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The Administrative Business Center (ABC) resides within the School of Medicine Dean’s Office and is governed by an oversight committee comprised of 8 department directors and administrators, plus Dean of Medicine representatives. The ABC is a shared services office using lean process improvement methods. The ABC Service Team is comprised of the Director, two Program Managers, 14 Grant Managers and 4 Grants Specialists (of which this is one), 2 HR Managers, 2 Payroll Coordinators, and a Visa Specialist. This position has a payroll title of Budget Fiscal Analyst Lead.
The Pre Award team currently supports 18 departments within the School of Medicine. The portfolio for these departments is approximately 1500 proposals per year for a total of $270 million awards in FY2017. To date, the team has submitted more than 3000 proposals on behalf of our faculty members. In addition to standard grants and contracts, the team supports VA clinical service contracts and staff assignments with Seattle Children’s Research Institute.
UW Medicine has an outstanding opportunity for a Grants Specialist position. This position will be responsible for supporting proposal development activities for funding opportunities identified by the faculty member, including all federal sponsors, many NIH funding mechanisms, State, foundations and industry. This position is responsible for providing expertise in pre-award policies and practices of sponsors, federal, state and the University. S/he works directly with principal investigators and department staff, prepares budgets and other financial and non-financial documents, explains guidelines and answers questions, reviews proposals for accuracy, and ensures that proposals are submitted successfully to the sponsor. This position is also responsible for subcontracts, interpersonnel agreements/staff assignments and industry-sponsored clinical trial proposals, as well as collecting and submitting Just-in-Time and Time of Award documents. This position will prepare progress reports (e.g., RPPRs). This position will report to a grant manager.
This position will work in a team-based environment using SharePoint tools, shared Drives and shared email folders for end-to-end collaboration. Small teams (pods) will meet weekly to share work and provide coverage for each other, as well as act as a resource to one another. The pre-award team meets several times per month to provide lessons-learned and receive team training. Continuous Process Improvement is used throughout our work to streamline processes, create best practices, focus on the customer and provide excellent tools for the team. We have an idea board that meets each week. We follow Lean Methodology.
ABC Shared Services values include Customer Focus, Accountability, Effective Communication and Continuous Improvement. Our culture is one of partnership and collaboration within the team, with our department contacts, and directly with the faculty researchers.
The individual works in a fast-paced environment and often requires responding to deadlines with short lead times. In addition, the position will require periodically working outside of normal business hours (including weekends) to meet deadlines associated with grant proposals, etc.
Grant Proposal Development and Submission
Partner with faculty and staff in the preparation, completion and routing of approximately 90-100 grant proposals annually: •Prepare appropriate UW and sponsor related applications and forms for proposed grants, contracts and other agreements. •Review for reasonableness, allow-ability, and allocability. •Act as a project manager to ensure timelines are met using strong communication skills, checklists, reminder messages, proactive problem solving, and proper escalation when necessary. •Develop budgets for grants, contracts, and other funding requests. •Work with faculty, staff, central UW offices, subcontractors and sponsors to successfully complete and route grant applications to sponsors and bring awards into the UW. •Use SAGE eGC1, SAGE Budget, SAGE Grant Runner, NIH ASSIST, NSF Fastlane, Proposal Central and all other sponsor systems. •Educate faculty and staff on the preparation of proposals, including specific applications, program budgets, eGC1s, and timelines. •Interpret sponsor and UW research directives, adapt them to department procedures and communicate the new research directives to faculty and site administrators/managers.
Serve as lead and primary contact for each proposal assigned: •Provide leadership and collaborate with proposal PI and research team. •Support an average of 5-10 active proposals each month based on sponsor due date; workload may be higher during peak deadline seasons. •Follow-up with the department contact on items needing clarification and to resolve potential problems and/or compliance issues in a timely fashion. •Participate in the Quality Check (QC) process as both reviewer and reviewee to ensure documents are complete and accurate. •Update SharePoint Submission Tracker regularly and file all emails into shared folders to ensure access by others as needed. •Ensure that new faculty and staff have the tools and systems access needed for proposal submissions (SAGE, eRA Commons, OPUS, FIN Desktop, templates, ADOBE etc.) and contact the appropriate department personnel, when necessary. •Serve as a partner to other ABC pre-award staff as needed for completing their proposals. •Handle timely preparation and submission of JIT and Time of Award activities as needed.
Communication: •Provide faculty and campus staff with clear and customer-oriented descriptions of ABC processes via in person meetings, by phone and email. •Advise and assist faculty regarding financial and non-financial compliance. This includes explaining policy, sharing best practices, providing suggested solutions to challenging issues. •Serve as the prime contact between agencies, central offices and faculty for particular proposals, as needed. Work with funding agencies (both federal and non-federal) to resolve problems and/or obtain clarification from authorized procedures for particular proposals. •Available to answer questions from the department at time of award.
Analysis and Compliance Management: •Read sponsor solicitation to determine proposal requirements. •Review sponsor requirements to ensure proposal packages (documents) are accurate and complete. •Apply University, OSP and SOM guidelines/requirements/policy to each proposal. •Follow all Office of Sponsored Programs policies for extramural funding proposals, including: GIMs 1, 3, 7, 13, 19, 21, 33, 35 and 38. •Ensure proposal packages (documents) meet sponsor-system requirements for successful submission (e.g., ASSIST, eRA Commons, Workspace, proposalCENTRAL). •Have an understanding of the Office of Management and Budget (OMB) policies, the Office of Financial Management (OFM) policies, and sponsor-specific policies (especially NIH).
Training and Continuous Improvement •Attend weekly team meetings and Lean process huddles. •Suggest process improvements to save time, improve quality, and efficiency. •Implement new ideas to add value to current processes. •Share Lessons Learned at pre-ward team meetings. •Participate in team training activities. •Attend MRAM (monthly research administration meetings) and RAPN (research administration peer network). •On a rotating basis, attend conferences, webinars and faculty research meetings.
MINIMUM REQUIREMENTS A Bachelor's Degree with major study in accounting, business administration, or related field and two years of work experience as a Fiscal Specialist II or Budget/Fiscal Analyst, or equivalent combination of education/experience.
Specific experience will include grant proposal experience directly supporting principal investigators, individually processing from inception through submission.
Additional Requirements: •Excellent oral and written communication skills. •Strong organizational skills and attention to detail. •Excellent customer service skills. •Ability to prioritize and handle multiple tasks on a frequent basis. •Demonstrated ability to use technology to fulfill requirements/tasks. •Ability to thrive in a fast-paced environment that often requires responding to deadlines with short lead times. •Ability to periodically work outside of normal business hours (including weekends) to meet deadlines associated with grant proposals, etc. •Demonstrated ability to effectively interact with faculty, staff and students, and sponsor representatives. •Ability to interact with people from diverse backgrounds. •Knowledge of Microsoft Office, including Word, Excel and Outlook.
Equivalent education and/or experience may substitute for minimum requirements.
DESIRED REQUIREMENTS •Experience using University online systems such as SAGE and My Financial Desktop (MyFD). •Familiarity with University policies and procedures, particularly grants and contracts. •Knowledge of OMB Omni Circular, NIH policies and procedures and other federal sponsor policies and procedures. •Knowledge and experience with sponsor forms and systems including, NIH ASSIST, eRA Commons, proposal CENTRAL, DoD, American Heart Association, etc. •Project management skills.
CONDITIONS OF EMPLOYMENT 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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