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The Department of Mechanical Engineering at the University of Washington embodies the collaborative, interdisciplinary spirit of our field. Working with other departments, schools, and universities, we focus on the integration of technological systems to solve practical problems in our teaching and research. Mechanical engineering is the broadest of all engineering disciplines. We team up with a wide variety of scientists and engineers on work that spans countless disciplines. We value excellence, leadership, innovation, diversity, collaboration, and agility.
Mechanical Engineering (ME) has an outstanding opportunity for a Grants and Contracts Manager to join our innovative and effective administrative team. Under the general supervision of the department administrator, this individual will manage ME's grant and contract program and financial reporting of grants, contracts, and sub-awards.
Faculty submit between 5 and 15 proposals per month, and the department currently has over 75 research budgets to manage.
This position will provide administration and day-to-day management of all research activities, assuring operational efficiency for the faculty, students and staff of the research group. The person in this position is in regular contact with sponsor agencies, investigators within the University of Washington as well as directors and investigators at other research organizations (domestic and international). The Department Chair and Administrator will rely on this position to answer all key questions and manage issues related to research administration.
Researchers in the Mechanical Engineering Department are embarking on a number of cutting-edge projects including collaborations both within and outside the university.
The Grants and Contracts Manager serves as liaison between the faculty, students and staff in each research group to coordinate information, responding to requests, and resolving issues to assure the goals of the research and/or instructional projects are met. This person is responsible for coordination of issues between the research group, sponsor agencies, and University offices. The Grants and Contracts Manager works closely with researchers and University officials regarding compliance with federal regulations and will research future funding opportunities and advise faculty.
This position serves as back up to the PI, responding to administrative inquiries and requests of a technical nature and must be able to use discretion and independent judgment when representing his/her views. The Grants and Contracts Manager is responsible for keeping informed of the activities of the PI's projects. Knowledge of the project's goals, direction and results is critical to managing this program. The PI has delegated decision-making authority to this position. Independent judgment is required to manage the day-to-day operations, and financial management including expenditures required for salaries, equipment, travel, etc.
Position Dimensions and Impact to the University
The Department of Mechanical Engineering currently has roughly 38 faculty, 30 staff and serves nearly 600 students at any given time graduating 20 PhD, 65 masters and 135 undergraduate students in 2016. The department is ranked among the top 25 in the nation. As a top 25 department, the faculty and staff strive for excellence and there are high demands for staff performance. This is a fast paced, complex and busy environment where interruptions are inevitable and there are very tight, multiple, and sometimes conflicting deadlines. The research activities of the department are growing exponentially and are at the heart of our goals to grow and innovate.
This position provides the essential support for approximately 20 people. This position has primary responsibility for the overall support to research and instructional projects. The research administration support provided allows ME's research and teaching to thrive, which has a major impact on the academic and financial success of the Department, and the University.
Pre-Award Management (30%)
Develop complex budgets and other administrative sections of grant and contract proposals and prepare non-engineering portions of grants and both incoming and outgoing research sub-awards, applying appropriate stewardship of available funding streams.
Review, integrate, and implement complex federal, state, foundation, and University regulations and policies into ME's grants and contracts to ensure compliance.
Provide technical advice and interpretation of governmental and foundation regulations as well as University policies and procedures to Principal Investigators (PIs), researchers, chair, administrator, related support staff, and third parties.
Facilitate timely adherence to sponsor deadlines such as proposal deadlines, progress report deadlines, and requesting extensions, supplements, or revisions as needed. Deliver required components related to administration and operations aspects in a timely manner and ensure that other teams are informed of relevant deadlines and requirements. Interact with staff of the UW Office of Sponsored Programs as well as academic offices. Prepare and route electronic and paper forms to resolve related questions.
Oversee and complete grant transfers from other institutions to ME as necessary.
Post-Award Management (30%)
Assure compliance with non-IRB related policies and procedures at the UW and sponsors.
Authorize actions by central university offices and ISE in matters concerning the establishment and continuation of grant, contract, and research sub-awards.
Ensure grant, contract and research sub-award agreements are executed in a timely manner, by regularly monitoring status and communicating with appropriate internal and external administrative offices. Implement, monitor, and manage budgets.
Work through the administrative details of research sub-awards with various institutions domestically and internationally. Facilitate sub-award set up within the UW to ensure timely invoicing as needed. Ensure sub-recipient monitoring is adequate and documented.
Interact with staff of UW Grant and Contract Accounting on post-award management issues including ensuring correct application of indirect costs. Work through the close-out at the end of grants.
Supervise revolving fund accounts for paying research subjects.
Coordinate arrangements for research program activities such as sponsor onsite review meetings, seminars, and visits.
Responsible for sponsor and internal reporting for grants and contracts (25%)
Work with Principal Investigators to complete required sponsor reporting such as progress reports and final reports. Provide financial information as required. Keep PIs abreast of deadlines and reporting requirements.
Provide regular reports to Principal Investigators to review and confirm monthly transactions and payroll charges.
Provide monthly and quarterly reports (and as requested) that include spending analysis, forecast future needs, and communicate status and progress of personnel, travel, equipment, research sub-awards, and other spending activities.
Meet with Principal Investigators to review project plans and projections.
Ensure timely and accurate completion of faculty effort certification report and Grant and Contract Certification Reports.
Manage the subcontracts thru ARIBA system (i.e. monitor the spending, invoice approval, etc.) and communicate with the subcontract administrative contact.
Approve daily expenditures, manage salary distributions, enter OPUS distribution changes, and manage special projects for the Administrator as needed.
Process the Journal voucher transfer as needed.
Design and Implement New Procedures (5%)
Conduct ongoing review of existing procedures and develop new approaches as needed.
Excellent organizational skills, initiative, and ability to work independently are imperative.
Advise Administrator of research activities and issues on a regular basis.
Special Projects (5%)
Research, lead and delegate special projects as needed.
Attend monthly/quarterly University and departmental meetings, including MRAM, and research admin staff meetings.
Other duties as assigned.
| Experience in research administration and financial planning at the University of Washington. |
Advanced knowledge and experience in UW and sponsor administrative submission, personnel, acquisition, and reporting systems such as NSF Fast lane, grants.gov, GrantTracker, e-Verify, SAGE, MyFD, FIN, PAS, HEPPS, ASTRA, e-travel, eProcurement, e-Reimbursement, PaymentNet, Grant and Contract Certification Reports, and Faculty Effort Certification reports.
CONDITIONS OF EMPLOYMENT:
Working Environmental Conditions
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, sponsor reporting deadlines and University instructional deadlines.
Daily, this position is expected to respond immediately to email and in-person requests from faculty, staff and students, as well as funding agencies, UW offices, researchers and collaborators from other universities and industry. Requests involve inquiries regarding grant funding status, requests to prepare and submit grant proposals, payroll issues, technically complex equipment orders requiring product, component and vendor research, coordination of complex travel arrangement (domestic and international) and events. 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.
Appointment to this position is contingent upon obtaining satisfactory results from a criminal background check
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.