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EARTHLAB TEMP GRANTS AND PROGRAM SPECIALIST (TEMPORARY)

Req #: 232485 Department: COLLEGE OF THE ENVIRONMENT Job Location: Seattle Campus Posting Date: 03/27/2024 Closing Info: Open Until Filled Salary: $5,000 - $5,500 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 #: 232485 Department: COLLEGE OF THE ENVIRONMENT Job Location: Seattle Campus Posting Date: 03/27/2024 Closing Info: Open Until Filled Salary: $5,000 - $5,500 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 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.

EarthLab is seeking a full-time Temporary Grants and Program Specialist to support the finance and administration group. This position will be for one year, April 2024 – March 2023.

EarthLab is a visionary institute that pushes boundaries to address our most pressing environmental challenges, with a current focus on climate and its intersection with social justice. EarthLab does this by connecting the University of Washington (UW) to communities, businesses, non-profits, public agencies, Tribal nations, and others to co-produce actionable research that generates solutions and strategies for local and global impact. EarthLab’s vision, an equitable, just and sustainable world where people and planet thrive, supports one of the University’s biggest goals. As a Carnegie-classified Community Engagement University, the UW aspires to be the #1 university in the world as measured by impact. EarthLab is inspired by and committed to this challenge.

Diversity Equity and Inclusion:

EarthLab acknowledges the systemic racism that exists in the environmental sector and within environmentalism. We believe every member on our team enriches our diversity by exposing us to a broad range of ways to understand and engage with the world, identify challenges, and to discover, design and deliver solutions. We are seeking candidates who are committed to creating an equitable, diverse, and inclusive work environment where all voices are considered and valued.

POSITION PURPOSE

The Grants and Program Specialist will administer grants and contracts and business processes related to the administrative operations for EarthLab and its 8 member organizations, reporting to the EarthLab Assistant Director for Finance and Administration. The Grants and Program Specialist will be responsible for ensuring fiscal compliance of grants, contracts, and non-grant funding ensuring budgetary and administrative compliance under federal, state, and other funding agency regulations. The Grants and Program Specialist will participate in the maintenance and improvement of complex research management systems and development of policies and procedures related to business operations. They will perform data analysis to project future budgets, analyze unit budget and financial information, and develop project management tools for EarthLab.

This position will report to the EarthLab Assistant Director for Finance and Administration and will work closely with the rest of the Finance and Administration group. They will be expected to work independently and have excellent judgment with a strong knowledge and understanding of the university regulations regarding budgeting, grant proposal preparation and submission, cost share commitments, payroll, purchasing, cost-reimbursable invoicing, and grant and contract budget tracking. The Grants and Operations Specialist must communicate and work effectively with a broad spectrum of people both on and off campus, including multiple levels of university officials, faculty, staff, funding agency officials, federal and state employees, and private business and foundation sponsors. Strong written and verbal communication skills are required to work closely with research staff, administrative staff, and sponsors to facilitate effective research and financial management.

This person must also be detail-oriented, organized, and creative, as EarthLab operations systems need to be nimble, efficient, flexible, and collaborative. This will require someone who can think out of the box and effectively share their ideas and work as part of a team.

DUTIES AND RESPONSIBILITIES

The Grants and Program Specialist will administer the grants and contracts processes and business processes related to the administrative operations for EarthLab and its eight member organizations. This includes:

Research Grant and Financial Management (75%):

Assist with preparation and submission of grant and contract proposals.

Represent EarthLab with the UW Office of Sponsored Programs (OSP), UW Grant and Contract Accounting (GCA), and associated funding agencies.

Support the management of grants and contracts from pre-award issues through closings, including completing and submitting all required financial reports not submitted by GCA to include creating standardized monthly reporting for EarthLab grants including creation and maintenance of grant subawards.

Communicate timelines (from pre-award to post-award) and ensure adherence by faculty and research scientists to meet these timelines.

Identify, investigate, and resolve problems related to research grants and contracts at department, OSP, GCA, and funder levels.

Consult with PIs and staff concerning payroll, compliance, supplements and extensions, reporting requirements, and closing issues, and alert them to any concerns; Ensure grant acquisitions and expenditures are in compliance with UW requirements and in compliance with audit requirements.

Submit and track invoices for subawards and contracts.

Coordinate submission of expense reports, honoraria, and other payment requests to the eFast team at the Dean’s office for processing.

Ensure expenditure documentation is kept for audit in an organized and searchable manner.

Manage the Finance and Administration team’s shared email account and route/assign inquiries among the team.

Contribute to the development and implementation of procedures to ensure efficiency in all of the above.

Administration (20%):

Organize and manage events and meetings for Ocean Nexus contributors.

Coordinate travel for Ocean Nexus members and visiting scholars.

With the EarthLab F&A team, maintain and improve policies and procedures to ensure all University deadlines are kept for financial management and budget creation.

Working with the Assistant Director for Finance and Administration, forecast fiscal needs/commitments; develop long-term planning documents; participate in the planning of new programs by conducting analysis of unit needs and resources.

Submit expense and salary transfers when needed.

Create and review financial transactions including completing the UW reconciliation process monthly.

Use Procurement Card to complete purchases for program needs.

Serve as backup to other members of the Finance and Administration team when leave is taken.

Special Projects (5%):

Maintain and improve research grant administrative systems/spreadsheets.

Develop, manage, and maintain electronic file systems for financial documents.

Perform related duties as required.

MINIMUM REQUIREMENTS

A bachelor’s degree, and at least three years’ experience in financial or project management.

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

ADDITIONAL REQUIREMENTS

Experience with grants in both pre-award and post-award budget development and management.

Proficiency with Excel/Google Sheets for creating financial spreadsheets and reports.

Demonstrated experience with written and oral communications.

Demonstrated experience providing excellent customer service.

DESIRED QUALIFICATIONS

Familiarity and understanding of University of Washington budgetary policies and procedures and federal grant and contract policies and procedures.

Experience using UW systems and forms including UW Financial Systems, SAGE, GrantTracker, Workday, and others.

Advanced Excel/Google Sheet skills.

Organized and skilled at working independently, setting work priorities, and managing details and multiple tasks.

Experience working efficiently and effectively in a fast-paced, challenging, team environment.

Demonstrated experience in innovation regarding administrative systems and partnerships.

Excellent knowledge of Microsoft Office Suite software.

Experience in an academic setting.

About UW:

The University of Washington is located in the greater Seattle metropolitan area, with a dynamic, multicultural community of 3.7 million people and a range of ecosystems from mountains to ocean. The UW acknowledges the Coast Salish peoples of this land, the land which touches the shared waters of all tribes and bands within the Suquamish, Tulalip and Muckleshoot nations. The UW serves a diverse population of 80,000 students, faculty and staff, including 25% first-generation college students, over 25% Pell Grant students, and faculty from more than 70 countries.

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 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.

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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Confirmed 12 hours ago. Posted 13 days ago.

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