Salary and benefits are competitive. Salary is commensurate with qualifications and experience.
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.
The University of Washington (UW) is proud to be one of the nation's premier educational and research institutions. Our people are the most important asset in our pursuit of achieving excellence in education, research, and community service. Our staff not only enjoys outstanding benefits and professional growth opportunities, but also an environment noted for diversity, community involvement, intellectual excitement, artistic pursuits, and natural beauty.
The Paul G. Allen School of Computer Science & Engineering has an outstanding opportunity for an Assistant Director of Research Administration.
The Assistant Director of Research Administration provides programmatic and administrative leadership for the grants management team in the Paul G. Allen School of Computer Science & Engineering. This team of 11 professional and classified staff manage annual research expenditures of over $25 million and provide support to approximately 60 faculty, 25 postdocs, 250 graduate students, and an ever-changing population of visitors.
This position is responsible for strategic planning and goal setting, financial and compliance management, supervising the grants management team, interpreting, developing, and administering policies and procedures, grant administration, and general administration of day-to-day activities. This position reports to the Director of Finance and Administration. As the Assistant Director in a high profile school, this position will act as liaison with the College of Engineering, the Office of Sponsored Projects, Grant and Contract Accounting, and other departments across campus.
Administrative Management and Supervision of the Grants Management Staff
Strategic Planning and Goal Setting: Develop and implement goals and plans for the grants management staff. Track the accomplishments of goals and continually develop new goals.
Develop and implement department policies and best practices for grant management. Review and recommend adjustments in policies or procedures or initiate new activities to support the department's goals.
Interpret and communicate CSE, UW, and sponsor policies and regulations to the faculty and grants management staff, ensuring that the department conforms to all requirements.
Review eGC1s and proposal documents for accuracy and consistency. Act as designated departmental approver for the school Director as needed.
Act as liaison / advocate for the group at College and University meetings, with OSP, and other campus departments as necessary.
Participate in College- and University-wide meetings, committees, events, and trainings.
Coordinate with the College of Engineering Director of Research on grant submittal and research administration questions; support best practices throughout the College.
Keep up to date on changing rules and regulations across campus and from sponsors. Disseminate applicable information to faculty and grant managers in the department.
Organize and lead monthly Grants Managers' meetings and an annual retreat.
Develop and maintain shared resources, including proposal templates, reference materials, etc. Work with technical staff to develop user-friendly web based systems and databases to improve efficiencies.
Create and maintain reference, research, and conference related web pages. Regularly review all web sites to ensure that all data is current.
Hire, train and supervise seven professional staff (program managers and program operations specialists).
Set priorities and direct the activities of the team as a whole.
Conduct performance evaluations; make recommendations for promotions / salary adjustments, disciplinary actions / complaints / grievances / terminations.
Conduct an annual review of each grant manager's workload to determine assignments for new faculty hires, ensure that workloads are equitable and evaluate when new positions are required.
Define career development opportunities and career paths within the department and across campus. Develop trainings and presentations to assist staff with professional development.
Provide training for grant managers and fiscal staff. Identify and recommend UW courses for new hires and existing staff.
Act as main point of contact for research administration questions and concerns.
Coordinate schedules and assure coverage for faculty when team members are out of the office.
Determine and/or provide back up support for high-volume proposal submission deadlines and interim support for new faculty hires.
Grant and Fiscal Management
Manage complex fiscal accounting records for all funds supporting a small group of faculty in CSE. Initiate, approve, process and monitor expenditures. Develop and implement funding plans across appropriate budgets for payroll appointments. Periodically meet with the faculty to present the financial status.
Manage complex cost sharing funds and reporting requirements.
Manage preparation of all competitive and non-competitive grant proposals for submission to granting agencies. Independently interface with funding agencies, write and submit required reports, and revised budgets. Compile and assemble information from a variety of sources in accordance with funding agency requirements; monitor progress in meeting funding agency mandated goals and objectives.
Advise the faculty regarding rules and regulations governing award expenditures and monitor the Program's compliance with governing rules and regulations. Follow-up on any problem areas including implementing improved processes and procedures, if needed.
Public Relations and Event Management
Design and assist in the preparation, editing, publishing and dissemination of Program publicity materials, informational brochures, and newsletters; manage and support in-house and institutional fundraising activities; provide information to the interested public concerning program goals, structure, and admissions procedures.
Develop, facilitate, coordinate, and manage Program conferences, meetings, workshops, seminars, job fairs, co-sponsored events and other such activities, including financial management, facility and travel coordination, and pre- and post-activity planning, recordkeeping, and follow-up.
Bachelor's degree in Business Management or related field AND a minimum of four years of relevant experience in program administration or an equivalent combination of education and experience.
Demonstrated experience with project management methodologies and best practices.
Current familiarity in a research, technical and/or grant funded environment.
Ability to work independently, problem solve, take initiative, set priorities and handle multiple projects efficiently and effectively. Takes responsibility and initiative to set and meet the Program goals, objectives and obligations.
Proven experience working in a deadline driven environment. Excellent written and oral communication skills.
Proficiency with use of computers, experience with Excel, Powerpoint, electronic mail, and Internet systems.
Familiarity with University policies, procedures and systems, including grants and contracts (SAGE, Financial Desktop, Grant Tracker, eProcurement).
Working knowledge of the principles of web page design and construction; graphic design experience.
CONDITIONS OF EMPLOYMENT:
Externally imposed deadlines over which the incumbent has no control are a continuing and regular part of the position's working conditions including sponsor agency grant proposal deadlines, monthly financial and technical reporting requirements. University payroll and instructional deadlines.
Daily, this position is expected to respond immediately to email and in-person requests from Program personnel, the media, funding agencies, UW offices, researchers and collaborators from other universities and industry. The ability to multi-task, independently prioritize work, and manage a complex and heavy workload with frequent interruptions is critical. Proven organizational skills are a requirement.
This position may be required to work an irregular work week (including evenings and weekends) to meet proposal deadlines, organize and participate in off-site events.
Normal business hours, between 8:00 a.m. and 5:00 p.m. Monday through Friday. However, working irregular hours exceeding 40 per week is common during certain times of the academic year, especially during the start of the quarter and when deadlines are imminent. Work volume varies greatly, and requires careful planning to complete duties in a timely manner. Some meetings and travel may occur during evenings and weekends. This position is expected to respond promptly to email and in-person requests from students, faculty and staff. The ability to multi-task, independently prioritize work, and manage a complex and heavy workload with frequent interruptions is critical.
Appointment to this position is contingent upon obtaining satisfactory results from a criminal background check
Application Process: The application process for UW positions 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, Criminal Conviction History, 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.
Founded in 1861, the University of Washington is one of the oldest public institutions in the west coast and one of the preeminent research universities in the world. The University of Washington is a multi-campus university comprised of three different campuses: Seattle, Tacoma, and Bothell. The Seattle campus is made up of sixteen schools and colleges that serve students ranging from an undergra...duate level to a doctoral level. The university is home to world-class libraries, arts, music, drama, and sports, as well as the highest quality medical care in Washington State and a world-class academic medical center. The teaching and research of the University’s many professional schools provide undergraduate and graduate students the education necessary toward achieving an excellence that will serve the state, the region, and the nation. As part of a large and diverse community, the University of Washington serves more students than any other institution in the Northwest.