As a UW employee, you have a unique opportunity to change lives on our campuses, in our state and around the world. UW employees offer their boundless energy, creative problem-solving skills and dedication to build stronger minds and a healthier world.
UW faculty and staff also enjoy outstanding benefits, professional growth opportunities and unique resources in an environment noted for diversity, intellectual excitement, artistic pursuits and natural beauty. All of which has allowed the UW to be nationally recognized as a “Great College to Work For” for six consecutive years.
The Department of Neurological Surgery has an outstanding opportunity for a Grants and Contract Specialist.
The Department of Neurological Surgery specializes in the management of acute brain and spinal trauma, vascular disease, disorders of the brain, peripheral nerves and spine. We also co-direct the UW Medicine Neurosciences Institute and house The Sports Institute (TSI), an institute created in partnership with the NFL. Our physicians practice at Harborview Medical Center, UW Medical Center-Montlake Campus, Seattle Children's Hospital, UW Medical Center-Northwest Campus, Valley Medical Center, the VA Hospital, and throughout the 5 state WWAMI Region. In addition, the department has one of the premier academic training programs in the world. We have an outstanding research program ranging from spine regeneration to brain computer interfaces and a broad array of clinical trials.
Post-award and sub-award grant and Contract Process: •Ensure compliance with policies and procedures at the University and sponsors. •Authorize actions by central University offices in matters concerning the establishment and continuation of grant, contract, and research sub-awards. •Ensure grant, contract and research sub-award agreements are executed in a timely manner by regularly monitoring status and communicating with appropriate internal and external administrative offices. •Implement, monitor, and manage budgets for all grants and projects. •Work closely with the research team through the administrative details of research sub-awards with various institutions domestically and internationally. •Interact with staff of UW Grant and Contract Accounting on post-award management issues including ensuring correct application of indirect costs. •Manage the close-out process for grants and contracts. •Coordinate arrangements for research program activities such as sponsor on site review meetings, seminars, and visits. •Manage the cost-share processing for budgetary implications and reports this information regularly to the Associate Director.
Reporting and Budget reconciliation: •Work with Principal Investigators to complete required sponsor reporting such as progress reports and final reports. Provide financial information as required. Keep Principal Investigators abreast of deadlines and reporting requirements. •Provide regular reports to Principal Investigators to review and confirm monthly transactions and payroll charges. Provide quarterly reports (and on demand reports) that include actual expenses and projected expenses of personnel, travel, equipment, research sub-awards, and other spending activities. Meet with Principal Investigators to review project plans and projections. •Ensure timely and accurate completion of faculty effort certification report and Grant and Contract Certification Reports. •Prepare financial spreadsheets, forecasts, and reports for use by the Chair, faculty, and Administrator using Excel, Access, PowerPoint, and other software. •Reconcile the grants and contracts on the monthly basis and resolves discrepancies as needed. •Lead special projects and perform related duties as required.
Compliance and Standardized Procedures: •Update and manage policies and procedures for pre- and post-award administrative functions. •Act as liaison between the Associate Director, Director, Chair, faculty and other staff members, regarding grant and contract proposals and post-award compliance. •Serve and lead as the grant and contract Compliance Officer for the department in compliance with UW, federal, and state policies and regulations. •Serve as point of contact for grants and contracts funding and compliance approvals for purchasing, reimbursement and travel. •Manage records management process and system of the department pertaining to grants and contracts.
Pre-Award Grant and Contract Process: •Act as the primary liaison with the Administrative Business Center (ABC). Triage, manage, and communicate time sensitive information to the Associate Director and faculty. •Ensure successful grant submissions that includes all elements of grant requirements. •Coordinate and direct the just-in-time process for NIH proposals with the ABC team. •Serve as the department expert and contact for grants opportunities in the department for faculty, fellows and residents. •Interact with staff of the UW Office of Sponsored Programs as well as academic offices such as Human Subject Division (HSD) and Institutional Animal Care and Use Committee (IACUC) for questions during the submission process.
Other Duties and Projects as assigned by the Department.
MINIMUM REQUIREMENTS •Bachelor's Degree in Business, Finance, Social Sciences, or other related field. •Two or more years’ experience in research administration responsibility for proposal development, including complex budgets and sub-awards.
Additional Requirements: •Experience interacting with faculty and department leadership in project management context. •Demonstrated ability to manage priorities to meet deadlines while maintaining attention to detail. •Advanced knowledge/experience with federal grant guidelines and submission systems. •Intermediate experience with software including Excel, MS Word, and Adobe Acrobat. •Demonstrated commitment to excellence and customer service.
Equivalent education and/or experience may substitute for minimum requirements.
DESIRED REQUIREMENTS •Three years of work experience in UW research management (pre- and post-award) with substantial responsibility for proposal development, financial reporting and subcontract management. •Experience developing and monitoring complex budgets. •Demonstrated ability to manage priorities to meet deadlines while maintaining attention to detail. •Demonstrated critical thinking, problem solving and analytical skills. •Demonstrated ability to deliver programmatic support to clinical and research neurosurgeons in a high-volume environment. •Excellent written and spoken communication skills. •Ability to take initiative and work effectively within the organization and with external partners. •Ability to remain personable, professional and organized under stressful situations. •Demonstrated ability to identify, interpret and follow policies and procedures (academic, federal, state, and other). •Ability to contribute to the overall functioning of the administrative team. •Advanced experience with Microsoft Office, particularly Excel.
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.
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.