Job Description
The Department of Mechanical Engineering has an outstanding opportunity for a Grants and Contracts Manager/Specialist to join their team.
About this Opportunity
Reporting to the Department Administrator, the Grants and Contracts Manager/Specialist oversees the Department of Mechanical Engineering's grants and contracts portfolio, including the financial management and reporting of grants, contracts, and subawards. Faculty in the department submit approximately 10 to 15 proposals each month, and the department currently manages more than 400 research budget worktags.
This position provides comprehensive administrative oversight and day-to-day management of research activities, ensuring operational efficiency and compliance while supporting faculty, students, and staff. The Grants and Contracts Manager/Specialist serves as a key liaison with sponsor agencies, University of Washington investigators, and directors and researchers at domestic and international partner organizations.
By facilitating effective research administration, this position supports the department's mission of advancing innovative research, enables the success of graduate students, postdoctoral scholars, and research staff, and contributes to discoveries that improve and benefit society.
Key Responsibilities
Pre-Award Management (30%)
• Manage preparation and submission of all competitive and non-competitive grant proposals for submission to granting agencies, including multi-university and multi-department proposals.
• Develop complex budgets and other administrative sections of grant and contract proposals and prepare non-engineering portions of grants and both incoming and outgoing research sub-awards, applying appropriate stewardship of available funding streams.
• Monitor, review, communicate, integrate, and implement complex federal, state, foundation, and University regulations and policies into ME’s grants and contracts to ensure compliance.
• Provide technical advice and interpretation of governmental and foundation regulations as well as University policies and procedures to Principal Investigators (PIs), researchers, chair, administrator, related support staff, and third parties.
• Facilitate timely adherence to sponsor deadlines such as proposal deadlines, progress report deadlines, and requesting 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, DOD, 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 ME as necessary.
• Provide training and orientation to faculty and staff concerning pre-award and post-award management.
• Facilitate the review and processing of Non-Disclosure Agreements (NDAs) and Intellectual Property (IP) agreements related to research awards and purchases.
Post-Award Management (30%)
• Independently manage multiple sponsored projects assuring that all transactions are allowable, allocable, and reasonable.
• Assure compliance with non-IRB related policies and procedures at the UW and sponsors.
• Authorize actions by central university offices and ME in matters concerning the establishment and continuation of grant, contract, and research sub-awards.
• 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.
Sponsor and Internal Reporting for Grants and Contracts. (25%)
• 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 Workday (i.e. monitor the spending, invoice approval, etc.) and communicate with the subcontract administrative contact.
Administrative Duties (15%)
• Conduct ongoing review of existing procedures and develop new approaches as needed.
• Review and approve grant expenditures and purchases in Workday while verifying funding and compliance.
• Allocate effort according to award including setting up and maintaining costing allocations for PIs and supporting staff.
• Process Payroll Accounting Adjustments and Costing Allocations updates 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 department.
• Attend monthly/quarterly University, college, and departmental meetings, including MRAM, and research admin staff meetings.
• Advise Administrator of research activities and issues on a regular basis.
• Research, lead and delegate special projects as needed.
• Other duties as assigned.
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
- Bachelor’s Degree in Finance, Business, Program Management or related field and a minimum three years of research administration, grant and/or contract management, or finance/accounting.
- Applicants who do not meet these qualifications WILL NOT be forwarded to the Hiring Department.
ADDITIONAL QUALIFICATIONS
- Experience in academic research management (pre- and post-award) with substantial responsibility for proposal development, financial reporting and subcontract management.
- Experience developing and monitoring complex budgets.
- In-depth knowledge and understanding of federal funding agencies policies and regulations (NIH/DOD/NSF/DOE), private foundations and/or industry
- 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 communication, editing, time management and organizational skills.
- Ability to take initiative and work in a collaborative team environment.
- Advanced experience with Microsoft Office, particularly Excel.
- Experience and/or strong commitment to working with diverse populations.
PREFERRED QUALIFICATIONS
- UW grant management and UW systems experience strongly preferred (SAGE, Workday, Award Portal, MyResearch Portal).
- Familiarity with federal grant policies and proposal systems (Assist, Grants.gov, eRA Commons); strong knowledge of UW and OSP regulations and policies (GIMs).
WORKING CONDITIONS
- Deadline-driven environment, occasionally requiring extended hours. Option for hybrid schedule.
Compensation, Benefits and Position Details
Pay Range Minimum:
$90,000.00 annual
Pay Range Maximum:
$101,448.00 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 dso@uw.edu.
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.