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The Department of Health Services has an outstanding opportunity for a part-time 60%FTE, Senior Grants and Contracts Specialist. This position provides pre- and post-award research administration for the Department, including oversight and day-to-day administration of a portfolio of grants, contracts and other sources of funds. As a senior-level specialist, this position collaborates closely with, and provides backstopping support to, the Assistant Director of Finance and Research Administration.
The primary responsibilities of the Senior Grants and Contracts Specialist are to manage pre- and post-award administration for faculty research grants and contracts, with a specialized focus on training grants, including faculty/staff effort, compliance, subcontract administration, budget management, grant tracking and reporting, closeout, and process improvement. In addition, this position serves as a department resource for policies and procedures related to research administration.
Housed in the UW School of Public Health, the Department of Health Services is a dynamic academic and research department with the mission of working with partners in public health and health care to prepare leaders, design solutions, and conduct innovative research that is translated into practice and policy. The Department is steadfast in its efforts to improve and promote the health of all populations, and staff contribute daily and directly to the work of faculty, students, researchers and other staff, providing support and expertise to the Department's common cause.
Duties and Responsibilities:
Pre-Award Grants and Contract Administration •Proactively seek information to maintain up-to-date knowledge about sponsor and UW requirements as well as restrictions/allowable costs on specific budgets/awards and communicate this knowledge effectively to faculty and program staff. •Advise faculty PIs on sponsor requirements particularly for specialized program announcements and non-federal sponsors on training grants and other awards supporting advanced student training. •Develop and maintain close relationships with both internal and external research sponsors and partners. •Coordinate preparation of grant proposals, complete complex internal application and sponsor forms, and submit proposals to OSP.
Post-Award Administration •Consult with funding agencies to resolve problems, ensure compliance, and/or obtain approval for deviation from award specifications (e.g. project extensions, re-budgeting, carry-forward requests, change of PI or PI transfers, reduction in effort by key personnel, change in project scope, approval for pre-award costs, etc.). •Manage subawards, including initiating contract requests for subawards to a variety of private and public organizations. Coordinate with UW Office of Sponsored Programs (OSP) and subcontractors to resolve issues delaying execution of agreements. •Oversee research and teaching subcontracts. Act as departmental sub approver and advise staff who execute BPO’s in SAGE and Ariba. •Consult with faculty/staff along with other departments to ensure all costs and FTE are correct and complaint with UW policy and sponsor regulations.
Project Management of Faculty Grant Portfolios •Manage research operations activities and provide regular status reports to faculty PIs and Assistant Director for Finance and Research related to research and project activity. Expedite journal vouchers, salary and cost transfers, invoicing, records retention, grant closure activities, effort certifications, etc. Oversee MyFinancialDesktop (MyFD) reconciliation for compliance and accuracy and manage funding projections for faculty and staff on grant projects. •Manage system for tracking and reminding PIs of deadlines for annual reports, progress reports, competitive and non-competitive renewals, and pending actions for faculty grants. •Proactively investigate and resolve problems related to faculty grants. •Communicate with HR and payroll staff on personnel Cost Allocation Reports (CARs) and address any adjustments that may be needed in a timely manner. Organize and file all communications in regards to any budget, FTE, and costings changes for compliance purposes.
Risk Management and Compliance •Backstop the Assistant Director for Finance and Research in the provision of expertise and training to faculty and research staff on budget development and monitoring, the proposal submission process, timelines, regulatory and compliance issues, and sponsor requirements. •Ensure compliance with sponsor, federal, state and University guidelines and fiduciary responsibility.
Financial and Research Reporting •Collaborate with the Assistant Director for Finance and Research on the standardization of pre- and post-award operations across the department. Follow procedures and methods for monitoring budgets/contracts and for collecting, analyzing, interpreting and disseminating information with department-wide impact. Use financial management tools for tracking, analysis and reporting and support center administrators, program managers and fiscal staff with tool use and best practices. •Assist the Assistant Director for Finance and Research with internal and external audits, including the preparation of responses to auditor’s questions and requests for information. •Ensure that proposal submission and success rate information is readily available to the Assistant Director for Finance and Research through routine and specialized reports
As a UW employee, you will enjoy generous benefits and work/life programs. For detailed information on Benefits for this position, click here.
•Bachelor's degree in Business Administration, finance, accounting or related field. •Five years of experience in research administration, to include pre- and post-award grant administration, training grants, budget analysis, and reporting. •Experience collaborating and consulting with colleagues in Executive, Director, or Assistant Director-level positions •Ability to synthesize and communicate budget and policy information to scientists and other stakeholders. •Demonstrated ability to maintain harmonious relationships and effectively address complex and sensitive administrative issues. •Demonstrated attention to detail and proven ability to manage multiple projects in an organized, thorough and timely fashion against pre-determined goals and deadlines. •Prior exposure to competitive sponsored research programs, completing grant applications, negotiating effectively with sponsors, and monitoring research budgets. •Advanced knowledge of Microsoft Programs: Excel, Word, and Outlook. •Proven leadership and communication skills. •Proven ability to organize complex tasks
Equivalent education/experience will substitute for all minimum qualifications except where there are legal requirements such as license/certification/registration.
•Experience working in a large multi-faceted academic department. •Working knowledge of UW fiscal and administrative system and departments, including MyFD. This also includes other University operating systems, FASTRANS, SAGE, ASTRA, ARIBA, MFD, WorkDay, Enterprise Data Warehouse.
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.
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