Req #: 231018

Department: PSYCHOLOGY DEPARTMENT

Posting Date: 05/20/2024

Closing Info: Open Until Filled

Salary: $5,644 - $7,906 per month

Shift: First Shift

Notes: As a UW employee, you will enjoy generous benefits and work/life programs. For a complete description of our benefits for this position, please visit our website, click here. (https://hr.uw.edu/wp-content/uploads/sites/3/2018/02/benefits-professional-staff-librarians-academic-staff-20230119_a11y.pdf) This position is available for a hybrid work schedule Please note that this position has been re-posted. If you have already submitted your application, you need not submit it again, as it has already been received.

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.

POSITION PURPOSE The Department of Psychology has an exciting opportunity for a full-time Grant Manager.

The position reflects the diversity and complexity of the department’s grant portfolio and post-award activities that includes clinical, social science, and scientific research that focuses on core research areas and involves partnerships and collaborations with affiliated UW centers and units. The position is responsible for effectively and consistently managing the research operation to ensure that department faculty are supported to be successful in accomplishing their research goals.

The grant manager tracks and manages new research directives, developing policy and revising department procedures, and communicating changes to faculty. The position engages with the broader campus community to assess and understand UW financial transformation business process changes to direct the department’s research administration portfolio and address long-term research administration needs.

POSITION COMPLEXITIES The position manages the department’s grant and contract process functioning as a subject matter expert to provide critical support to faculty principal investigators (PI), research staff and graduate students, and ensuring that funding sources are managed in compliance with sponsor, institutional, and department policies. The incumbent works closely with stakeholders, such as award sponsors, collaborators and University research support offices (e.g. Office of Sponsored Programs (OSP), and Grants and Contracts Accounting (GCA)) to manage the full lifecycle of grants and contracts. Post-award duties include overseeing research financials, compliance, and status updates to ensure deliverables are accomplished and appropriately reported, as well as ensuring timely payments. The position has responsibility for proposal submissions and award reporting in accordance with Sponsor and University guidelines, working with PIs to review proposals for accuracy and feasibility, to identify resource and space needs, communicate compliance requirements, and establish deadlines.

POSITION DIMENSIONS The position manages the department’s research portfolio requiring knowledge and understanding of a variety of sponsor opportunities, guidelines and program requirements. The Department of Psychology is an academic department within the College of Arts and Sciences comprised of 55 faculty, 7 postdoctoral scholars, 76 staff, and 89 grad students. The department’s research focus is in seven (7) core research areas exploring psychological, biological, and social process with 50-60 awards for $10 million annually. The grants manager reports to the associate administrator and serves as a grants and contract administration expert with responsibility to ensure that funding sources are managed in compliance with sponsor and institutional policies. The position serves as the primary liaison between department faculty, UW departments, and other units relevant to sponsored research. The role is fast-paced and often requires responding to competing deadlines with short lead times.

DUTIES AND RESPONSIBILITIES POST AWARD (45%)

• Manage the departments’ post award grants and contracts, including reporting requirements, sponsor requests, progress reports, final closeout, and sub-awards.

• Assess and manage the design of the research administration workflow to support faculty research needs including post-award administrative oversight.

• Interface and collaborate with the University Office of Sponsored Programs (OSP), Grants and Contracts Accounting (GCA), and the College and Arts and Sciences (CAS) grants unit to initiate business process changes and mange new research directives, addressing faculty research support needs and enhancing the department’s research administration.

• Manage and administer multiple, complex grants working with faculty to oversee and monitor awards to anticipate and detect financial concerns, independently initiating corrective actions and measures, and keeping principal investigators and department leadership informed of about issues. Collaborate with funding agencies to resolve problems and obtain approvals for deviations from authorized procedures.

• Ensure correct set-up of award data (funding, and award lines, participant support cost, cost share, etc.) and work with central offices for revisions as needed.

• Track progress/technical report due-dates, assist PIs, and facilitate submission of sponsor reports.

• Initiate and monitor non-primary award lines for subrecipient accounts coordination with other UW departments and external partners as necessary.

• Manage faculty and project cost-share commitments including monitoring, tracking and reporting cost share expenditures.

• Audit and oversee expenditures, variances, extensions, re-budgeting, advance account requests, sub contracts, sub accounts, payroll and personnel changes for accuracy and compliance with relevant policies and procedures. PROGRAM COMPLIANCE (25%)

• Responsible for monitoring and ensuring compliance with sponsor, federal, state and university laws and regulations. Advise PIs on payroll compliance and budgetary requirements for their grants and contracts, providing short- and long-term projections related to research funding.

• Develop internal tracking processes, including updating existing templates supporting project management and oversight.

• Inform and train staff and provide guidance pertaining to regulations and compliance topics.

• Initiate award set-up requests and act on behalf of investigators in communicating with research partners, sponsors and UW offices of research administration.

• Analyze, verify, and coordinate salary certification report approvals for non-faculty Project Statements and faculty Effort Statements (via ECC) to ensure certification is completed by deadline. Work with Principal Investigators to ensure re-certification of impacted project and effort statements is completed as necessary.

• Respond to compliance and other fiscal information requests from administration, internal and external auditors and other external partners.

• Ensure electronic filing of all relevant documents related to grants.

• Ensure project operational and deliverable requirements are met, compliance with human subject and animal research requirements, and that UW financial management systems and controls for maintaining compliance with sponsor requirements and UW policies and procedures are in place and followed. PRE-AWARD (20%)

• Ensure successful proposal submission, exercising independent judgement interpreting and applying sponsor, UW, federal, state and industry policies, rules and regulations with grant/contract preparation and implementation.

• Provide technical and administrative support to PIs during proposal development and submission ensuring that applications meet sponsor/proposal requirements.

• Provide guidance and serve as subject matter expert in pre-award policies and practices as defined by sponsors, federal, state and the University, coordinating with PIs and central campus units to manage grant applications from proposal development through submission.

• Provide pre-award support to multiple faculty PIs including tracking proposal timelines; creating complex budgets, cost sharing and justifications; drafting administrative components of the proposal; and editing technical components such as bio-sketches and facility descriptions. This requires strong partnerships with department faculty and staff and other unit staff who support grants administration.

• Advise researchers on sponsor guidelines and University and funding agency policies and procedures. ADMINISTRATIVE RESPONSIBILITIES (10%)

• Lead the department’s research administration function and engage across campus as a department representative and take the lead in implementing process improvements that enhance and support UW grants administration and financial transformation.

• Identify and communicate funding opportunities to faculty, engaging with faculty in research planning and strategy.

• Develop and implement programs to train investigators and trainees on policies and procedures in accordance with UW and federal requirements for all post-awards, the use of electronic grants systems, and pre- and post-award management.

• Ensure that department staff meet grant and contract policies and that grant administrative deliverables are accomplished.

• Identify best practices and develop quality assurance systems to enhance principal investigator services and support. Create tools and metrics to track and analyze implemented process improvements, and ensure that program benchmarks are met and continually evaluated.

• Mentor other department staff in areas of grant management, as needed.

• Serve as a content expert regarding grant and contract proposals, post-award management and compliance.

• Perform other duties as assigned. MINIMUM REQUIREMENTS

• Bachelor’s degree in Business, Research Administration or related field

• Three (3) years progressively responsible experience in research administration including experience with complex and/or large multi-institutional grants. ADDITIONALLY:

• Ability to develop collegial relationships, being flexible and adapting to different work styles and communicating effectively with a diverse group of stakeholders including faculty, researchers, staff, and other internal/external collaborators

• Demonstrated ability to work independently, proactively problem solve, and take initiative and set priorities

• Ability to work efficiently in a fast-paced environment and challenging situations

• Excellent written and oral communication skills

• Skilled in using MS office, including complex Excel spreadsheets and workbooks DESIRED

• Demonstrated commitment to excellence

• Advanced knowledge/experience with OMB guidelines, GRANTS.gov and eRA Commons

• Previous experience working with UW operations staff (OSP, GCA, etc.) and UW systems including SAGE, Award Portal, Workday, FDM, Employee Effort Compensation Compliance (ECC)

• Knowledge of University of Washington fiscal policies and procedures, including those related to grantsApplication 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.

University of Washington is an affirmative action and equal opportunity employer. All qualified applicants will receive consideration for employment without regard to, among other things, race, religion, color, national origin, sexual orientation, gender identity, sex, age, protected veteran or disabled status, or genetic information.