workday, ERA Commons, etc).


This is a full-time position that may require work outside of standard operating hours to meet grant deadlines.

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.