Pre-Award Grant and Contract Manager

Job Description

The Pre-Award Shared Services Team has an excellent opportunity for two Pre-Award Grant and Contract Managers.

Under the general supervision of the Associate Director this individual will be responsible for all aspects of proposal development for grants and contracts submitted by departments within the UW School of Medicine. This person will be responsible for providing expertise in pre-award policies and practices as defined by sponsors federal foundation state industry and the University while managing grants and contracts from proposal development through submission to funding sponsors. Proposal development responsibilities include working directly with principal investigators research administrators post-award grant managers and other campus partners and staff; developing budgets and preparing administrative portions of proposals; and recommending and implementing departmental policies and practices to ensure compliance with sponsor and university requirements. Pre-award responsibilities include: 1) developing and administering proposal timelines 2) creating budgets 3) preparing administrative portions of proposals 4) editing technical components of proposals including budget justifications facilities descriptions biosketches and similar 5) ensuring compliance with sponsor and university requirements 6) quality control of applications and 7) building and maintaining strong partnerships with assigned department faculty and staff. Other responsibilities include: 1) providing technical advice and interpretation of regulations to Department faculty and staff and 2) preparing and submitting Just-in-Time materials. This position is a deadline driven role responsible for quality control of applications before they leave the office and ensuring they are submitted on time. This position will participate in lean process improvement activities.

DUTIES & RESPONSIBILITIES

Grant & Contract Administration and Compliance Management (75%)

• This position serves as the expert on grants and contracts administration with substantial responsibility for managing the units grants and contracts program (pre-award).
  • Advise faculty PIs on sponsor requirements particularly for specialized program announcements and non-federal sponsors.
  • Prepare complex budgets and other administrative sections of proposals for grants and contracts based on knowledge of sponsor requirements and program objectives.
  • Manage compliance of G&C program and provide technical advice and interpretation of government and foundation regulations and UW policies and procedures to PIs program managers researchers and support staff.
• Act as the grant and contract compliance officer for the department in compliance with UW federal and state policies and regulations.
  • Review proposals for potential IRB IACUC and SFI issues and work with PIs for action.
  • Provide faculty with clear and customer-oriented descriptions of pre-award processes.
  • Interface with the University Office of Sponsored Programs (OSP) Post Award Fiscal Compliance (PFCA) and funding agencies (NIH NSF foundations pharma).
  • Work closely with the SOM grant review unit to ensure University policies around PI eligibility F&A waivers cost sharing and IP disposition memos are being addressed and documented.
  • Serve as the prime contact between agencies central offices and faculty.
  • Work with funding agencies (both federal and non-federal) to resolve problems and/or obtain approval for deviation from authorized procedures.
  • Prepare Just-In-Time documentation and time of award documentation as required by the sponsor.
  • Coordinate the preparation of routine proposals and non-award agreements prepared by the Grant Specialists (Budget/Fiscal Analyst Leads).
  • Use independent judgment and decision making to complete work on time and within compliance.
  • Provide training to faculty staff and students of the department concerning pre-award management.
  • Collaborate with pre-award shared services departments through strong relationship management to maintain information about their staff PIs and policies that affect grant submission and compliance.
• Provides internal policy recommendations to Pre-Award Shared Services management based on federal and university requirements or system functionality; assist in implementing new policy and procedures.
• Coordinate with subrecipients/sub-contracts to ensure that proposal requirements and timelines are met. Answer questions and provide guidance of a similar nature as provided to the UW PI.
• Escalate issues regarding specific proposals to the Administrator/VCFA and department contacts.

Quality Assurance (10%)

• Conduct a quality control review of all proposals to ensure each application is meeting sponsor/proposal requirements and department and school policies before being routed in SAGE for campus review.
• Analyze the quality assurance results to identify trends/opportunities for improvement in -pre-award processes tools and communication to further enhance the service provided to PIs and departments.
• Work with the Team Leads and Associate Director to implement process improvements.
• Collect analyze and report on metrics regarding department pre-award submissions by fiscal year.

Administration (5%)

• Participate in regularly scheduled team meetings.
• Develop policies and procedures for pre- award administrative functions.
• Act as liaison between the Administrator Chair faculty and other staff members regarding grant and contract proposals.
• Serve as the content expert and resource for faculty and other staff members regarding grant and contact proposals pre-award management and compliance.
• Provide regular updates to faculty and department administrators regarding changes in federal and university research directives as well as changes to pre-award procedures.
• Back up work of fiscal staff members lead or contribute to special projects and perform related duties as required.
• Provide back-up to the other Pre-Award Grants Mangers maintaining a high level of service to our departments and compliance with department university and sponsor guidelines.
• Train pre-award skills to new pre-award staff within shared services. This will involve training reviewing work performing periodic audits and facilitating additional training as necessary.
• Provide assessment and feedback for staff via annual peer performance reviews.

Portfolio Management (5%)

• Liaise with the department and PIs for pre-award.
• Coordinate with the post award contacts via email and phone as well as holding quarterly meetings to ensure a smooth hand-off at time of award.
• Attend faculty meetings and department research meetings.

Lean Process Improvement (5%)

• Recommend process improvements regarding the pre-award grants business process quality control and SharePoint system for grants management.
• Write analyze and revise service team pre-award guidelines policy and procedures including taking the lead on several pre-award projects.
• Write analyze and revise service team pre-award templates which serve to streamline processes and increase consistency.

MINIMUM REQUIREMENTS

• Bachelors degree in business administration higher education administration public administration or related field.
• Three or more years experience working in research administration with substantial 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.
• Intermediate experience with software including Excel and MS Word.
• Demonstrated commitment to excellence.

DESIRED QUALIFICATIONS

• Intermediate knowledge/experience with OMB guidelines and eRA Commons.
• Experience working with staff from UW operations (OSP SOM RGE PAFC GCA etc.) and sponsor program and research staff.
• Experience working with UW systems including SAGE and Award Portal.
• Experience leading teams or projects.

Compensation Benefits and Position Details

Pay Range Minimum:

Pay Range Maximum:

Other Compensation:

Benefits:

Temporary or Regular

FTE (Full-Time Equivalent):

Union/Bargaining Unit:

About the UW

Working at the University of Washington provides a unique opportunity to change lives on our campuses in our state and around the world.

UW employees bring their boundless energy creative problem-solving skills and dedication to building stronger minds and a healthier return they enjoy outstanding benefits opportunities for professional growth and the chance to work in an environment known for its diversity intellectual excitement artistic pursuits and natural beauty.

Our Commitment

The University of Washington is committed to fostering an inclusive respectful and welcoming community for all. As an equal opportunity employer the University considers applicants for employment without regard to race color creed religion national origin citizenship sex pregnancy age marital status sexual orientation gender identity or expression genetic information disability or veteran status consistent with UW Executive Order No. 81.

To request disability accommodation in the application process contact the Disability Services Office at or .

Applicants considered for this position will be required to disclose if they are the subject of any substantiated findings or current investigations related to sexual misconduct at their current employment and past employment. Disclosure is required under Washington state law.