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The Department of Urology has an outstanding opportunity for a Grants And Contracts Manager.
Under the direction of the Administrator in the Department of Urology, this position is responsible for independently managing grants and program operations in the research section of the Department. This position serves as the primary resource for department faculty and research team on pre-award grants, contracts management, gifts, and other funding issues.
The Grants And Contracts Manager is responsible for grants and contracts administration and research office oversight. The individual in this position informs the Principal Investigators and research team of the status of the various research studies; generates reports and deliverables; generates and coordinates human subject and animal care review processes; prepares IRB applications and animal protocols; drafts and monitors award budgets; prepares intramural and extramural grants; monitors IRB status and status of other pre-award applications and grants; and works with other department managers to ensure compliance with research and financial policies and procedures. This position works to manage direct cost allocation and assist Principal Investigators in maximizing research return on investment.
DUTIES AND RESPONSIBILITIES
Pre-Award Grants & Contracts Administration: • Coordinate grant submissions by organizing application and grant administrative documents, investigative team participation, develop timelines. • Develop complex budgets and justifications of grant and contract proposals and prepare other administrative sections of the grants, including endnotes, biosketches, eGC1s for routing and approvals, and SF424 and PHS 398 application packages, utilizing ASSIST and/or Workspace. • Communicate with contractors to collect contractual documents, including budget, justification, signed concurrence letter, biosketch, resource page, and checklist page for incoming and outgoing subcontracts. • Facilitate application through OSP and granting agency in timely manner. • Identify funding opportunities and assist Department investigators, graduate students and postdoctoral students in matching research goals to appropriate funding opportunities. • Work collaboratively with department faculty, postdocs and grad students in all aspects of grant and contract proposal preparation and submission, including advising on funding agency proposal requirements. • Manage department proposals that are routed through ABC Shared Services. • Manage grants calendar for portfolio of PIs.
Post-Award Administration: • Communicate award with PI and administrative staff. • Allocate effort according to award. Set up and maintain costing allocations for PIs and supporting staff according to grant budgets. • Subaward setup and management (BPOs and invoice processing). • Oversee budget management and perform periodic expense reviews/forecasting. • Maintain adherence to funding agency administrative and other requirements. This includes application and award requirements as well as monitoring payments, deadlines and deliverables, preparing progress reports, and requesting extension/supplement of projects and budgets. • Submit carryforward requests to OSP and sponsors. • Counsel and advise Principal Investigators concerning funding, projected expenditures, sponsor policies and procedures, and other project related issues. • Serve as department resource for faculty, residents and administrative staff. • Prepare reports and presentations to support internal reviews or site visits. • Consult with funding agencies and authorized officials to resolve problems and/or obtain approval for deviation from original project scope of work. • Clinical Trials Management, including: financial/administrative feasibility studies, budgeting and negotiations with sponsoring agencies. • Set up agreements for personnel services on grants with outside institutions (JPAs). • Oversee and complete the transfer of grants from other institutions to the University of Washington, as necessary. • Submit No-Cost Extension, supplement, and rebudgeting requests, advance budget requests to OSP and GCA. • Approve grant expenditures and purchases in ARIBA – verify compliance and funding according to “Reasonable, Allowable, Allocable” guidelines. • Work with PIs and HR on personnel hiring for grant-related project roles as needed. • Prepare and submit RPPRs ineRA Commons, periodic financial reports, progress reports per sponsor award instructions. • Monthly review of budget deficits and corrective action. • Award Close-out.
Project Management of Faculty Grant Portfolios: • Provide overall grant administration for faculty research portfolios consisting of multiple grants and other funding sources. • Perform analyses of funds, create forecasts, and provide strategic advice directly to principal investigators. • Meet with PIs periodically to review upcoming proposal and report submissions, discuss current projects, and any outstanding follow-up requests with sponsors or other program sites. • Project Planning; working in close collaboration with PIs & or/appropriate administrator to plan projects including reviewing resources, considering and defining subcontract issues and other planning activities at the strategic as well as tactical level. • Meet regularly with principal investigators and research staff to ensure optimal project functioning, review budgets and expenses to date with PIs. • Manage effort of PIs and any support staff for projects, working with outside departments and institutions as needed. • Ensure that grant activity is on time/on budget; reviewing and working with PI and researchers to ensure this happens. • Support SORCE P.I. and staff on CISTO project via budget management/review, subcontract management, preparation of project site cost workbooks and budget forecasting, project site reviews and contract modifications, with additional responsibilities as needed. • Work with sponsors to provide ongoing expense reports and request additional funding obligation notices. • Facilitate and organize research project meetings with PIs and sponsors. • Serve as a liaison between investigators and funding agency/sponsor; participate in research development and start-up meetings including site initiation visits.
Risk Management and Compliance: • Ensure compliance with sponsor requirements, federal policies, local and UW policies. • Monitor departmental compliance with University, State and Federal audit requirements. • Review, integrate, and implement complex federal, state, foundation, and University regulations and policies into department of Urology grants and contracts. • Generate IRB applications and monitor IRB status for research projects under Principal Investigators’ direction. Ensure that projects comply with all requirements of the University of Washington Human Subjects Review Board, Institutional Animal Care and Use Committee, and all other relevant review boards. • Coordinate all minimal risk IRB protocol submissions, status reports, and modifications. • Manage minimal risk IRB protocols in Zipline and OnCore/CTMS. • Ensure that all aspects of this process are handled in a timely manner to ensure compliance and continuance of research/clinical trials. • Manage eFECs and GCCR effort reporting and cost share commitments for PIs.
Financial and Research Reporting to Administrator and Director: • Provide monthly grant and contract operating reports to Finance Administrator and/or Director. • Maintain oversight of complex faculty efforts reports; work directly with PIs to resolve cost-share requirements or any requirements for non-federal funding sources. • Review FEC and GCCR reports. • Monitor departmental compliance with University, State and Federal audit requirements.
Other: • Support UROC meetings. • Support UroEDIC Conference calls and other communication needs. • Pub Med maintenance. • Collaborate with other staff on research related initiatives. • Other related research duties as needed.
MINIMUM REQUIREMENTS • Bachelor’s degree and 3-4 years of management level experience in a complex research and/or academic organization.
Additional Requirements: • Extensive experience in fund accounting, procurement, financial forecasting, grant and contract writing and management, human resources processes, and space management. • Must be able to multitask and handle high level tasks in a busy organizational setting. • Must be a problem solver and self-starter. Strong communication, interpersonal, and organizational skills. • Demonstrated ability to effectively interact with faculty, staff, and sponsor representatives. • Flexibility to manage changing priorities and respond to unplanned activities. • Ability to handle confidential information. • Experience using PC-based software including Microsoft Office Suite and Adobe.
Equivalent education and/or experience may substitute for minimum requirements.
DESIRED REQUIREMENTS • Experience using the University of Washington’s information and financial technologies.
CONDITIONS OF EMPLOYMENT • Regular and predictable attendance is required. • While usual hours fall within standard business hours, work may be required during hours beyond standard business hours, including weekends. • Work is normally performed in a typical interior/office environment; however program management may include outdoor or field work with exposure to the elements and variable weather conditions.
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 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 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.
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