Grants Manager

Job Description

The UW Department of Environmental and Occupational Health Sciences (DEOHS) has an outstanding opportunity for Grants Manager to join their team. 

Reporting to DEOHS Assistant Director, the Grants Manager is responsible for providing expert post-award grants and contracts management in support of the DEOHS extensive sponsored research portfolio. The position manages a high-volume and complex portfolio of sponsored awards while ensuring compliance with evolving federal, state, sponsor, and University of Washington regulations. Success in this role requires strong analytical skills, attention to detail, independent judgment, and the ability to build effective working relationships with faculty, central offices, and external sponsors in a fast-paced research environment.

The salary information provided below is for a full-time position.

Key Responsibilities:

Post-Award Finance Management (30%)

• Independently manage a portfolio of sponsored projects, ensuring all transactions are allowable, allocable, and reasonable in accordance with sponsor and UW policies.
• Ensure compliance with applicable UW and sponsor policies and procedures.
• Authorize actions by central university offices and the department related to the establishment, continuation, and modification of sponsored programs
• Facilitate sub-award setup in Workday to ensure timely invoicing; maintain adequate documentation of sub-recipient monitoring activities.
• Collaborate with UW Grant and Contract Accounting on post-award management issues.
• Manage award closeout processes
• Ensure accurate and timely cost-share processing where required by award terms.

Sponsor and Internal Reporting (20%)

• Partner with Principal Investigators to prepare and submit required sponsor reports.
• Provide financial reporting and analysis as required by sponsors; proactively communicate upcoming deadlines and reporting requirements to PIs.
• Deliver regular reports to PIs summarizing transactions, payroll charges, and budget status for review and confirmation.
• Establish and maintain account management procedures including preparation and approval of monthly budget reports and ensure accurate monthly reconciliation of expenditures with UW accounting systems such as Workday and relevant grant award requirements.
• Meet regularly with Principal Investigators to review project plans, spending projections, and award milestones.
• Consult with PIs and managers to look across budgets and plan for major financial events such as new hires, separations, intensive research studies, or equipment purchases and adjust projections and analysis accordingly.
• Serve as Faculty Effort Coordinator for assigned PI portfolios.
• Manage subcontracts in Workday, including spend monitoring, invoice review and approval, and ongoing communication with subcontract administrative contacts.

Pre-Award Grant and Contract Administration (20%)

• Work with faculty, other campus units, and collaborative/subcontract institutions to develop complex proposal budgets and develop and compile sponsored required non-science components of data/documentation for grant proposals.
• Ensure successful proposal submission and compliance by exercising independent judgement interpreting and applying sponsor, UW, federal and state policies, rules and regulations with grant/contract preparation and implementation.
• Manage the proposal process from start to finish ensuring that all sponsor requirements are adhered to; create all administrative proposal documents, upload all proposal documents via sponsor websites, and obtain verification of successful application transmittal to sponsor.
• Independently manage workload and prioritization of submissions and deadlines balancing submissions by multiple faculty and principal investigators responding to the same or similar deadlines.
• Guide principal investigators regarding new changes to the federal submission process throughout the review and award consideration process.

Sponsored Project Administrative & Compliance Duties (10%)

• Review and approve grant expenditures and purchases in Workday, verifying funding availability and compliance.
• Oversee complex faculty and staff appointment details and costing allocations using Workday.  Monitor payroll activity to ensure that salary allocations are compliant with UW and sponsor regulations. Partner with department HR Team for all FTE changes, student employment entries, faculty position related changes, compensation changes, terminations and leave of absence related entries in Workday. Perform expense transfers as needed.

Department Financial Administration (20%)

• Serve as the departmental back-up Grant & Contract Compliance Officer for the department Assistant Director. Apply experience and expertise to the detailed review of proposal submissions to the department. Assess accuracy of the budget and supporting components mapped against the sponsor, UW and School requirements. Communicate directly with the department Chair regarding proposals outside of the standard timeline, that integrate cost share requests, among other items. Liaison with the School and other unit reviewers.
• Actively participate in internal and external audits, responding directly to auditor’s questions and requests for information.
• Provide assistance and back-up to the Grants team for cost share reporting.
• Assist with onboarding departmental training grant manager, providing oversight of stipends, appointments, and expenses on the training grants, and submitting tuition payments in SDB.
• Partner with AHR and HR Managers, and DEOHS business team to improve documentation of Workday business processes and workflows. 
• Set up and manage fee-for-service agreements, including budget tracking and invoicing customers in Workday.
• Provide regular updates to department leadership on research activities, compliance matters, and emerging issues.

Required Qualifications

To be considered for this opportunity your application must demonstrate you meet both the minimum qualifications and additional qualifications listed below. Equivalent education and/or experience may substitute for minimum qualifications except when there are legal requirements, such as a license, certification, and/or registration.

Minimum Qualifications

Applicants who do not meet these qualifications WILL NOT be forwarded to the Hiring Department.

• Bachelor's in Accounting, Finance, Research Administration or related field.
• Minimum 3 years of experience in finance management, including budget planning, analysis, and reporting, in addition to general principles and processes of accounting.

Preferred Qualifications

• Ability to synthesize and communicate budget and policy information to scientists.
• 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.
• High degree of proficiency in Microsoft Office suite
• Proven leadership and communication skills.
• Proven ability to organize complex tasks.
• Prior experience in basic science and/or clinical research program in a large academic institution. 
• Working knowledge of University of Washington’s policies and procedures, particularly related to grant processing.
• Prior experience with University of Washington systems, specifically Workday Finance, SAGE, and Award Portal.
• Prior experience with federal systems such as eRA Commons and ASSIST

Compensation, Benefits and Position Details

Pay Range Minimum:

$80,004.00 annual

Pay Range Maximum:

$90,000.00 annual

Other Compensation:

-

Benefits:

For information about benefits for this position, visit https://www.washington.edu/jobs/benefits-for-uw-staff/

Shift:

First Shift (United States of America)

Temporary or Regular?

This is a regular position

FTE (Full-Time Equivalent):

100.00%

Union/Bargaining Unit:

Not Applicable

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 world. In 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 206-543-6450 or [email protected]. 

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.