University of Washington
Job Description
Position Purpose
The position of Grants Manager is responsible for managing all aspects of a large, multi-million dollar grant and contract operation for Institute of Protein Design (IPD). This includes working with Principal Investigators, post-docs, and junior faculty to manage all aspects of proposal development for grants and contacts submitted to diverse funders and high-level management and compliance oversight of awarded projects business cycle, including timely progress reports, milestones and other deliverables, no-cost extensions and grant close out requirements. This position is responsible for setting and implementing departmental policies for grants and contracts, as well as providing expert interpretation and implementation of all relevant federal, state, industry and University policies, rules and regulations, to ensure compliance with all relevant laws. Regular monitoring of federal and UW research directives and timely communication and interpretation to all stakeholders is a key part of this job, as is strategic planning efforts to identify funding sources and advise faculty investigators on relevant opportunities.
Position Complexities
This position serves as the expert for IPD on grants and contracts administration with substantial responsibility for outcomes and results. Managing the departmental grants and contracts program involves close collaborative work with campus specialty partners such as OSP, GCA, Office of Research, CoMotion and other UW partners, as well as outside stakeholders such as NIH, NSF, Gates foundation and other federal and industry sponsors, and non-profit foundations. In-depth professional knowledge and understanding of federal funding sponsor policies and private sponsor requirements and the ability to interpret, explain and ensure compliance in all aspects of grant and award management is critical. This is a senior level position requiring a seasoned professional steeped with knowledge and in-depth understanding of research environment, policies and regulations, and advanced ability to interpret the multitude of complex regulations from a variety of sponsors to faculty, postdoctoral fellows and trainees to ensure successful grant submissions and compliance.
Position Dimensions and Impact to the University
The Institute for Protein Design (IPD) is designing a whole new world of proteins to address 21st-century challenges in medicine, materials, and technology. This is a senior Grant Manager role that will support a ~$50M per year research portfolio with ~50-60 unique awards. Research/ grant activity is a central and critical function of UW Basic Science departments – both for the success of our key research mission, and as a major source of funding for the department, School and University operations at large.
Position Responsibilities
Located at the University of Washington in Seattle, the Institute for Protein Design (IPD) is a unique interdisciplinary environment where world-class researchers create new biomolecules. Our mission is to create proteins that solve modern challenges in medicine, technology, and sustainability. Joining our team means becoming part of one of the largest and most innovative public universities in the world. Your work here will support scientific inquiry and help ensure that laboratory breakthroughs lead to positive impact.
The IPD has a complex sponsored research portfolio consisting of federal, philanthropic, and industry-sponsored research. The Grants Manager will provide overall management of proposals and awards for the IPD faculty. The position of Grants Manager is responsible for managing all aspects of a large, multi-million dollar grant and contract operation for IPD. This is a senior management role responsible for all grant & contract activity in the IPD, with significant responsibility for setting up policy and process, outcomes and results and as such, is a key role for the IPD. Research/ grant activity is a central and critical function of Basic Science departments – not only for the research mission per se, but also as the major source of funding for Principal Investigator labs, their staff, equipment and operations
DUTIES AND RESPONSIBILITIES
30% Manage grant development and proposal submission process with faculty PIs, postdoctoral investigators and trainees to ensure successful development and submission of high quality grant proposals. Responsibilities include:
Reviewing and interpreting/ providing expert reading of the RFAs/ sponsor funding opportunity announcements to the investigators; in-depth review and explanation of rules and regulations governing particular proposal opportunity/ sponsor/ agency; development, set up and strict oversight of schedules for major proposal components and timelines/ deadlines for each proposal; working closely with PIs to create proposal budgets within the sponsor guidelines, ensuring all administrative and technical portions of proposals adhere to sponsor regulations (budget justifications, facilities descriptions, bio-sketches, IACUC certifications, etc.),
Communicating with funding agencies (NIH, NSF, private foundations) on approvals or policy clarifications, system access (i.e. NIH eRA Commons access, etc.).
Create and route UW electronic application in SAGE (eGC1) for relevant department, school and OSP review and approvals. W
ork closely with OSP on any review questions or corrections needed, through and up to the successful submission of proposal by OSP.
20% Regular monitoring of federal and UW research directives and timely communication and interpretation to all stakeholders is a key part of this job, as is strategic planning efforts to identify funding sources and advise faculty investigators on relevant opportunities.
Keep abreast of all relevant research-related policies – federal, state, UW, and private foundations. Monitor, track and disseminate important federal and UW announcements and policy changes to departmental faculty, investigators and senior management.
Communicate and interpret important policy changes to faculty investigators, trainees and postdoctoral fellows to ensure awareness and compliance with all relevant grant and contract policies and regulations.
Attend regular/ monthly UW research administration meetings and workgroups to keep up with the latest changes and process (active member of MRAM, RAPN, NCURA).
20% Responsible for setting and implementing departmental policies for grants and contracts, as well as providing expert interpretation and implementation of all relevant federal, state, industry and University policies, rules and regulations, to ensure compliance with all relevant laws.
Provide internal policy recommendations to senior management and collaboratively work to set up departmental grant and contract policies and procedures to ensure compliance with UW/OSP/GCA/ Internal Audit requirements, as well as federal and state policies and laws.
Develop resources and tools to enhance the effectiveness of proposal and award management.
Lead process improvement efforts: review and revise procedures to manage external and internal changes, set up and implement new process flow to improve efficiency.
Lead efforts to orient, integrate, train and mentor new PIs and research staff.
10% Post-award management of the awarded proposals:
Review Notice of Award (NoA) documents and explain complex Terms and Conditions for each PI/award, highlighting any special terms or conditions of the award; collaborate with the fiscal post-award team/manager to ensure compliance in award spending and management throughout the award cycle; develop and maintain schedules of required grant and contract deliverables in strict accordance to sponsor award terms and conditions and manage/monitor/oversee PIs to ensure timely preparation and submission of annual progress reports and other milestones or deliverables.
Oversee and provide expert assistance to Principal Investigators in preparation of annual progress reports (i.e. NIH RPPRs and others) and submission through the sponsor systems (i.e. NIH ERA Commons).
Prepare Just-In-Time and time of award documentation as required by the sponsor (IACUC protocols, Human Subjects certifications, as relevant).
Manage advance budget requests, preparation of non-competing renewals and no-cost extensions.
10% Fiscal and contract management:
Work closely with the departmental fiscal unit/ post award manager and central Grant and Contract Accounting (GCA) and Office of Sponsored Programs (OSP) to manage funding issues, resolve discrepancies and initiate/monitor corrective actions.
Collaborate with the departmental Procurement agent to monitor external (outgoing) subcontractor management, to ensure PI compliance with timely review and required approvals of subcontractor performance per contract terms; monitor subcontractor payments and invoicing.
Quarterly/annual contract review for compliance with each PI, in collaboration with fiscal manager.
10% Supervision
Supervise and mentor Program Operations Specialist
Provide Annual Review and timely feedback
MINIMUM REQUIREMENTS Bachelor's Degree in Business Administration, Finance or equivalent + 4 years of experience in related field. ADDITIONAL REQUIREMENTS Extensive experience in grant management in academic research environment. In-depth knowledge and understanding of federal funding agencies policies and regulations (NIH/DOD/NSF/DOE), private foundations and/or industry, and superior ability to understand and interpret policies, contract terms and conditions to faculty investigators.
Experience in proposal budget preparation, excellent fiscal skills.
Excellent communication, editing, time management and organizational skills.
Good collaborative skills and ability to work well with diverse stakeholders: faculty, postdocs, trainees, students, staff and peers.
DESIRED QUALIFICATIONS UW grant management and UW systems experience strongly preferred (SAGE, Workday, Grant Tracker, MyResearch Portal).
Familiarity with federal grant policies and proposal systems (Assist, Grants.gov, eRA Commons); strong knowledge of UW and OSP regulations and policies (GIMs).
Supervisory or lead experience
Application Process
: A cover letter is required for this position and must be attached for your application to be considered. Compensation, Benefits and Position Details Pay Range Minimum: $82,680.00 annual Pay Range Maximum: $124,008.00 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% 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 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 (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.
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Reviewing and interpreting/ providing expert reading of the RFAs/ sponsor funding opportunity announcements to the investigators; in-depth review and explanation of rules and regulations governing particular proposal opportunity/ sponsor/ agency; development, set up and strict oversight of schedules for major proposal components and timelines/ deadlines for each proposal; working closely with PIs to create proposal budgets within the sponsor guidelines, ensuring all administrative and technical portions of proposals adhere to sponsor regulations (budget justifications, facilities descriptions, bio-sketches, IACUC certifications, etc.),
Communicating with funding agencies (NIH, NSF, private foundations) on approvals or policy clarifications, system access (i.e. NIH eRA Commons access, etc.).
Create and route UW electronic application in SAGE (eGC1) for relevant department, school and OSP review and approvals. W
ork closely with OSP on any review questions or corrections needed, through and up to the successful submission of proposal by OSP.
20% Regular monitoring of federal and UW research directives and timely communication and interpretation to all stakeholders is a key part of this job, as is strategic planning efforts to identify funding sources and advise faculty investigators on relevant opportunities.
Keep abreast of all relevant research-related policies – federal, state, UW, and private foundations. Monitor, track and disseminate important federal and UW announcements and policy changes to departmental faculty, investigators and senior management.
Communicate and interpret important policy changes to faculty investigators, trainees and postdoctoral fellows to ensure awareness and compliance with all relevant grant and contract policies and regulations.
Attend regular/ monthly UW research administration meetings and workgroups to keep up with the latest changes and process (active member of MRAM, RAPN, NCURA).
20% Responsible for setting and implementing departmental policies for grants and contracts, as well as providing expert interpretation and implementation of all relevant federal, state, industry and University policies, rules and regulations, to ensure compliance with all relevant laws.
Provide internal policy recommendations to senior management and collaboratively work to set up departmental grant and contract policies and procedures to ensure compliance with UW/OSP/GCA/ Internal Audit requirements, as well as federal and state policies and laws.
Develop resources and tools to enhance the effectiveness of proposal and award management.
Lead process improvement efforts: review and revise procedures to manage external and internal changes, set up and implement new process flow to improve efficiency.
Lead efforts to orient, integrate, train and mentor new PIs and research staff.
10% Post-award management of the awarded proposals:
Review Notice of Award (NoA) documents and explain complex Terms and Conditions for each PI/award, highlighting any special terms or conditions of the award; collaborate with the fiscal post-award team/manager to ensure compliance in award spending and management throughout the award cycle; develop and maintain schedules of required grant and contract deliverables in strict accordance to sponsor award terms and conditions and manage/monitor/oversee PIs to ensure timely preparation and submission of annual progress reports and other milestones or deliverables.
Oversee and provide expert assistance to Principal Investigators in preparation of annual progress reports (i.e. NIH RPPRs and others) and submission through the sponsor systems (i.e. NIH ERA Commons).
Prepare Just-In-Time and time of award documentation as required by the sponsor (IACUC protocols, Human Subjects certifications, as relevant).
Manage advance budget requests, preparation of non-competing renewals and no-cost extensions.
10% Fiscal and contract management:
Work closely with the departmental fiscal unit/ post award manager and central Grant and Contract Accounting (GCA) and Office of Sponsored Programs (OSP) to manage funding issues, resolve discrepancies and initiate/monitor corrective actions.
Collaborate with the departmental Procurement agent to monitor external (outgoing) subcontractor management, to ensure PI compliance with timely review and required approvals of subcontractor performance per contract terms; monitor subcontractor payments and invoicing.
Quarterly/annual contract review for compliance with each PI, in collaboration with fiscal manager.
10% Supervision
Supervise and mentor Program Operations Specialist
Provide Annual Review and timely feedback
MINIMUM REQUIREMENTS Bachelor's Degree in Business Administration, Finance or equivalent + 4 years of experience in related field. ADDITIONAL REQUIREMENTS Extensive experience in grant management in academic research environment. In-depth knowledge and understanding of federal funding agencies policies and regulations (NIH/DOD/NSF/DOE), private foundations and/or industry, and superior ability to understand and interpret policies, contract terms and conditions to faculty investigators.
Experience in proposal budget preparation, excellent fiscal skills.
Excellent communication, editing, time management and organizational skills.
Good collaborative skills and ability to work well with diverse stakeholders: faculty, postdocs, trainees, students, staff and peers.
DESIRED QUALIFICATIONS UW grant management and UW systems experience strongly preferred (SAGE, Workday, Grant Tracker, MyResearch Portal).
Familiarity with federal grant policies and proposal systems (Assist, Grants.gov, eRA Commons); strong knowledge of UW and OSP regulations and policies (GIMs).
Supervisory or lead experience
Application Process
: A cover letter is required for this position and must be attached for your application to be considered. Compensation, Benefits and Position Details Pay Range Minimum: $82,680.00 annual Pay Range Maximum: $124,008.00 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% 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 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 (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.
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