Salary is commensurate with education and experience.
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.
EarthLab is a new initiative stewarded by the College of the Environment which supports application-focused interdisciplinary collaboration across and beyond the University of Washington. EarthLab focuses on addressing our world's most pressing environmental challenges catalyzing collaborations with partners across the private, public, and non-profit sectors. By linking knowledge and action to accomplish meaningful change, EarthLab will help develop lasting solutions that are scientifically sound, technically feasible, and economically viable, while promoting equity and justice. The initial EarthLab focus areas are Climate Security and Resilience, Natural Hazards Resilience, Ocean Health and Conservation.
The College of the Environment has an outstanding opportunity for an Grants and Contracts Manager/Analyst. This position will manage the grants and contracts administration and business processes related to the administrative operations for EarthLab, reporting to the Administrator. The Analyst will be responsible for fiscal and compliance management of multiple grants and contracts with varying levels of complexity from multiple sources, ensuring budgetary and administrative compliance under federal, state, and other funding agency regulations. The Analyst will participate in the creation of new and complex research management systems and development of policies and procedures related to business operations. S/he will perform data analysis to project future budgets, analyze unit budget and finanial information, and develop performance measurement tools for the EarthLab.
This position will receive minimal direction, will be expected to work independently and requires excellent judgment with a strong knowledge and understanding of the federal, state and University regulations regarding budgeting, grant proposal preparation and submission, cost share commitments, payroll, purchasing, cost-reimbursable invoicing, federal reporting and grant and contract budget closures, etc. The incumbent must independently 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 and representatives. Strong written and verbal communication skills are required to work closely with research staff, administrative staff, and sponsors to facilitate effective research management. This person must also be detail-oriented, organized and creative, especially as plans are implemented for the new EarthLab under the leadership of the pending Executive Director recruitment. The operations systems will need to be nimble, efficient, flexible, and collaborative. This will require someone who can think out of the box, sharing their ideas and working effectively as part of a team.
Typical Duties: Research and Financial Management : The Analyst will manage the grants and contracts administration and business processes related to the administrative operations for EarthLab. This includes:
Develop standard procedures and templates for grant and contract proposals and other tasks related to research project management
Provide information, advice, and guidance to the PIs regarding design and development of proposals/contracts/MOUs, particularly related to budgetary matters
Prepare and submit grant and contract proposals
Represent EarthLab with OSP, GCA, and associated funding agencies
Manage 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 all EarthLab grants
Establish timelines (from pre-award to post-award) and assure adherence by faculty and research scientists to meet these timelines
Partner with Adminstrator to respond to PI requests for the hiring of personnel funded by sponsored research
Identify, investigate and resolve problems related to research grants and contracts at department, OSP, GCA, and funder levels
Be the technical expert on grant and contract administration for EarthLab principal investigators and other research staff, providing direct consultation and advice to the Executive Director and Administrator, and EarthLab leadership team, as needed
Independently consult with PIs and staff concerning payroll, compliance, supplements and extensions, reporting requirements, and closing issues, and alert them to any concerns; ensure that monthly budget reconciliations, GCCRs and FECs are reviewed and signed in a timely manner; meet monthly (or more) with PIs
Manage cost share commitments for EarthLab using the eFECs system and Cost Share module
Ensure grant acquisitions and expenditures are in compliance with UW and federal requirements and in compliance with audit requirements
Ensure expenditure documentation is kept for audit in an organized and searchable manner
Monitor EarthLab scientist CVs, biosketches, and Current and Pending support documents; ensure that they are updated regularly
With the EarthLab F&A team, cCreate policies and procedures to ensure all University deadlines are kept for financial management and budget creation
Develop and implement procedures to ensure efficiency in all of the above.
General EarthLab Administration :
Create forward looking financial modeling for all EarthLab resources to partner with the Executive Director and the Administrator in the management and planning for financial resource utilization and future needs to ensure the success of EarthLab.
Manage/monitor the non-grant/contract budgets, including operations, RCR, discretionary, revenue, and gift budgets
Provide monthly budget projection/forecasting reports to Executive Director and the Administrator
Oversee the maintenance of the salary spreadsheets for EarthLab staff, working with the Administrator and the PIs to manage the salary distribution projections
Working with the Administrator, forecast fiscal needs/commitments; develop long-term planning documents; participate in the planning of new programs by conducting analysis of unit needs and resources.
Create policies and procedures to ensure all University deadlines are kept for financial management and budget creation
Oversee the submission of expense and salary transfers; ensure that GCCRs are corrected
Create and maintain electronic filing system for eventual conversion to all-electronic files
Serve as backup to Administrator and Program Operations Specialist when leave is taken
Special Projects :
Design and implement a new and comprehensive database for EarthLab of all awarded grants, contracts, and MOUs containing information needed to accurately manage them (e.g. sponsor data, performance period, type of award, budget information, deliverables, report deadlines, invoicing dates, spending authority, etc.). Oversee the maintenance of this system.
Design and implement research grant administrative systems/spreadsheets.
Develop, manage, and maintain electronic file systems for routine documents, confidential and non-confidential materials.
Perform related duties as required. This may include maintenance of equipment inventory files in OASIS; perform cash management activities, processing check deposits, and submitting eReimbursements;
For detailed information on Benefits for this position click here.
A Bachelor's degree, and at least three years' experience in research financial management
Experience with pre-award and post-award budget development and management.
Knowledge of EarthLab for creating financial spreadsheets and reports.
Must be organized and skilled at working independently, setting work priorities, and managing details and multiple tasks.
Works efficiently and effectively in a fast-paced, challenging, team environment
Excellent written and oral communication skills
Maintains a strong orientation toward providing excellent customer service. Equivalent education/experience will substitute for all minimum qualifications except where there are legal requirements such as license/certification/registration.
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 MyFinancial Desktop, SAGE, GrantTracker, Ariba for travel and purchasing, Cost Share Module, non-FEC cost share, and others.
Experience in database creation and management is desired.
Advanced Excel skills
Database software knowledge
Ability to be creative and share ideasDemonstrated experience in innovation re: administrative systems, partnerships, etc.
Familiarity with UW's administrative policies and procedures and software systems.
Excellent knowledge of Microsoft Office Suite software, including Outlook and Powerpoint.
Experience in an academic setting.
CONDITIONS OF EMPLOYMENT:
Willingness and ability to work over 40 hours per week when necessary, especially during high-intensity, cyclical, and deadline driven budgetary events.
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