UW Medicine

GRANTS AND CONTRACTS MANAGER

Req #: 242401 Department: APPLIED PHYSICS LABORATORY Appointing Department Web Address: https://seeyourselfapl.uw.edu/ Job Location: Seattle Campus Posting Date: 01/07/2025 Closing Info: Open Until Filled Salary: $7,500 - $9,500 per month Other Compensation: Shift: First Shift Benefits: 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. 

Req #: 242401 Department: APPLIED PHYSICS LABORATORY Appointing Department Web Address: https://seeyourselfapl.uw.edu/ Job Location: Seattle Campus Posting Date: 01/07/2025 Closing Info: Open Until Filled Salary: $7,500 - $9,500 per month Other Compensation: Shift: First Shift Benefits: 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. 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 building 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 Unit:

Within the Ocean Physics Department at the Applied Physics Laboratory (APL) is the Northwest Association of Networked Ocean Observing Systems (NANOOS). NANOOS is the coastal ocean observing system for the Pacific Northwest of the U.S. Integrated Ocean Observing System (IOOS) that uses long-term interdisciplinary observational programs from various platforms to understand short and long-term temporal and spatial changes in the ocean environment, and, further, to turn the data into useful information for myriad uses across society. The research aims to improve understanding of coastal ocean waters by using both observations and numerical simulations. Collaborations with local and federal agencies are critical to connecting observations and information products with resource managers and regulators.

See Yourself at APL as a member of the Ocean Physics Department! We are seeking a full-time Grants and Contracts Manager to join the team. This position has a salary range of $90,000 to $114,000 per year ($7,500 - $9,500 monthly), along with great employment benefits and competitive total compensation incentives.

The Position:

Under the guidance of the program’s Executive Director, this position will independently perform full-cycle (pre- and post-award) grant administration for NANOOS, including the management of a $27.5 million, 5-year cooperative agreement with the National Oceanic and Atmospheric Administration (NOAA), as well as $12 million additional funding through the Bipartisan Infrastructure Law (BIL), Inflation Reduction Act (IRA) and other NANOOS-adjacent projects. The 5-year NANOOS program requires a complex annual scope revision and resubmission that necessitates not only strong financial administration skills but also an immersion in the complexity of NANOOS's distributed program, with 6 subawards and up to 27 PIs across multiple institutions. This position will be tasked with managing budgets, performing budget modeling, analysis, and advising, coordinating various sub-projects, and making recommendations to PIs on how to optimize their project timelines and deliverables. This position requires direct communication with the researchers and a deep understanding of NOAA’s grant administration protocols. This position will also advise on program capacity to support new hires and increase NANOOS’s capacity for growth. This position will support with NANOOS program management, including attending and coordinating program meetings and supporting NANOOS Outreach and Engagement efforts.

Grants and Contracts Manager Responsibilities:

As a Grants and Contracts Manager, your responsibilities will include:

Pre-Award Responsibilities:

• Oversee the pre-award process, including outreach to PIs, project planning, and creation and submission of eGC1 proposals independently, for NANOOS competitive and non-competitive grant proposals for submission to granting agencies, including multi-university and multi-department proposals, as well as numerous sub-awards and complexities such as fabrication.
• Develop complex budgets and other administrative sections of grant and contract proposals. Prepare non-technical portions of proposals and both incoming and outgoing research sub-awards.
• Facilitate timely adherence to sponsor deadlines. Deliver required components related to administration and operations aspects in a timely manner and ensure that all parties are informed of relevant deadlines and requirements.
• Coordinate with internal and external NANOOS PIs to produce Work statements and budgets.
• Liaise directly with APL fiscal staff, the University Office of Sponsored Programs (OSP), Grants and Contracts Accounting (GCA), and funding agencies (ONR, NSF, NOAA, etc.).
• Monitor, review, communicate, integrate, and implement complex federal, state, foundation, and University regulations and policies into NANOOS grants and contracts to ensure compliance. 
• Provide technical advice and interpretation of regulations as well as University policies and procedures to PIs and research staff. Implement and maintain compliant procedures and practices. Provide expert-level advice for investigators and research staff regarding all pre- and post-award activities.
• Management of subawards including the coordination of subaward documentation at the proposal stage and subaward monitoring once awarded. Act as liaison with sub-awardee on behalf of PI’s to resolve any questions or gather the required documentation. Keep sub-awardees informed of any changes that may impact their sub-award, including guidance on issues of compliance.

Post-Award Responsibilities:

• Maintain a current state understanding of each PI’s portfolio across NANOOS’s 5 major ($38 million) and 11 adjacent awards ($2 million), and proactively advise PIs as to how they may optimize their project timelines, deliverables, and budgets.
• Provide monthly and quarterly reports to project personnel that analyze spending patterns and forecast the impacts of future project activity. These reports must communicate the status and progress of planned personnel actions, travel, equipment, research sub-awards, and other spending activities. Create ad hoc reports as requested.
• Actively manage and liaise with sub-recipients to ensure proposal requirements and timelines are met. Answer questions and provide guidance of a similar nature as provided to the UW PIs.
• Establish and maintain account management procedures and ensure accurate reconciliation of expenditures.
• Monitor salary charges on sponsored programs via the University’s Employee Compensation Compliance (ECC) system. Conduct ongoing review of salary charges for all program staff and coordinate accounting adjustments for any errors that need to be corrected. 
• Provide innovative problem-solving for NANOOS projects, scoping, and staffing to enhance the organization’s effectiveness and capabilities and resolve issues to ensure the research project goals are met.
• Work with PIs and research staff to facilitate the set-up and reconciliation of fabrication projects.
• Independently review and approve purchasing requests and travel in Workday. Liaise directly with APL Purchasing and UW Procurement to maintain fiscal compliance with department, state, federal, University, and sponsor regulations as outlined in the proposals.
• Collaborate with funding agencies (both federal and non-federal) to resolve problems and/or obtain approval for deviation from authorized procedures.

Quality Assurance:

• Conduct a thorough review of all proposal documentation ensuring that all meet the solicitation requirements and are compliant with University policies. Identify any sections that could result in delay or an administrative rejection of the proposal at the University or sponsor level. Advise PI on how to correct any problematic section.
• Enhance or develop communication pathways that provide regular updates to investigators and department leadership on matters of compliance and changes to processes.
• Work with the NANOOS Executive Director to implement process improvements.
• Enhance or develop policies and procedures for pre and post-award administrative functions that result in streamlined processes and increased efficiencies, ensuring alignment with the Business and Finance department.
• Serve as a content expert and resource for researchers and other staff members regarding grant and contract proposals, post-award management, and compliance.
• Collaborate and work closely with other grants, contracts, and fiscal staff members across the Laboratory to provide training and backup when needed. Serve as a mentor and “go-to” advisor for research administration topics.
• Attend and participate in All Staff and Monthly Research Administration Meetings.
• Attend Training for UW systems (MyFD, SAGE, SAGE, etc.).
• Mentor/train new program staff on processes and procedures.

Program Management:

• Develop detailed and thorough submissions, reports, and sponsor engagements that properly align budgetary documents with NANOOS priorities, and regularly interact with NANOOS Management, and a diverse set of PIs at UW and other institutions.
• Collaborate with PIs on progress reports. Track and assist PIs with the submission of RPPRs and other deliverables.
• Coordinate communication with NANOOS program stakeholders, including the NANOOS Executive Committee and Governing Council.
• Keep NANOOS records accurate and up to date (e.g., mailing lists, website info).
• Alert NANOOS Management to critical needs including meeting submission deadlines, calling out operational or functional concerns, identifying budget shortfalls, and incorporating PI feedback as appropriate.

General Requirements:

Bachelor's degree in Business, Finance, or related discipline AND at least 5 years of experience with grants, accounting, and finances. 

• Prior experience with proposal preparation, award administration, and federal agency experience.
• Experience interacting with department leadership.
• Ability to work independently, take initiative and ownership of work, successfully prioritize, and manage multiple projects in a deadline-driven environment.
• Excellent written and verbal communication skills.
• Ability to exercise independent judgment and manage competing priorities using strong organizational skills.
• Advanced Microsoft Office skills using a range of software programs including Word and Excel.
• Skilled at developing complex linked spreadsheets and financial reports.
• Demonstrated ability and/or experience handling a high volume of diverse tasks, under deadlines, with consistently excellent accuracy and attention to detail.
• Flexibility and resourcefulness.
• High level of accountability – drives for results, displays a sense of ownership, and is passionate about attaining goals and surpassing expectations.
• Proactive problem solver and communicator, with a desire to improve systems.
• Ability to independently lead full cycle grant and finance operations for NANOOS, including working with new staff and PI’s on policies, procedures, compliance, and budget tracking. 

Equivalent education/experience will substitute for all minimum qualifications except when there are legal requirements, such as a license/certification/registration.

While not required, you’ll stand out if you have:

• Experience working with staff from UW operations (OSP, GCA, ISO, etc.) and sponsor program and research staff.
• Experience with Workday and SAGE.
• Comfortable in collaborative settings and working within and across cultures.
• Advanced knowledge and experience in UW and sponsor administrative submission, personnel, acquisition, and reporting systems.

About APL:

The Applied Physics Laboratory is a research unit at the University of Washington. Our research expertise is in ocean physics and engineering, ocean and medical acoustics and imaging, polar science, environmental remote sensing, and signal processing. We conduct research and development that is sponsored by a variety of federal and state agencies and take great pride in our long-standing status as a US Navy-designated University Affiliated Research Center (UARC). Our work takes place not only on the University of Washington campus and medical centers, but in field locations around the world – at sea, in the air, and on polar ice caps. We apply rigorous scientific inquiry and engineering excellence in pursuit of solutions to important problems for the good of our region, nation, and world.

DEI:

Diversity is a core value at the University of Washington and the Applied Physics Laboratory shares this commitment. We are focused on building and sustaining an inclusive and equitable research environment for all students, staff, and collaborators. We believe every member of our team enriches our community by exposing us to a broad range of ways to understand and engage with the world, identify challenges, and discover, design, and deliver solutions.

Application Process:The application process may include the 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.

Committed to attracting and retaining a diverse staff, the University of Washington will honor your experiences, perspectives and unique identity. Together, our community strives to create and maintain working and learning environments that are inclusive, equitable and welcoming.

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

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.

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