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University of Washington GRANTS SPECIALIST in Seattle, Washington

Req #: 234233


Posting Date: 05/15/2024

Closing Info: Closes On 05/29/2024

Salary: $6,042 - $6,875 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. ( )

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 Chemistry Finance Group in the Department of Chemistry has an excellent opportunity for a Grants Specialist (Program Operations Specialist (E S 7)).

Under the general supervision of the Grants and Contracts Manager and in partnership with the Department’s other Grants Specialist and Research Coordinators for Center grants, this individual will be responsible for all aspects of proposal development for grants and contracts 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 University) and the Department, while managing grant and contract applications 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.

DUTIES AND RESPONSIBILITIES Grant and Contract Project Management (60%) This position serves as an expert on grants and contracts administration with substantial responsibility for contributing to the Department’s pre-award grants and contracts program.

  • Manage proposal preparation and submission to meet internal and external deadlines.

  • Advise faculty (principal investigators or PIs), graduate students, and postdoctoral researchers on sponsor requirements particularly for specialized program announcements and non-federal sponsors.

  • Maintain expertise in sponsor policies and systems, including internal and external training, participation in peer networks, and professional development.

  • Provide PIs with clear and customer-oriented explanations of Department, University, and sponsor processes, acting as the initial point of contact.

  • Prepare complex budgets in internal systems (e.g., SAGE), Excel, and sponsor systems based on knowledge of sponsor policies, requirements and program objectives.

  • Prepare internal documents such as Facilities and Administration waivers and cost share addenda for review.

  • Coordinate with peers and PIs at collaborating institutions to ensure that proposal requirements and timelines are met. Provide guidance of a similar nature as provided to the UW PI.

  • Track the status of proposals and projects using project management software, maintain department proposal records, and ensure proper record-keeping.

  • Collaborate with and support department fiscal staff for grant-related matters.

  • Conduct a quality control review of all proposals to ensure each application is meeting sponsor/proposal requirements and Department and College policies before being routed in SAGE for campus review.

  • Analyze the quality assurance results to identify trends/opportunities for improvement in department processes, tools, and communication to further enhance the service provided to faculty.

  • Assist with progress report preparation and submission, maintenance of bibliographies, current and pending/Other Support, and other proposal and grant-related documents.Grant & Contract Compliance Monitoring (20%)Monitors and supports compliance with UW, federal, and state policies and regulations.

  • Provide technical advice and interpretation of government and foundation regulations and UW policies and procedures to PIs, program managers, researchers, and support staff.

  • Review proposals for potential use of human subjects and animals in research and financial conflict of interest issues and work with faculty for action.

  • Review proposal documents (e.g., biosketches, current/pending support, bibliographies) for content and format compliance.

  • Serve as an additional contact between agencies, central offices and faculty.

  • As delegated, 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.

  • Use independent judgement and decision making to balance timely completion of work and compliance.

  • Escalate issues and concerns to the Grants and Contracts Manager and department contacts.Administrative Responsibilities (20%)

  • Participate in and contribute to team and department meetings.

  • Provide back-up to the Grants and Contracts Manager and other grants team staff.

  • Collaborate with Center Research Coordinators, particularly on pre-award tasks.

  • Develop and maintain pre-award templates that serve to streamline processes and increase consistency.

  • Follow Department and University policies for records retention.

  • Recommend and participate in process improvements regarding department business process, quality control, and project management system.

  • Provide training to faculty, staff and students of the department concerning pre-award management.

  • Other duties as assigned. MINIMUM REQUIREMENTS

  • Bachelor’s degree in chemistry, biochemistry, public health, public administration, or a similar STEM field and at least two years of relevant professional work experience, or an equivalent combination of education and experience.

  • Experience with standard office software (e.g., Word, Excel, Access), reference management tools, email, financial modeling and budget preparation in Excel and Adobe Acrobat.

  • Equivalent education/experience will substitute for all minimum qualifications except when there are legal requirements, such as a license/certification/registration. DESIRED QUALIFICATIONS

  • One or more years’ experience working in research administration with substantial responsibility for proposal development, including complex budgets and subawards.

  • Intermediate knowledge of and experience with Federal guidelines and regulations and systems such as,, and eRA Commons.

  • Ability to communicate effectively with faculty and to adapt to different working styles.

  • Demonstrated ability to manage priorities to meet deadlines while maintaining attention to detail.

  • Ability to execute independent decision-making in the context of policies, department practice, and faculty preferences.

  • Demonstrated commitment to excellence.

  • Experience working with staff from UW operations (OSP, GCA, etc.) and sponsor program and research staff.

  • Experience working with UW systems including SAGE and Workday.

  • Experience leading projects.

  • Undergraduate-level science experience and/or education CONDITIONS OF EMPLOYMENT

  • May require occasional work outside of normal working hours to meet specific deadlines. Application Process: The application process 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 access 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.