PRE-AWARD GRANTS MANAGER

Req #: 240331 Department: NEUROLOGICAL SURGERY Appointing Department Web Address: http://neurosurgery.uw.edu Job Location Detail: Hybrid Posting Date: 10/31/2024 Closing Info: Open Until Filled Salary: $6,350 - $8,454 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/benefits/wp-content/uploads/sites/3/2018/02/benefits-professional-staff-librarians-academic-staff-20230701_a11y.pdf) 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. The Department of Neurological Surgery has an excellent opportunity for a Pre-Award Grants Manager. This position will serve as the primary resource to award sponsors, scientific collaborators, and University offices, representing the Divisions, the Indian Health Service, and Native communities. This person will also manage other faculty grants and other Native-focused grants. The Department holds large and varied sponsored program portfolios that include funding from the National Institutes of Health and other federal agencies, numerous private foundations, and pharmaceutical industry-sponsored clinical trials. This position will manage all fiscal aspects of a large Indian Health Service contract. The position will lead and manage pre and post award activities for several researchers with active portfolios. The position will oversee all fiscal work under a large, complex contract for the Neurosurgery research unit. Other work will include managing submission of proposals, Just in Time (JIT) requests, progress reports, creating budget and budget justifications, other support documents, and other grant management, contract, and fiscal activities. The Pre-Award Grants Manager is required to have extensive knowledge of sponsor and University policies, guidelines and requirements. In addition, the position is responsible for ensuring compliance with policies and procedures by researchers (principal investigators), research staff, trainees, and collaborators to department, school, university, and sponsor policies. The position conducts ongoing local and federal policy review and provides updates and recommendations to leadership and Principal Investigators. The position is responsible for proposal submission and award reporting in accordance with Sponsor and University guidelines. Working with Principal Investigators and the Division Administrator, the position is responsible for reviewing proposals for accuracy and feasibility, identifying resource and space needs required for successful implementation, communicating compliance requirements, establishing deadlines and communicate documentation requirements, provide ongoing financial or other status updates and to ensure that deliverables are accomplished and appropriately reported. DUTIES AND RESPONSIBILITIES Manage all pre-award operations for a subset of Principal Investigators in the divisions Includes proposal preparation and submission through UW and sponsor systems and completions of Just in Time (JIT) requests. Draft budget justifications. Confirm all pre award components meet NIH or other sponsor policies. Determine viability of proposed research – address resource allocation requirements needed to ensure successful completion of aims and track effort and resource commitments on the part of investigators and staff. Identify and resolve space and IT requirements. Interpret and integrate institutional, federal, and sponsor guidelines, policies, and regulations as they apply to research administration operations. Provide counsel and mentoring to researchers and staff pertaining to these issues. Collaborate with Investigators and collaborators on budget development. Act as liaison with collaborating researcher's division, department and school administrators on submissions. Critically assess budget proposals for accuracy and compliance with guidelines. Provide strategic, intellectual and technical assistance to faculty and staff on research revenue cycle policies, compliance and regulatory matters. Contributes to research program initiatives, providing technical and systematic guidance and support. Partner with contracting officers and contract staff to on submission processes. Work with non-research community partners to ensure all grant preparation materials meet federal and local standards. Establish subaward agreements with partnering institutions in collaboration with the Office of Sponsored Programs and colleagues at partner institutions for grant submissions. Work closely with non-research community partners to ensure all pre-proposal documents are aligned with sponsor policies and grant deliverables are completed.Post-Award Operations This position is responsible for broad oversight of these tasks and their completion rather than actual implementation. Effort reporting for a subset of PIs in the division – includes monthly effort review and analysis and periodic compliance reporting as required by UW and sponsor requirements. Oversee monthly financial reports and meet no less than quarterly with selected investigators in the Department to review financial spending, progress, and milestones and to meet study operational needs. Guide performance metrics for Principal Investigators and study leadership teams to optimize short-term and long-range budget planning and analysis. Partner with Associate Director on post-award improvement efforts to strengthen regulatory and fiscal compliance by implementing and overseeing reliable system processes. Develop and foster effective collegial working relationships with Principal Investigators, study team staff, and other key stakeholders to ensure the execution of the pre- and post-award life cycle operations. Obtain advance budget numbers and process no-cost extensions. Collaborate with Principal Investigators and post award staff on monthly budget to actual variations and budget development questions. Serve as a resource Principal Investigators on queries related to the budget, monthly performance and budget to actuals variations. In collaboration with Principal Investigators - manage the reporting process with sponsors ensuring timely and accurate submission. Help administer complex grant portfolios as a whole including ensuring deliverables are met, reports are submitted, payroll is allocated appropriately. Work with post award and finance units to ensure contracting officers and contract staff using proprietary invoicing mechanisms.Compliance and Risk Management Promote compliance and risk management in accordance with policies of the UW and sponsoring entities, most notably, the NIH. Interpret, analyze, and implement federal, state, institutional, and industry laws and policies as they apply to administrative and research operations. Integrate knowledge of compliance policies into division operations and guide implementation of applicable policies. Monitor and assess the division’s compliance around research and fiscal processes, troubleshooting, eliminating weakness areas, and improving systems to strengthen the stability of the research enterprise. Manage UW systems used to track award activity for compliance and accuracy. Troubleshoot and direct expenditure corrections as necessary.Research Team Management Serve as a mentor and resource for other members of the grant and administrative team for the divisions. Provide guidance and mentorship for faculty and staff to enhance understanding around pre- and post-award processes and systems. Oversee staffing needs; prepare needs assessment and manage recruitment, hiring and on-boarding of new staff. Responsible for training supervised staff in their duties. Ensure they have the tools required for successfully accomplishing their tasks. Provide oversight and support to employees to ensure research activities are carried out in a timely and accurate manner. Manage performance of assigned staff. Prepare and deliver annual performance reviews. Work to create an environment that promotes excellence and growth. MINIMUM REQUIREMENTS Master’s degree in Business, Accounting, Public Health, Social Sciences, or related discipline Four years of related experience comprised of at least 3 years of fiscal experience and/or project management experience. Equivalent education/experience will substitute for all minimum qualifications except when there are legal requirements, such as a license/certification/registration. ADDITIONAL REQUIREMENTS Experience in grants and contracts management in an academic, research, non-profit, or hospital setting. Excellent organization skills with strong attention to detail, problem solving skills, resourcefulness and flexibility to adjust to dynamic work situations. Advanced skills with Microsoft Office Suite products – primarily Excel, Word, PowerPoint, Outlook. Excellent written, verbal, and interpersonal communication skills. Customer-service orientation, initiative, and responsiveness. Self-starter with the ability to work independently, exercise good judgment, and make decisions as necessary. Strong collaborative and leadership skills, team oriented, and consultative. Demonstrative ability to work well under competing deadlines. Ability to work well in a team. Ability to handle confidential information responsibly. Ability to creatively problem solve. Strong organizational ability. DESIRED QUALIFICATIONS Familiarity with UW systems and software programs, most notably Workday, Workday Finance, SAGE, and Award Portal. 3+ years of experience in grant and contract management in an academic, research, non-profit, or hospital setting. Prior experience overseeing large research and/or translational research programs. Prior experience in a central office setting – sponsored projects and/or grant and contract finance. Additional education or certificates related to general administration, finance, or research administration. Familiarity with sponsor proposal/management systems (i.e. Proposal Central, eRA Commons, etc). Experience working with Native communities, non-profits, and small businesses. Application Process: The application process 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 access 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.