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Job Description

Position Purpose

The Office of Sponsored Programs (OSP) is a campus-wide service unit within the Office of Research, reporting to the Associate Vice Provost for Research Administration and Compliance. OSP supports faculty members in obtaining external research funds and processes all proposals (7,000 annually) and awards (4,000 annually) for grants and contracts for the Seattle, Bothell, and Tacoma campuses. Other responsibilities include negotiating over 1,200 contractual agreements annually, administering subcontracts, and applying Federal and University policies related to sponsored programs, as well as coordinating with CoMotion, the Office of the Attorney General, Grant and Contract Accounting, and with UW compliance offices including the Human Subjects Division, the Office of Animal Welfare, Export Controls, Financial Conflict of Interest, and Environmental Health and Safety. Other functions include monitoring the University contract database, contributing to research administration communications, and learning programs.

The Director leads OSP in all areas within its purview, serves as the pre-award and non-fiscal post-award research representative to University-wide committees, and directly supports the negotiation of master agreements (overarching agreements with sponsors to establish the terms and conditions that will apply to all projects and funding issued under the agreement).

Position Complexities

The Director leads continuous improvement efforts to create and implement innovative strategies to address an increasing number of regulatory compliance issues while providing outstanding customer service. Under their guidance, employees collaborate to streamline and automate processes, enhance customer service, establish standard operational metrics, and build relationships across campus and externally. A continuing major effort in OSP involves refinement of an electronic research administration system (SAGE) and its integration with other administrative electronic systems. Enhancing the performance of OSP staff to ensure high-quality responsiveness to both external and internal constituencies is a primary expectation of this position. The Director provides highly technical subject matter expertise as well as experience-informed opinions regarding research administration decisions at executive levels.

Position Dimensions and Impact to the University

The University of Washington (UW) is a world leader in research, ranking among the world’s top 25 universities. Each year since 1974, UW receives more federal research funding than any other U.S. public university, with research funding for Fiscal Year 2023 exceeding $1.8 billion. It is critical that OSP has strong, effective leadership if UW is to maintain its position as a premier research university. The Director serves as the Authorized Signing Official for UW sponsored programs.

Position Responsibilities

Executive Leadership 25%

• Promote and oversee the delivery of excellent customer service by OSP within available resources.

• Serve as Authorized Signing Official for UW sponsored programs and ensuring OSP staff with delegated signature authorities have the requisite knowledge, skills, and integrity

• Represent OSP to UW senior management, academic units, and other constituents, advocating for OSP and communicating OSP positions and initiatives

• Directly support the negotiation of master research agreements involving the University

• Support the development and delivery of comprehensive, high-quality training in research administration to UW research personnel

• Participate and represent UW in local, regional and national forums shaping Federal policy in grants administration, best practices and electronic research administration

• Participate in University-wide initiatives in the sponsored programs space

• Advocate for adequate financial resources for OSP

Executive Administration 25%

• Provide direction in all aspects of pre-award and non-fiscal post-award sponsored program operations

• Provide institutional oversight and sponsor stewardship of sponsored programs, while facilitating service to UW faculty and staff and external sponsors

• Assure systems and procedures are in place to support the effective and efficient daily operations of OSP

• Develop, monitor and manage annual OSP budget of $5.7 million

• Supervise OSP staff of 59, including hiring and firing

• Partner with the Associate Vice Provost for Research Administration and Compliance and Leadership in the Office of Finance, Planning & Budgeting for Sponsored Programs Finance to address sensitive and complex grant and contract administration issues as they arise, identify root causes and develop preventive strategies

Leading Change 15%

• Lead OSP in its efforts to provide excellent support for the UW research community by streamlining processes for research administration. Empower staff to solve problems and promote teamwork to provide excellent customer service, fast and efficient proposal and award turnaround times, and transparent processes. Continually improve pre-award and non-fiscal post-award operations by soliciting customer input, developing and applying best practices, and implementing prudent changes to enhance efficiency and effectiveness.

• Develop and implement new processes and apply policies required by changes in the Federal and/or state regulatory environments; changes in sponsor business processes; changes in policies or business practices; or to facilitate enhanced customer service.

• Identify service areas and processes that will enhance service with specifications and expectations, monitor with appropriate metrics and evaluation techniques, assess performance over time, improve and redesign processes based on the evaluation, and reassess continuously.

• Lead organizational development of OSP

• Recognize and take advantage of evolving innovations in workforce recruitment, retention, and development

Manage, mentor and develop OSP Staff 10%

• Hire and maintain a well-trained, motivated and diverse staff to provide effective service to the UW research community

• Mentor and oversee the professional development of OSP staff

• Ensure job requirements and goals for each OSP position are clear to employees, that there is sufficient training to achieve the desired level of competency, and that there is documentation of evidence of competency on a continuing basis

• Manage OSP’s senior management team as a vehicle for leading OSP as a unit and for providing professional development of members of the team

• Represent OSP’s human resources needs to the Office of Research and UW Human Resources offices, as appropriate

Building and Maintaining Strategic Relationships 15%

• Promote effective teamwork/coordination among UW administration and compliance offices in order to improve service to researchers while ensuring regulatory compliance and changes in overall policies and procedures. The Director is expected to work closely with Sponsored Programs Finance, the Office of Research, and other Research Compliance offices and academic units at the Department and School or College levels.

• Build and maintain a communication network with key sponsor including federal, state, private, and not-for-profit organizations

• Collaborate with Corporate and Foundation Relations and CoMotion to ensure that contract negotiations with industry and foundations are carried out in a framework that reduces barriers to collaboration while preserving the UW’s interests

Ensuring Compliance with Regulations, Policies and Laws 10%

• Support the institution in minimizing compliance risk related to sponsored research activities by implementing sound business management practices related to all aspects of pre-award management and non-fiscal post-award management, and serving as the technical expert on grant and contract matters

• Act as a resource to the campus research community on interpretation and administration of regulatory matters in federal awards, complicated and multiple-issue research projects, new and emerging research areas, and multi-institutional or international research projects

• Contribute to initiatives internal and external to the Office of Research supporting the development and implementation of institutional policies and establishment of educational programs and compliance relationships

• Provide leadership and coordination of relationships with external research regulatory agencies and the compliance divisions of other federal, industry and not-for-profit research sponsors

• Advise the Associate Vice Provost for Research Administration and Compliance on policy development and implementation

• Represent management in audits and ensure follow-up on audit findings

Position Qualifications

Required

Master's Degree in Public Administration, Business Administration, Legal or Policy Studies and minimum of ten years of progressive leadership experience in a high-volume service business setting

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

Desired

• Juris doctorate

• Experience in dealing with various aspects of proposal development/preparation, grant management, contract negotiation, compliance, and related areas

• Experience in a large research university with a health science unit, is preferred Contacts/Interactions – all to support facilitation and promotion of research and other externally funded projects

• At least seven years of relevant executive-level experience, with proven administrative, organizational, analytical and problem-solving skills and proven expertise in organizational restructuring and process engineering for service improvement

• Seven years work experience in a research environment in university federal, state, international, foundation, and corporate grant and contract administration work, including negotiation of terms and conditions of awards

• Excellent written and oral communication skills

• Demonstrated experience working effectively with customers and sponsors at multiple levels in the context of complex organizations is essential

• Ability to manage, motivate and coach a large team under tight deadlines and amidst multiple and sometimes conflicting priorities; supervisory and management experience to include demonstrated skill in problem solving, staff motivation, and establishing and managing to operational metrics

• Experience with electronic management and work flow tools

• Knowledge of major federal sponsor policies, including NSF, NIH and DoD, and an understanding of federal, state and other relevant regulations a plus as well as knowledge of contracting and subcontracting

• Advanced knowledge of multiple sponsor fiscal and administrative terms and conditions

In addition, the Director should demonstrate the ability to lead and model with:

• High standards for personal and professional excellence, achievement, and integrity

• An open and collaborative leadership style that promotes partnerships, team building and the ability to build strong relationships across constituents

• A proven capability to handle multiple priorities, with the ability to delegate responsibility and to ensure timely follow-through with implementation

• Strong organizational skills and the ability to see the big picture, while remaining attentive to detail

Working Environmental Conditions

This position is onsite at the UW Seattle campus.

Compensation, Benefits and Position Details

Pay Range Minimum:

$159,900.00 annual

Pay Range Maximum:

$197,100.00 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 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 (https://policy.uw.edu/directory/po/executive-orders/eo-81-prohibiting-discrimination-harassment-and-sexual-misconduct/) .

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.