UW Medicine

GRANTS AND CONTRACTS MANAGER

Req #:

247306

Department:

DEPARTMENT OF MEDICINE: ALLERGY & ID

Job Location:

Harborview Medical Center

Job Location Detail:

Hybrid - 2 to 3 days in office at Ninth and Jefferson Building, Harborview Medicine Center Campus.

Posting Date:

06/25/2025

Closing Info:

Open Until Filled

Salary:

$5,636 - $8,454 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 #: 247306 Department: DEPARTMENT OF MEDICINE: ALLERGY & ID Job Location: Harborview Medical Center Job Location Detail: Hybrid - 2 to 3 days in office at Ninth and Jefferson Building, Harborview Medicine Center Campus. Posting Date: 06/25/2025 Closing Info: Open Until Filled Salary: $5,636 - $8,454 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 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 Division of Allergy and Infectious Diseases has an outstanding opportunity for a Grants and Contracts Manager to join their team.

POSITION PURPOSE

The Department of Medicine’s Division of Allergy and Infectious Diseases (AID) has an exciting opportunity for a Grant Manager to support the extramural funding in the Division of Allergy and Infectious Diseases (AID).

POSITION COMPLEXITIES

The Grant Manager will support a complex portfolio of funding while working with Division of Allergy and Infectious Diseases faculty and staff to provide all aspects of proposal development and post-award management with a variety of organizations, including foreign partners. The Grant Manager will be responsible for assisting faculty in obtaining and administering clinical trials, including advising and assisting with regulatory documents and compliance.

POSITION DIMENSIONS AND IMPACT TO THE UNIVERSITY

The Division of Allergy and Infectious Diseases in comprised of a community of over 100 full time faculty members. Our mission is to promote excellence in training, scholarship, and clinical care in Allergy and Infectious Diseases. We strive to create an atmosphere that fosters diversity for its intrinsic importance and the benefits that it brings to individuals, institutions, and society. We value and honor diverse experiences and perspectives and strive to create welcoming and respectful learning environments, and promote access, opportunity and justice for all. The Grant Manager is integral to the success of faculty research programs. The Grant Manager will provide CFAS program faculty and trainees expert administrative support to develop extramural and intramural funding proposals and manage post award fiscal reporting and compliance oversight. The Grant Manager will also provide training and counsel to faculty, fellows and staff concerning grant and contract related processes. They will serve as the administrative contact and liaison with multiple process partners, including offices and departments within the University of Washington, as well as external academic and industry sponsors, regarding research, compliance, and pre and post award financial issues.

DUTIES AND RESPONSIBILITIES

This position actively participates in the development and implementation of long-range administrative strategic business processes to assure program sustainability and operations while meeting all compliance requirements. The position is responsible for the administrative oversight of program contracts and grants. Specific duties and responsibilities include:

Post Award Financial and Operations Management (40%)

• Oversee awards anticipating and detecting financial concerns, keeping principal investigators and the Division leadership informed of those issues, proposing solutions, and independently initiating corrective actions and measures.
• Oversight of various post-award activities including financial reporting, clinical trial billings, contract invoicing, complex payroll distribution and certification, cost sharing, and ensuring compliance with sponsor award terms and conditions.
• Audit and oversee expenditures, variances, extensions, re-budgeting, advance account requests, subcontracts, sub accounts, payroll and personnel changes for accuracy and compliance with relevant policies and procedures.
• Establish and maintain account management procedures including creating financial reports to forecast expenditures.
• Interpret and assure compliance with applicable federal, state, institutional and industry laws and policies.
• Develop systems and tools to provide regular updates to faculty and department administrators regarding changes in federal and university research directives, as well as changes to departmental procedures.
• Collaborate and work closely with other grants and fiscal staff members to provide training and back-up when needed.

Grant & Contract Pre-Award Management (30%)

• Responsible for preparation of research grant and contract proposals for faculty and fellows and oversight of submission process. Initiate administrative sections of proposals including but not limited to development of budgets and budget justifications. This may include working collaboratively with and overseeing work of a Budget Fiscal Analyst or Fiscal Specialist.
• Ensure proposals are consistent with federal laws and regulations, sponsor agreements, submission requirements, and University specific policies and procedures.
• Advise faculty, fellows and staff regarding pre-award operations and processes.
• Assist in training and resource development efforts by providing guidance to the program members on issues such as applicable regulations, cost allowances, budget justifications, and cost share requirements.
• Provide expertise and guidance in all aspects of clinical research budgeting, contract terms, and the revenue cycle.
• Develop contacts and networks with other departments, universities, schools, and offices on grant, research and project proposals involving multiple institutions and coordinate all projects with the Office of Sponsored Programs.

Clinical Trials support (20%)

• Pre and Post award and regulatory preparation for the division’s clinical trials
• Responsible for training staff and interpreting regulations and procedures into workflows.
• Assist with IRB and other regulatory applications, including IACUC if applicable.
• Serve as subject matter expert on clinical trials, regulatory and compliance matters.
• Work with faculty to increase the division’s clinical trial footprints.

Portfolio Management (10%)

• Liaise with the division and PIs for proposal submissions.
• Attend division administrative meetings.
• Monitor funding opportunities (program announcements, request for proposals, and request for application) and distribute to faculty.
• Pro-active reach out to faculty for timely management of annual progress reports (e.g., RPPRs).
• Recommend process improvements regarding the departmental business process, quality control, and grants management in general.
• Serve as a subject matter expert and resource for faculty and staff regarding pre-award and post-award policies, procedures and compliance issues. Individual will train new staff on policies and practices in relation to grant and contract management.

MINIMUM REQUIREMENTS

• Bachelor's Degree in Finance or a related field. Equivalent experience can substitute for degree requirement.
• At least three years of experience to including: managing a complex grant and contract portfolio, including pre-award proposal submission and/or post-award administration of federal grants and contracts.

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

ADDITIONAL REQUIREMENTS

• Demonstrated ability and/or experience handling high volume of diverse tasks, under deadlines, with consistently excellent accuracy and attention to detail.
• 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
• Aptitude for learning new skills and technologies to support the changing needs of programs.
• Demonstrated ability to maintain harmonious relationships and effectively address complex and sensitive administrative issues in a professional manner.
• Comfortable in collaborative setting and working within and across cultures.
• Flexibility and resourcefulness.

DESIRED QUALIFICATIONS

• Well versed in UW financial and clinical trial policies and procedures.
• Well versed in current OnCore clinical trials management system.
• Well versed in FDA, CFR and ICH GCP regulatory requirements
• Ability to create and present metrics for real-time feedback on progress, enrollment and stage of the project’s life cycle.
• Experience with an academic institution’s policies and procedures related to grant and contract management.
• Proficient in relevant University of Washington systems and databases or similar systems at other workplaces and/or the ability to learn new systems quickly: required systems include SAGE, Grant Tracker, -Workday, Enterprise Data Warehouse, My Financial Desktop.
• Proficient in federal government grant systems such as eRA Commons, ASSIST.
• Prior experience in basic science and/or clinical research program in a large academic institution Experience managing Federal grants, contracts.
• Proficient in UW policies and procedures, particularly related to extramural award processing and management.
• Proactive problem solver and communicator, with a desire to improve systems.
• Experience at managing international proposals and post award fiscal activities.

CONDITIONS OF EMPLOYMENT

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.

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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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