The School of Environmental and Forest Sciences (SEFS), a unit within the College of the Environment, has an opening for a Grant Specialist to support a vibrant, diverse, and growing academic community of more than 400 undergraduate and 150 graduate students. Established in 1907 as one of the oldest units on the UW campus and one of the original natural resource programs in the country, our vision is to provide world-class, internationally recognized knowledge and leadership for environmental and natural resource issues.
SEFS teaching, research and outreach programs focus on sustainability in natural and managed environments that include wilderness and park-like ecosystems, intensively managed planted forests, and urban ecosystems.
The School of Environmental and Forest Sciences has an outstanding opportunity for a Grants and Contracts Manager/Specialist. The Grant Specialist will serve as a local expert on grant and contract administration for the School of Environmental and Forest Sciences. This position provides pre and post award activities and budget oversight for a large portfolio of grants from various sponsors, and administrative and budget oversight for the McIntire-Stennis Cooperative Forestry Research program.
This position is responsible for thoroughly understanding the terms and conditions of the school's programs and awards so as to be able to research and answer questions related to applications, awards, and allowable costs. This involves frequent communication with local faculty, project partners, UW departments (including the Office of Sponsored Programs and Grant and Contract Accounting), and grant and program sponsors. Using these sources, this position makes decisions and judgement that impact the administration and management of the programs.
The McIntire-Stennis program is a federal formula fund that provides over $400,000 per year in funding to the School of Environmental and Forest Sciences. In any given year, the School has 7-10 active McIntire-Stennis projects, as well as financial reporting obligations for all sponsored research funding received by the School (more than 150 reports per year).
This position is also responsible for managing the budget allocations and technical reporting requirements of both research programs.
Ultimately, all job activities center around ensuring compliance with sponsor, Federal, State, and University of Washington regulations.
RESEARCH PROJECT MANAGEMENT: •Work with collaborators and investigators and their institutions and with multiple UW departments (e.g., Office of Sponsored Programs, Human Subjects Division, Grant and Contract Accounting) to ensure timely and correct implementation, administration, progress and completion of research projects. •Ensure compliance of research projects with all aspects of sponsor, Federal, State of Washington and University of Washington regulations. •Take action to correct problems (e.g., missing or incorrectly formatted reports) to complete research objectives. •Monitor funding award budgets and advise faculty investigators of spending variances. •Track and report cost sharing requirements on research budgets. •Provide regular accounting of budget expenditures. Meet frequently with individual faculty members to review budgets. •Provide customized budget projection reports. •Facilitate the establishment of subcontract agreements between external collaborators and UW Office of Sponsored Programs. Organize agreements internally with PIs, UW Purchasing, and with collaborating PIs and external accounting entities. Monitor expenditures and invoicing; resolve issues; and coordinate closings/renewals.
MCINTIRE-STENNIS PROGRAM MANAGEMENT: •Serve as Site Administrator; manage financial and reporting aspects of School's participation in the McIntire-Stennis program. •Apply specialized knowledge of program to independently advise faculty and research staff of program requirements; answer questions related to awards and allowable costs. Recommend alternative courses of action as needed. •Oversee entries into the REEport database, required as a function of funding received via the McIntire-Stennis program. •Oversee appropriate classification and project description information at the start of each new project. •Ensure timely entry of annual progress and final reports. Terminate projects when appropriate. •Comply with annual fiscal reporting requirements. •Monitor budgets funded directly by McIntire-Stennis. Work with the University of Washington's Office of Sponsored Programs and Grant and Contract Accounting, and the School's Institute of Forest Resources to keep budgets open and projects funded during each award cycle. •Perform post-award activities including personnel distribution reporting and certification, cost sharing, and matching requirements. •Exercise independent judgment in interpreting and applying the rules and regulations of the McIntire-Stennis program and the REEport system. •Ensure compliance with agency expenditure policies and procedures, and award terms and conditions. •Follow appropriate budget closing procedures. •Adjust processes to accommodate system changes. Confer with REEport staff in Washington, D.C. •Travel to national meetings or attend other out-of-town meetings to represent University of Washington's participation in the McIntire-Stennis program.
ADMINISTRATIVE MANAGEMENT AND COMPLIANCE: •Participate in the Policy and Procedure Committee. •Develop draft policies and procedures that will safeguard compliance with institutional, local, state, and federal regulations regarding grant and contract financial management and reporting. •Present drafts to stakeholders, and shepherd documents through approval processes. Submit and/or post on internal websites. •Attend training sessions for newer financial processes and modules (e.g., Non-PO Invoices, Payments to Individuals, etc.). Recommend and/or develop drafts of departmental processes for these newer systems. •Serve as the School's Grants and Contracts Records Retention liaison. Maintain records destruction lists for Grants and Contracts.
PRE-AWARD RESEARCH AND FINANCIAL SERVICES: •Provide back-up proposal preparation services and assistance, for vacation coverage and during high volume submission periods including: •Provide service to principal investigators (PIs) and research staff in the timely development of grant proposal submissions. •Assemble, prepare, and edit components of complex funding proposals, resubmissions, and renewals for faculty researchers, including subcontracted research partners. •Prepare information and materials in response to agency inquiries in support of funding negotiations. •Coordinate administrative approval process through School, College, and the Office of Sponsored Programs. •Establish and maintain electronic and hard-copy files for grant documentation, research plans, and budgets. •Maintain departmental budget and funding database. •Review set up of new budgets; forward new budget details to budget managers.
As a UW employee, you will enjoy generous benefits and work/life programs. For detailed information on Benefits for this position, click here.
Requirements: •Bachelor's degree in Business or Finance or related field. •Minimum of three years experience working with complex grants. •Project management experience. •Exceptional interpersonal and customer service skills; demonstrated ability to work and communicate courteously with faculty, staff, and individuals from diverse cultural/ethnic/academic backgrounds. •Proven analytical, verbal, and written communication skills. •Exceptional organizational skills. •Strong computer skills, including email, and high proficiency in MS Office software. •Experience with large sets of data, including experience classifying information in complex databases. •Demonstrated ability to work well individually and as part of a team. •Superior attention to detail and accuracy. •Proven ability to prioritize, meet deadlines, and manage multiple tasks and responsibilities; ability to maintain flexibility when dealing with shifting priorities. •Professional attitude. •Experience with UW systems (MyFinancial.desktop, Grant Tracker, eProcurement, eTravel, ProCard, PAS) and University procedures.
Equivalent education/experience will substitute for all minimum qualifications except where there are legal requirements such as license/certification/registration.
Working conditions include: •Meeting sponsor deadlines for annual reports, fiscal reports, and grant or program renewals. •Occasional need to be available outside regular business hours and/or work irregular work weeks. Examples: coordinating and attending off-site meetings, which can include travel and meeting attendance on evenings and weekends; putting in extra hours to complete grant applications in order to meet sponsor deadlines.
Application Process: The application process for UW positions 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 Workforce 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 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.
Founded in 1861, the University of Washington is one of the oldest public institutions in the west coast and one of the preeminent research universities in the world. The University of Washington is a multi-campus university comprised of three different campuses: Seattle, Tacoma, and Bothell. The Seattle campus is made up of sixteen schools and colleges that serve students ranging from an undergraduate level to a doctoral level. The university is home to world-class libraries, arts, music, drama, and sports, as well as the highest quality medical care in Washington State and a world-class academic medical center. The teaching and research of the University’s many professional schools provide undergraduate and graduate students the education necessary toward achieving an excellence that will serve the state, the region, and the nation. As part of a large and diverse community, the University of Washington serves more students than any other institution in the Northwest.