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The College of Education has an outstanding opportunity for a Grants and Finance Specialist.
The College of Education (COE) Dean’s Office provides centralized financial, human resources and operational support to the faculty, staff and students of the College of Education as well as the external community. The Dean’s Office Grants and Finance Specialist is an intermediate level position that is responsible for the financial management of a variety of grant and contract awards received by the College of Education. In this role, the Grants and Finance Specialist must have a thorough understanding of grant management, in accordance with all applicable rules and regulations, and be able to communicate proficiently with principal investigators (PIs) and sponsors. This position will work as part of the COE’s pre- and post-award research support team to ensure compliance with all aspects of grant management as well as oversee, implement, and ensure accurate, efficient, and timely financial management and customer service for Principal Investigators in the COE.
Reporting to the Associate Director of Post-Award Research Administration, the Grants and Finance Specialist will support both the pre-award and post-award management of research awards including overseeing financial accounting and budget reporting for the research grants that are managed in the Dean’s Office and college research Centers. This position is responsible for developing and managing budgets, planning fund expenditures, and preparing monthly budget reports; for advising PIs on fiscal plans and best course of action; for quarterly and annual budget reporting and post-award fiscal duties; and for overseeing and ensuring that financial resources are used effectively and in compliance with UW, state, federal and COE policies.
• In collaboration with the Associate Director of Pre-Award Research Administration, 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. • As a member of the research support team, work with College of Education faculty and staff researchers to prepare and submit grant and contract proposals. • Ensure timely and compliant preparation and submission of grant and contract proposals by exercising judgment in interpreting and applying sponsor guidelines and UW, federal and state policies. • Work with College of Education PI/research team, other campus units, and collaborating/subcontracting institutions to obtain information and documentation necessary to complete sponsor application and internal UW forms. • Develop proposal budget and prepare other administrative sections of proposals. Enter data and upload proposal documents to sponsor online application. • Prepare eGC1 form and monitor progress of campus approvals to ensure OSP and sponsor deadlines are met. Obtain verification of successful application transmittal to sponsor.
• Independently manage multiple sponsored projects assuring that all transactions are allowable, allocable, and reasonable. • 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. • Work through the administrative details of research sub-awards with various institutions domestically and internationally. Facilitate sub-award set up within the UW to ensure timely invoicing as needed. Ensure sub-recipient monitoring is adequate and documented. • Interact with staff of UW Grant and Contract Accounting on post-award management issues including ensuring correct application of indirect costs. Work through the close-out at the end of grants. • Supervise revolving fund accounts for paying research subjects. • Coordinate arrangements for research program activities such as sponsor onsite review meetings, seminars, and visits. • Ensure cost-share processing, as appropriate. • Facilitate timely adherence to sponsor deadlines such as proposal deadlines, progress report deadlines, and requesting advance budgets, extensions, supplements, or revisions as needed. Deliver required components related to administration and operations aspects in a timely manner and ensure that other teams are informed of relevant deadlines and requirements. Interface with the University Office of Sponsored Programs (OSP), Grants and Contracts Accounting (GCA), funding agencies (NIH, NSF, foundations, etc.) as well as academic offices. Prepare and route electronic and paper forms to resolve related questions. • Oversee and complete grant transfers from other institutions to COE as necessary.
Sponsor and Internal Reporting for Grants and Contracts
• Work with Principal Investigators to complete and submit required sponsor reporting such as progress reports and final reports. Provide financial information as required. Keep PIs abreast of deadlines and reporting requirements. • Provide regular reports to Principal Investigators to review and confirm monthly transactions and payroll charges. • Provide monthly and quarterly reports (and as requested) that include spending analysis, forecast future needs, and communicate status and progress of personnel, travel, equipment, research sub-awards, and other spending activities and communicate status and progress to principal investigators. • Meet with principal investigators to review project plans and projections. • Ensure timely and accurate completion of faculty effort certification report. • Manage the subcontracts thru ARIBA system (i.e., monitor the spending, invoice approval, etc.) and communicate with the subcontract administrative contact.
• Conduct ongoing review of existing procedures and develop new approaches as needed. • Review and approve grant expenditures and purchases in ARIBA while verifying funding and compliance. • Allocate effort according to award including setting up and maintaining costing allocations for PIs and supporting staff. • Process Journal Voucher transfers as needed. • Act as the co-grant and contract Compliance Officer for the department in compliance with UW, federal, and state policies and regulations. Serve as co-Faculty Effort Coordinator for the college. • Attend monthly/quarterly University, college, and departmental meetings, including MRAM, RAPIT, and research admin staff meetings. • Advise Associate Director of Post-Award Research Administration of research activities and issues on a regular basis. • Research, lead and delegate special projects as needed. • Other duties as assigned.
• Bachelor's Degree in Finance, Accounting, or similar degree or equivalent experience, to include two to three years of experience with program administration in an academic research environment or similar environment
Equivalent education/experience will substitute for all minimum qualifications except when there are legal requirements, such as a license/certification/registration.
• Experience working with a variety of sponsors, including federal sponsors such as NSF, US Dept of Education, NIH, and non-federal sponsors such as the Bill & Melinda Gates Foundation, and other large and small private foundations, state and local governments • Experience developing and monitoring complex budgets. • Demonstrated ability to manage priorities to meet deadlines while maintaining attention to detail. • Experience interacting with faculty and department leadership in project management context. • Excellent written and spoken communication skills. • Ability to take initiative and work in a collaborative team environment. • Advanced experience with Microsoft Office, particularly Excel. • Ability to interpret and apply institutional administrative and fiscal compliance guidelines and practices.
• Experience working with staff from UW operations (OSP, GCA, MAA, etc.) and sponsor program and research staff. • Experience with UW Administrative systems: SAGE, MyFD, Data Warehouse, ARIBA, and WORKDAY
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.
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.