Temporary Grants & Contracts Specialist

Job Description

The Information School is seeking a temporary Grants & Contracts Specialist position to support our Research unit. We expect this position to be six months in duration.

Researchers in the Information School (iSchool) work to solve information problems from many disciplinary perspectives with funding from many different sponsors. The range and complexity of the research enterprise in the school requires high-quality, professional grants management support for novice and experienced researchers; continual monitoring, analysis, and improvement of procedures, policies, and resources for the conduct of research in the iSchool; and regular engagement with professionals in other units in the iSchool and UW.

The Grants and Contracts Specialist is responsible for the effective, timely, and compliant analysis and administration of research grants and contracts. They work with principal investigators, research partners, sponsors, and University research support offices to manage the full lifecycle of grants and contracts.

The Grants and Contracts Specialist works independently to design, develop, manage, and ensure timely submission of complex grant and contract proposals. They ensure effective receipt, budgeting, and expenditure of awards in compliance with federal, state, funding agency, and UW regulations, policies and procedures. In collaboration with the Director of Research Administration, they are responsible for pre- and post-award procedures, record keeping, analysis, monitoring and reporting systems.

In the iSchool, there is an expectation that all faculty and staff will step up where they see an opportunity to apply their special expertise or talents, speak up when they identify opportunities or concerns, and lead by taking actions that exemplify the iSchool’s core values.  Leadership within the iSchool is expressed in diverse ways reflecting the variety of styles and cultures that are represented by our faculty and staff. 

Job Duties and Responsibilities

The Grants and Contracts Specialist provides overall management of proposals and awards for an assigned portfolio of iSchool researchers.

Pre-award proposal analysis and support (45%)

Manage the preparation of competitive and non-competitive grant and contract proposals for submission to sponsoring agencies. Provide review and analysis of proposals to ensure complete and successful submissions. Responsibilities and areas of oversight include:

• Manage preparation and submission of complex proposal budgets, including cost sharing documentation.

• Manage preparation and submission of all other administrative and compliance components, including those related to narrative portions of proposals.

• Advise researchers on sponsor guidelines and University and funding agency policies and procedures. 

• Establish timelines for and administer submission of grant and contract proposals in accordance with school, UW, and sponsor requirements and deadlines.

• Assist and act on behalf of principal investigators in negotiating terms of research grants, contracts, and subcontracts.

• Act on behalf of investigators in communicating with research partners, sponsors, and UW offices of research administration.

Post-Award financial analysis and support (45%)

Manage research awards, ensuring compliance with budget and fiscal policies, procedures, monitoring, reconciliation, and reporting for research grants and contracts.

In collaboration with/on behalf of principal investigators, the Grants & Contracts Specialist will:

• Research, interpret, and implement funding agency fiscal guidelines and rules.

• Provide financial planning and award administration support, including complex budget management, complicated expenditure transactions, and preparation of fiscal documents for external purposes.

• Initiate and monitor sub-budget allocations and sub-contract accounts; coordinate with other UW departments and external partners. 

• Monitor financial activity on grants and contracts, gifts, and internal funding allocations; provide regular budget projections; determine the need for revision of fiscal plans; respond to budget variances.

• Perform complicated expenditure transactions; review UW systems used to track award activity for compliance and accuracy. Troubleshoot and prepare expenditure corrections as necessary.

• Prepare, analyze, and distribute monthly budget management and compliance monitoring reports for research grants, contracts, and gifts - including review and reconciliation of monthly transactions and actual expenditures in comparison to budget plans.

• Analyze, verify, and coordinate project effort certification approvals (ECC effort and project statements).

• Oversee all sponsor reporting requirements including managing and timely submission of all required reports (RPPR, etc.).

• Monitor, track, and document cost share commitments.

• Prepare just-in-time documents as required by sponsor.  

• Communicate and coordinate with iSchool Human Resources staff on payroll additions or changes for research project personnel as indicated by budget plans approved by principal investigators.  

• Communicate and coordinate with iSchool Finance staff on internal reporting, policy and procedure development, travel expenditures, and internal budget transfers.

In collaboration with the Director of Research Administration, the Grants & Contracts Specialist will:

• Design and develop complex budget and expenditure monitoring and management reports, including compliance and audit reporting.

• Develop, revise, and administer policies and procedures for grant and contract financial management, record keeping, monitoring and reporting.   

• Assist in the design, preparation, and interpretation of analytical reports on school-wide research funding and expenditure trends and projections for iSchool administrative leaders (primarily the Associate Dean for Research, Assistant Dean for Finance and Operations, and Dean).

• Respond to compliance and other fiscal information requests from iSchool management, UW central administration, and other external partners, including reviewing and approving eGC1s, business elements of proposals, no-cost extensions, travel and expense reimbursements.

Additional Responsibilities (10%)

• Coordinate and prepare documents for audits or other special external reviews.

• Participate in the development and deployment of new administrative and fiscal tools and resources for iSchool researchers.

• Participate in and/or lead special projects as assigned.

• Attend and participate in team, committee, workgroup, iSchool, and/or University meetings to contribute to effective communication and collaboration.

• Participate in and support team, iSchool, and University events, initiatives, and activities as needed.

• Engage in ongoing professional development opportunities to remain current on industry standards, emerging trends, and technological advancements.

 

Minimum Qualifications

• Bachelor’s degree in Business, a related field, or equivalent combination of education and experience.

• Minimum of two years’ experience in pre- and post-award grants and contracts management.

 

Additional Required Qualifications

• Proficient with complex budget development, analysis, and reporting.

• Skilled in using MS Office, including creating and using complex MS Excel spreadsheets, pivots tables, and workbooks.

• Ability to operate independently and as part of a collaborative team.

• Excellent written and verbal communication skills.

• Ability to work effectively with faculty, researchers, and staff.

• Ability to effectively problem-solve.

• Demonstrated ability to effectively manage competing priorities.

• Ability to adapt to change and adopt new procedures and systems and contribute to process improvement.

• Demonstrated success working with diverse populations.

 

Desired Qualifications

• Knowledge of University of Washington fiscal policies and procedures, including those related to grants and contracts.

• Experience with managing federal grants and contracts and knowledge of related policies and procedures.

• Experience with using Workday to perform grant and contract management duties at UW.

• Working knowledge of other systems used for grant management at UW, particularly SAGE, Award Portal, NSF FastLane, Research.gov, NIH ASSIST, and other sponsor systems.

• Project management experience.

• Ability to assess and lead improvements in processes and work products.

Working Conditions

• This is a hybrid position with an expectation to work on-site at the UW Seattle campus at least three days per week; the remaining days may be worked remotely, with supervisor approval.

• Some schedule flexibility (include occasional evening or weekend work) is required to meet deadlines as needed or support evening or weekend school/university events.  Advance notice will be provided, when possible, for any required schedule adjustments related to special events or programming needs.

Compensation, Benefits and Position Details

Pay Range Minimum:

$79,008.00 annual

Pay Range Maximum:

$84,000.00 annual

Other Compensation:

-

Benefits:

For information about benefits for this position, visit https://www.washington.edu/jobs/benefits-for-temporary-per-diem-and-less-than-half-time/

Shift:

First Shift (United States of America)

Temporary or Regular?

This is a temporary position

FTE (Full-Time Equivalent):

100.00%

Union/Bargaining Unit:

Not Applicable

About the UW 

Working at the University of Washington provides a unique opportunity to change lives – on our campuses, in our state and around the world.  

UW employees bring their boundless energy, creative problem-solving skills and dedication to building stronger minds and a healthier world. In return, they enjoy outstanding benefits, opportunities for professional growth and the chance to work in an environment known for its diversity, intellectual excitement, artistic pursuits and natural beauty. 

Our Commitment 

The University of Washington is committed to fostering an inclusive, respectful and welcoming community for all. As an equal opportunity employer, the University considers applicants for employment without regard to race, color, creed, religion, national origin, citizenship, sex, pregnancy, age, marital status, sexual orientation, gender identity or expression, genetic information, disability, or veteran status consistent with UW Executive Order No. 81 .

To request disability accommodation in the application process, contact the Disability Services Office at 206-543-6450 or dso@uw.edu . 

Applicants considered for this position will be required to disclose if they are the subject of any substantiated findings or current investigations related to sexual misconduct at their current employment and past employment. Disclosure is required under Washington state law .