"Alerted.org

Req #: 245768

Department: INFORMATION SCHOOL

Appointing Department Web Address: http://ischool.uw.edu

Job Location Detail: hybrid work arrangement possible (2-3 days per week in the office expected)

Posting Date: 05/07/2025

Closing Info:

Closes On 05/21/2025

Salary: $6,333 - $6,917 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. (https://hr.uw.edu/benefits/wp-content/uploads/sites/3/2018/02/benefits-professional-staff-librarians-academic-contract-covered-exempt-20250130-a11y.pdf)

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 Information School has an outstanding opportunity for a Grants & Contracts Specialist to join their team.** **POSITION PURPOSE

Researchers in the Information School 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 Information School; and regular engagement with professionals in other units in the Information School and the 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 University of Washington regulations, policies and procedures. In collaboration with the Director of Research Administration, they are responsible for 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.

DUTIES AND RESPONSIBILITIES

The Grants and Contracts Specialist provides overall management of proposals and awards for approximately one-third of the active researchers in the school.

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. Responsibilities and areas of oversight include:In collaboration with/on behalf of principal investigators:

+ 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 salary certification report approvals (FECs and GCCRs).

+ Oversee all sponsor reporting requirements including managing and timely submission of all 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:

+ 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 Associate Dean for Research, Assistant Dean for Planning & Administration, and Dean).

+ Respond to compliance and other fiscal information requests from iSchool management, UW central administration, and other external partners, including reviewing and approving eGC1’s, business elements of proposals, no cost extensions, travel and expense reimbursements.Other (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.

+ Special projects as assigned.

+ Attend monthly MRAM and other research administrative-related campus presentations, workshops and trainings.

+ Participate in professional development opportunities.

+ Attend meetings and participate in committee and iSchool events and activities as appropriate.

+ Perform other related duties as needed and assigned. **MINIMUM REQUIREMENTS**

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

+ Minimum of two years’ experience in pre- and post-award grants and contracts management. **Equivalent education/experience will substitute for all minimum qualifications except when there are legal requirements, such as a license/certification/registration.** **ADDITIONAL REQUIREMENTS**

+ 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.

+ Experience using databases for queries and reports.

+ Experience and commitment to providing accurate, detailed work products.

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

+ Excellent written and oral communication skills.

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

+ Ability to effectively problem-solve.

+ Ability to leverage experience while exercising expertise and informed professional judgment.

+ Strong commitment to excellence in grants management and fiscal services.

+ Demonstrated ability to manage time and priorities among competing demands.

+ 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, NSF FastLane, Research.gov, NIH ASSIST, and other sponsor systems.

+ Project management experience.

+ Ability to assess and lead improvements in processes and work products. **CONDITIONS OF EMPLOYMENT**

+ This position requires the ability to work a flexible schedule to meet deadlines as needed. This may occasionally include evening and weekend work to meet critical 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.