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The Applied Physics Laboratory at the University of Washington (APL-UW) is a national center for advanced science and engineering research and development and education. APL-UW was formed in 1943 for the U.S. Navy to bring university research resources to bear on urgent WWII defense problems. APL-UW has developed an international reputation for its broad based programs in science, engineering and for designing, building, and deploying the advanced technology required to meet the research needs of numerous government and commercial sponsors. With modern facilities, equipment and over 350 talented researchers and staff, APL-UW provides a unique, dynamic work environment with many opportunities.
The Center for Environmental and Information Systems (EIS) is one of eight research departments at the Applied Physics Laboratory (APL). EIS develops new methods for environmental observation and new tools for data analysis and signal processing. EIS’s three core research areas are: acoustics and signal processing; environmental sensing and modeling; and, information and control systems.
APL has an outstanding opportunity for a Grants and Contracts Manager.
Under the general supervision of the department head, this individual will assist in the management of the EIS’ grant and contract program and financial reporting of grants, contacts, and sub-awards. In addition, this position will provide event management support of special events and meetings within EIS.
This position will have a very active, hands-on role in the pre-award process for 20-25 Principal Investigators (PIs). In addition, the position will provide support, and often, hands-on management in the post award process.
This position will provide administration and day-to-day management, as assigned, of all research activities, assuring operational efficiency for the PIs and staff of the EIS 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 Head will rely on this position to answer all key questions and manage issues related to research administration.
The Grants and Contracts Manager serves as liaison between APL Business & Finance staff and the EIS PIs and staff to coordinate information, respond to requests, and resolve issues to assure the goals of the research 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.
Financial and Compliance Management
Manage the assigned Principal Investigators pre and post award grants and contracts including:
Develop and prepare complex budgets, graphs, figures, and other administrative sections of proposals for grants and contracts based on knowledge of sponsor requirements and program objectives.
Develop, implement, and train investigators on policies and procedures in accordance with State, School and Department policies for all pre and post grant awards such as identifying appropriate documentation and utilizing best practices.
Manage the preparation of all assigned grant and contract proposals.
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.
Interface with the University Office of Sponsored Programs (OSP), Grants and CONTRACTS Accounting (GCA), and funding agencies (including NAVSEA, ONR, NIH, NSF, DOD).
Collaborate with funding agencies (both federal and non-federal) to resolve problems and/or obtain approval for deviation from authorized procedures.
Manage and work with sub-recipients/subcontracts to ensure that proposal requirements and timelines are met. Answer questions and provide guidance of a similar nature as provided to the UW PI.
Conduct a quality control review of all proposals to ensure each application is meeting sponsor/proposal requirements and department policies before being routed in SAGE for campus review.
Collaborate with other staff on the development of improvement in departmental processes, tools, and communication to further enhance the service provided to PIs.
Work with the Department Head to implement process improvements.
Develop policies and procedures for pre and post-award administrative functions.
Serve as a content expert and resource for faculty, and other staff members regarding grant and contract proposals, post-award management and compliance.
Develop systems and tools to provide regular updates to PIs and department head regarding changes in federal and university research directives, as well as changes to departmental procedures.
Collaborate and work closely with other grants, contracts and fiscal staff members to provide training and back-up when needed.
Attend and participate in All Staff and Monthly Research Administration Meetings.
Attend Training for UW systems (MyFD, SAGE, SAGE, etc.)
Administer onboarding and offboarding processes for department staff
Assist with periodic organization and logistical support of occasional onsite meetings
Bachelor's degree in Business, Finance, or related discipline.
At least three years experience working in research administration with responsibility for proposal development, including complex budgets and subawards.
Proficient at developing grant proposals and managing all post award budgeting and expenditures.
Experience interacting with faculty and department leadership in grant management context.
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.
Ability to exercise independent judgment and manage competing priorities using strong organization skills.
Intermediate to advanced Microsoft Office skills using a range of software programs including Word and Excel.
Skilled at developing complex linked spreadsheets.
Demonstrated ability and/or experience handling high volume of diverse tasks, under deadlines, with consistently excellent accuracy and attention to detail.
Flexibility and resourcefulness.
Ability to obtain a Department of Defense clearance.
Equivalent education/experience will substitute for all minimum qualifications except when there are legal requirements, such as a license/certification/registration.
Experience working with staff from UW operations (OSP, GCA, ISO, etc.) and sponsor program and research staff.
High level of accountability – drives for results, displays a sense of ownership, and is passionate about attaining goals and surpassing expectations.
Proactive problem solver and communicator, with a desire to improve systems.
Comfortable in collaborative setting and working within and across cultures.
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, Workday, FIN, PAS, e-travel, eProcurement and e-Reimbursement, PaymentNet, Grant and Contract Certification Reports, and Faculty Effort Certification reports.
CONDITIONS OF EMPLOYMENT:
May be subject to successful completion of E-Verify process.
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, 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.
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