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This position primarily supports the administration of grants and contracts in the Department of Chemistry, one of the largest academic units at the University of Washington, with 45 faculty, 240 graduate students, 55 postdocs, 70 staff, and annual grant and contract expenditures of ca. $23M. Under the general direction of the Director of Finance, this position will independently support the pre-award process for sponsored projects in Chemistry. Primary duties include developing budgets, disseminating agency guidelines and program announcements, coordinating the preparation and submission of proposals, and serving as the liaison with the UW Office of Sponsored Programs. This position also supports complex research center grants management and general research administration in the Department of Chemistry.
DUTIES AND RESPONSIBILITIES Pre-Award Management
Guide Principal Investigators (PIs) and support staff in the development and preparation of grant and contract proposals. Review proposals to ensure completeness and compliance with any University and agency regulations. Work with PIs to revise budgets and proposals as requested by agency personnel.
Independently advise PIs, support staff, and administrators about policies and procedures for proposal preparation and submission. Interpret and apply University, federal and funding agency guidelines and regulations. Establish timelines for preparation and review to ensure that all necessary routing (e.g., reviews, revisions, approvals, final submission) meets established University and agency deadlines.
Serve as Department resource for proposal processing applications (e.g., SAGE, NSF Fastlane, Grants.gov, NIH eRA Commons) and as Department liaison for the Office of Sponsored Programs.
Review and approve proposals on behalf of the Department. Evaluate proposals for impact on or commitment of Department resources (e.g., space, facilities, staffing).
Develop and maintain pre-award proposal metrics, including tracking proposal submission, funding success rate, committed resources, etc.
Research Center Grants Management
Oversee the setup, invoicing, reporting, and closeout of all fund types supporting Department Research Centers, ensuring compliance with UW and agency guidelines and contract terms.
Monitor compliance by applying expert knowledge and understanding of department, institution, agency, and government guidelines, policies, and regulations, as well as other sponsor terms and conditions. Take corrective action as needed.
Serve as a liaison between Research Centers and Chemistry staff, central University offices, collaborating institutions, external funding agencies, stakeholders, donors, vendors, and administrative, governmental, and research personnel.
Work with the Director of Finance to forecast long-term fiscal needs and commitments in support of Center goals, forecast project revenues and expenditures, and conduct detailed analyses of unit needs and resources to support long-term planning. Identify, develop, and implement strategies for improving Center operations.
Oversee Research Centers’ federal and private grant, contract, and gift funds to address usage restrictions and compliance issues. Create and revise budgets, analyze financial data, and maintain an accounting system to comprehensively monitor, track, and document expenditures and budget status. Assist and advise Center personnel regarding University or federal budgetary policies, ensuring compliance and appropriateness of expenditures on grant, contract, and gift accounts.
Prepare required reports for internal University offices and external agencies. Anticipate reporting deadlines and coordinate with relevant personnel for timely preparation and submission, understanding and ensuring compliance with University and agency guidelines and regulations.
General Research Administration
Review and verify terms of Funding Actions when issued by Grant & Contract Accounting (GCA).
Provide guidance, direction, and backup support for post-award grant and contract administration.
Verify appropriateness of expenditures and resolve discrepancies as necessary.
Manage Department sub-awards from setup to closeout, following University and agency guidelines. Track and maintain sub-award database, communicating with appropriate UW and external personnel as needed.
Verify cost sharing information when required as a condition of research grant awards. Prepare cost share addenda, track commitments, and monitor close-out to ensure commitments are met. Assist with preparation and distribution of Department financial reports.
Identify, develop, and assist in the implementation of strategies for improving Chemistry grant and contract operations.
Perform additional related duties, as needed.
MINIMUM REQUIREMENTS A Bachelor’s degree in public administration, business, finance, accounting, or a related field and three years of progressively responsible experience, or equivalent combination of education and experience.
Excellent task management and organizational skills and the ability to react to changing needs and manage priorities across multiple complex projects in order to meet stringent timelines with minimal supervision.
Strong interpersonal and collaborative skills to work with large, diverse groups.
Ability and drive to provide excellent customer service and to interact successfully with students, staff, and faculty, including non-native English speakers, using excellent verbal and written communication skills.
Proven ability to handle senior-level confidential and financial information with a high degree of tact, judgment, discretion and diplomacy with awareness of the ramifications of decisions.
Experience with financial administration in an academic research setting.
Experience with pre-award fiscal research administration.
Proficiency with standard office software, especially Word, Excel, and Access, with advanced financial modeling and budget preparation skills in Excel; electronic file management; reference management tools.
Experience with grant submission systems (e.g., SAGE, Fastlane, Grants.gov, eRA Commons).
Experience with UW financial systems (e.g., MyFD, GrantTracker, GCCR, eFECS, BI Portal).
Ability to maintain a vision of overall program goals while managing and performing specific tasks with precision, accuracy, and meticulous attention to detail in an intense work environment.
Ability to take the initiative to make suggestions, use available resources, and find solutions to answer questions, solve problems, and help better meet the goals of the Department.
Experience and comfort with scientific and/or academic terminology and concepts as necessary in an administrative capacity or setting.
CONDITIONS OF EMPLOYMENT
May require occasional work outside of normal working hours to meet specific deadlines.
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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