Req #: 234489

Department: OFFICE OF SPONSORED RESEARCH

Posting Date: 05/23/2024

Closing Info: Open Until Filled

Salary: $6,506 - $7,509 per month

Limited Recruitment: Open to UW Employees only

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 )

Although open until filled, priority application date is June 6, 2024.

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 University of Washington Bothell campus is a primarily undergraduate institution with a growing research portfolio. Our faculty and staff receive awards from a diverse set of sponsors, creating interesting work for research administrators. The Grants Administrator will report to the Director of Sponsored Research and be part of the Bothell campus shared environment for Workday. This person will work directly with campus infrastructure grants and Principal Investigators (PIs) with complex multiple awards. This person will also back up the Director with pre- and post-award research administration. Taking a proactive stance to the grant lifecycle, the individual in this position will assist PIs and administrators in navigating rules and managing budgets to secure the resources required to advance their research aims. As part of a self-sustaining unit, this individual will support grant workshops, provide coaching and work with the team to identify and disseminate relevant opportunities.

Duties & Responsibilities: Post-award functions for complex and institutional infrastructure awards

Support Principal Investigators (PIs) with complex award portfolios* in effectively managing research revenue and expenses to advance their agendas. Partner with the PI starting at the grant kickoff meeting to implement the sponsored research project using Workday and other university systems to allocate costs to achieve the aims. This includes:

• Working from the proposal budget, ensure costs are allocated to complete specific aims

• Monitor budgets to assure compliance and reporting as well as other timely items, such as planning for no-cost extensions

• Review all expenditures at least monthly for allowability, assist with review of employee compensation to ensure that salaries are charged to the correct award;

• Ensure expenditures occur as forecasted and work with the PI on changes

• Monitor, track, and document cost share commitments.

• Work with school administrators / fiscal staff and Fiscal and Audit Services (FAS) to procure the necessary materials and equipment to support each sponsored project’s research aims in compliance with sponsor and university requirements;

• Generate data for reporting, planning and forecasting purposes, assist in reporting to sponsors;

• Work directly with faculty and staff to ensure expenditures are allowable based on funding agency and award.

• Communicates with OSP, GCA, and sponsor representatives on a regular basis to respond to inquiries related to the proposals and/or established budgets; responds to funding inquiries; advises on questions related to funding allocations for the research group.

• Manages sponsored project budgets to assure compliance with the University, State and Federal requirements.

• Provide strategic planning advice to principal investigators about funding and resource allocation (budget forecasting and expense tracking), considering pre-award plans with current and future awards.

• Understanding the hierarchical nature of Workday Financials and the ability to follow the project’s flow and based on the analysis, provide data to researchers, department personnel and other stakeholders for changes that may be needed. Support of a vibrant research culture such as the one at UW Bothell requires cultivation from the earliest stages. Time and effort invested in the opportunity identification and proposal development stage is crucial to successful award management.

• Offer support to new faculty, centers as required

• Participate in the Husky Highlights seminar series

• Opportunity identification, dissemination, particularly limited submission. Liaise with Office of Research in Seattle

• Develop sponsored project budgets ensuring compliance with federal, university, department, and funding agency policies.

• Ensure sponsored project budgets are adequate to fully support activities proposed by Principal Investigators.

• Work with Principal Investigators on proposals by reviewing and entering proposal information into sponsor systems.

• Create Award Setup Requests or Modification for new awards, project extensions, rebudgeting, and other project changes.

• Responsible for exercising high level of independent judgment to implement and manage the operations of the relevant programs.

• Learning and adapting to Workday to pull the proper reports for award management. This may include reports for personnel, procard, suppliers, all expenditures, cost share, etc.

• Create training opportunities for faculty and staff related to Workday and other required systems.

• Manage the Facilities/Resources webpage to ensure information is up-to-date. UWB Shared Environment

• Serve as the primary campus contact for the Workday Financials shared environment for grants.

• This position would serve the campus as a Shared Environment Accountant (required to be prostaff). This position would review the tickets in UW Connect for research-related cost transfers. This person would determine if transfer is allowable (per grant/sponsor, state and federal rules) and then initiate the transfer for the Director’s (Shared Environment Operations lead) approval. While this position will work predominantly research-related tasks, the position would support the entire UWB Shared Environment as needed. Policy Development

• Interpret, analyze, and implement federal, state, institutional and industry laws, and policies as they apply to departmental administrative and research operations. Integrate knowledge of compliance policies into departmental operations and under the direction of the Administrator, guide full implementation of applicable policies. This may include researching such policies as 2 CFR 200, RCW, APS, GIMs and other applicable materials.

• Develop procedures to ensure that expenditures are properly approved and are supported with sufficient documentation. These would follow the four (4) pillars: allowable, allocable, consistently-treated, and reasonableness.

• Develop monitoring process to ensure that faculty effort certifications are completed in a timely manner. This process should include an escalation process to remind faculty members to certify their effort prior to the due date.

• Ensure fiscal accountability per UW and federal rules, along with sponsor and/or grant award requirements. Manage student employee * complex award portfolios defined as including two (2) or more awards, awards with two (2) or more grants and awards that include subawards MINIMUM REQUIREMENTS:

• Bachelor’s degree in business or related field and two years experience in research, education, industry or related field.

• Knowledge and understanding of research administration rules and procedures, sponsored project budget development, and sponsored project post-award procedures.

• Success working on multiple projects at a time with demonstrated strong management, organization, verbal and written communication skills

• Ability to appreciate and synthesize information from a wide variety of disciplines

• Awareness of how actions and words influence people and how situations can be perceived as inclusive (or not)

• Demonstrated ability to use basic and some advanced functions of Windows operating systems, Microsoft Office Suite (Word, Excel, Power Point, Outlook) and web-based forms.Equivalent education/experience will substitute for all minimum qualifications except when there are legal requirements, such as a license/certification/registration. DESIRED REQUIREMENTS:

• Certified Research Administrator - preferred. CONDITIONS OF EMPLOYMENT: Some remote (hybrid) work allowable. Appropriate technology will be provided. 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.