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Job Description

At the UW Department of Electrical & Computer Engineering, we cultivate innovation and inspire through high-impact research. We educate and develop tomorrow's leaders to solve the world's most pressing challenges. UW ECE's position as a top-ranked electrical and computer engineering department provides our faculty and student body with a vibrant learning culture. Students receive a robust education through a strong technical foundation, group projects and hands-on research opportunities. Our faculty work in dynamic research areas collaborating with academia, industry and government institutions. UW ECE is a leader in cutting-edge science and technology while advancing socially-responsible innovation. Our innovation ecosystem is critical in promoting an entrepreneurial mindset in our teaching, and it is strengthened through diverse partnerships that address complex global challenges in health, energy, technology and the environment. Learn more at www.ece.uw.edu .

The **Grants Manager (Program Operations Specialist)** provides critical grants and contract management support to the Department of Electrical and Computer Engineering faculty with a proactive and solutions-oriented approach. This position is responsible for the financial management of faculty research funding from the proposal phase through close out. In this role, the Grants Manager must have a thorough understanding of grant management, in accordance with all applicable rules and regulations, while communicating proficiently with principal investigators (PIs) and sponsors. This position also requires a high degree of expertise and knowledge of complex proposal requirements both at the university and sponsor level. Successful candidates will be expected to understand and interpret complex requirements and be able to prioritize and manage updates from multiple sponsors, including but not limited to PNNL, NIH, NSF, ARO, DARPA, ONR, NASA and others. The Grants Manager will work to ensure compliance with all aspects of grant management.

RESPONSIBILITIES & DUTIES

Post-Award Support (50%):

+ Develop a thorough knowledge and understanding of the projects’ research design and goals, regulations and processes, fiscal operations, and the regulations and guidelines of various government agencies and private funders. Research, interpret and apply various UW, federal and sponsor policies, rules, and regulations and ensure compliance with requirements and guidelines. This includes award requirements as well as monitoring deadlines and deliverables, preparing financial reports, invoices, and requesting extensions/supplements of projects and work tags.

+ Counsel principal investigators (PIs) concerning funding, projected expenditures, or other project-related issues. Advise PIs on sponsor policies and procedures and consult with funding agencies to resolve problems and/or obtain approval for deviation from authorized officials.

+ Provide on a monthly basis, complex work tag reports to recharge centers and Principal Investigators (PIs); meet a minimum of quarterly with all PIs in portfolio to review overall grant and contract health and forecasting, including assessing any upcoming or potential issues and providing possible solutions; assist PIs with personnel expense adjustments (costing allocations, hiring, layoffs).

+ Monitor all salary costing allocations (faculty, staff, graduate students, post docs, etc.) to ensure alignment with PI expectations and award compliance. At the direction of the PI, execute adjustments to allocations in Workday through the ECE Workday/Payroll Specialist.

+ Review and approve financial transactions from award and contract work tags, ensuring there is adequate funding and that transactions are allowable and requested by appropriate or delegated personnel.

+ Serve as an expert resource for the department to ensure recharge centers, grant and contract processes are compliant with funding agencies and university policies and procedures.

+ Serve as department liaison on behalf of PI with Office of Sponsored Programs (OSP), Grants and Contract Accounting, MAA and other UW Departments as it relates to grants, awards, and research projects and recharge centers.

+ Create and submit monthly invoices and complex financial reporting to internal and external clients and sponsors.

+ Conduct salary transfers (PAA) as needed when costing errors occur or to mitigate budget deficits.

+ Monitor and manage cost share processes and sponsor salary caps as needed.

+ Create and/or maintain protocols and documentation to identify delegation of authority from PIs to applicable members of their research team and communicate to applicable department fiscal team.

+ Conduct monthly budget reconciliations of grant/award in UW financial system. Work with applicable PIs or fiscal staff to achieve approval of reconciliations.

+ Assist PIs with preparation and submission of progress reports and other sponsor requests.

+ Provide proactive information and support to PIs regarding processes to complete no-cost extension of grant awards. This may include proactively monitoring grants and budgets to ensure all expenditures clear, completing final budget reconciliation and projections, assisting in obtaining sponsor approval.

+ Support PIs in post-award closing activities, including working with staff to clear orders and encumbrances.

+ Respond in a timely way to faculty requests for budget information, including budget revisions, budget analysis and scenarios, budget updates, et cetera.

+ Responsible for problem solving, prioritizing and multitasking of assignments, requests and submission deadlines. The role frequently requires managing several competing deadlines, often with short lead times.

+ Facilitate clear communication amongst staff, administration and faculty members, collaborators and sponsors. Utilize excellent written and oral communication skills for the purpose of complying with project requirements and disseminating information to a wide audience, including the UW and both public and private sponsors.

Pre-Award Support (50%)

+ Work strategically with ECE faculty to identify and apply for grants that support current and future research initiatives.

+ Working with department faculty, other campus units and collaborative/subcontract institutions, prepare proposal budget, budget justification and other proposal paperwork, as well as be aware of sponsor required data/documentation for individual collaborative, center and training grant proposals.

+ Ensure successful proposal submission by exercising independent judgment interpreting and applying sponsor, UW, federal, state and industry policies, rules and regulations with grant/contract preparation and implementation.

+ Obtain, review and maintain documentation related to cost share, matching and department support.

+ Serve as a representative of ECE with the Office of Sponsored Programs office, ensuring compliance with OSP deadlines and requirements, processing the eGC1s, and other UW requirements.

+ Manage and oversee the proposal process from start to finish ensuring that all sponsor requirements are adhered to; create all administrative documents, ensure proper document formatting and requirements are met, accurate compilation of proposal documents based on sponsor requirements, upload all proposal documents via sponsor websites, and obtain verification of successful application transmittal to sponsor.

+ Other Pre-Award responsibilities: Submission tracking, Award tracking, Effort review and compliance, establish subcontracts, Cost sharing, Maintaining and updating department research management policies and procedures on ECE intranet.

+ Other duties as assigned.

MINIMUM REQUIREMENTS

+ Bachelor’s degree in Business Administration, Finance, Accounting, or Program Management or related field

+ Two years of relevant experience in research administration, grants/contracts management in an academic, research, or related setting

_Equivalent education and/or experience may substitute for minimum requirements._

ADDITIONAL REQUIREMENTS

+ Demonstrated experience with the lifecycle of a grant, from proposal submission to close out

+ Experience developing and monitoring complex budgets, financial forecasting, and compliance review

+ Proven ability to effectively handle multiple projects with critical deadlines. Must have the ability to self-direct

+ Ability to independently identify, interpret, and follow research policies and procedures

+ Self-starter with the ability to work independently, exercise good judgment, and make decisions as necessary

+ Ability to work collaboratively with others, including other Grants Managers, faculty, and department leadership

+ Strong organizational skills and attention to detail

+ Excellent written, verbal, and interpersonal communication skills

+ Experience with Microsoft Office, particularly Excel

DESIRED QUALIFICATIONS

+ More than two years of experience in grants and contracts management in an academic, research, or related setting

+ Experience managing grants from research institutions, federal agencies, foundations, and industry partners

+ Experience using external proposal/management systems, such as research.gov and grants.gov, etc.

+ Familiarity with UW sponsor proposal/management systems, such Workday, SAGE, Award Portal, UW Connect, etc.

Compensation, Benefits and Position Details

Pay Range Minimum:

$83,772.00 annual

Pay Range Maximum:

$92,064.00 annual

Other Compensation:

-

Benefits:

For information about benefits for this position, visit https://www.washington.edu/jobs/benefits-for-uw-staff/

Shift:

First Shift (United States of America)

Temporary or Regular?

This is a regular 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 proud to be an affirmative action and equal opportunity employer (https://hr.uw.edu/eoaa/) . All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, gender expression, national origin, age, protected veteran or disabled status, or genetic information.

To request disability accommodation in the application process, contact the Disability Services Office at 206-543-6450 or [email protected] .

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 (https://app.leg.wa.gov/RCW/default.aspx?cite=28B.112.080) .

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.