Req #: 243686 Department: DEPARTMENT OF CHEMISTRY Job Location Detail: This is an onsite job. There is no option for 100% remote work Posting Date: 03/03/2025 Closing Info: Closes On 03/17/2025 Salary: $6,500 - $7,200 per month Shift: First Shift Notes: 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 (https://hr.uw.edu/benefits/wp-content/uploads/sites/3/2018/02/benefits-professional-staff-librarians-academic-contract-covered-exempt-20250130-a11y.pdf) . 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. **The Chemistry Finance Group in the Department of Chemistry has an excellent opportunity for a Grants Specialist.** Under the general supervision of the Grants and Contracts Manager and in partnership with the Department’s other Grants Specialist and Research Coordinators for Center grants, this individual will be responsible for all aspects of proposal development for grants and contracts submitted to diverse funders; along with supporting specified post-award grants and contracts and associated activities. This person will be responsible for providing expertise in both pre-award policies, post-award polices, and practices as defined by sponsors (federal, state and University) and the Department, while managing grant and contract applications from proposal development through submission to funding sponsors. Proposal development responsibilities include working directly with principal investigators, department directors, and other staff; developing budgets and preparing administrative portions of proposals; and recommending and implementing departmental policies and practices to ensure compliance with sponsor and University requirements. **DUTIES AND RESPONSIBILITIES** Grant and Contract Project Management: (55%) This position serves as an expert on grants and contracts administration with substantial responsibility for contributing to the Department’s pre-award grants and contracts program. • Manage proposal preparation and submission to meet internal and external deadlines. • Advise faculty (principal investigators or PIs), graduate students, and postdoctoral researchers on sponsor requirements particularly for specialized program announcements and non-federal sponsors. • Maintain expertise in sponsor policies and systems, including internal and external training, participation in peer networks, and professional development. • Provide PIs with clear and customer-oriented explanations of Department, University, and sponsor processes, acting as the initial point of contact. • Prepare complex budgets in internal systems (e.g., SAGE), Excel, and sponsor systems based on knowledge of sponsor policies, requirements and program objectives. • Prepare internal documents such as Facilities and Administration waivers and cost share addenda for review. • Coordinate with peers and PIs at collaborating institutions to ensure that proposal requirements and timelines are met. Provide guidance of a similar nature as provided to the UW PI. • Track the status of proposals and projects using project management software, maintain department proposal records, and ensure proper record-keeping. • Collaborate with and support department fiscal staff for grant-related matters. • Conduct a quality control review of all proposals to ensure each application is meeting sponsor/proposal requirements and Department and College policies before being routed in SAGE for campus review. • Analyze the quality assurance results to identify trends/opportunities for improvement in department processes, tools, and communication to further enhance the service provided to faculty. • Assist with progress report preparation and submission, maintenance of bibliographies, current and pending/Other Support, and other proposal and grant-related documents. Grant & Contract Compliance Monitoring: (15%) Monitors and supports compliance with UW, federal, and state policies and regulations. • Provide technical advice and interpretation of government and foundation regulations and UW policies and procedures to PIs, program managers, researchers, and support staff. • Review proposals for potential use of human subjects and animals in research and financial conflict of interest issues and work with faculty for action. • Review proposal documents (e.g., biosketches, current/pending support, bibliographies) for content and format compliance. • Serve as an additional contact between agencies, central offices and faculty. • As delegated, work with funding agencies (both federal and non-federal) to resolve problems and/or obtain approval for deviation from authorized procedures. • Prepare Just-In-Time documentation and time of award documentation as required by the sponsor. • Use independent judgement and decision making to balance timely completion of work and compliance. • Escalate issues and concerns to the Grants and Contracts Manager and department contacts. Grant & Budget Management: (20%) Regularly oversees actions throughout the fund/award lifecycle of sponsored projects to ensure compliance with all Department, University, and sponsor policies. • Interpret and apply University, Federal, and sponsor regulations, and advise faculty and staff on appropriate next steps. • Conduct statistical analysis of fiscal data to identify problematic areas and recommend or update fiscal policies as needed. • Use multiple financial and record keeping systems to perform extraction, analysis, forecasts, and communicate progress of sponsored projects and operations. • Ensure all accounts are reconciled regularly. Perform audits to ensure accuracy and compliance with UW Cost Principles for all transaction types. • Create new and modify existing financial report products to meet PI/budget owner needs. Provide ad hoc reports to faculty and department managers as requested. • Daily maintenance of Department of Chemistry’s internal record-keeping system on SharePoint to ensure it mirrors Workday financial system. • Oversee effort tracking and reporting; assist faculty in evaluating personnel levels and develop individualized funding plans for fellows and other partially funded students and staff. Administrative Responsibilities: (10%) • Participate in and contribute to team and department meetings. • Provide back-up to the Grants and Contracts Manager and other grants team staff. • Collaborate with Center Research Coordinators, particularly on pre-award tasks. • Develop and maintain pre-award templates that serve to streamline processes and increase consistency. • Follow Department and University policies for records retention. • Recommend and participate in process improvements regarding department business process, quality control, and project management system. • Provide training to faculty, staff and students of the department concerning pre-award management. • Other duties as assigned. **MINIMUM REQUIREMENTS** • Bachelor’s degree in chemistry, biochemistry, public health, public administration, or a similar STEM field and at least two years of relevant professional work experience, or an equivalent combination of education and experience. **DESIRED REQUIREMENTS** • One or more years’ experience working in research administration with substantial responsibility for proposal development, including complex budgets and subawards. • Intermediate knowledge of and experience with Federal guidelines and regulations and systems such as Grants.gov, research.gov, and eRA Commons. • Experience working with UW systems including SAGE, Workday, Award Portal, and BI Portal. • Ability to communicate effectively with faculty and to adapt to different working styles. • Demonstrated ability to manage priorities to meet deadlines while maintaining attention to detail. • Ability to execute independent decision-making in the context of policies, department practice, and faculty preferences. • Experience working with staff from UW operations (OSP, GCA, etc.) and sponsor program and research staff. • With standard office software (e.g., Word, Excel, SharePoint), reference management tools, email, financial modeling and budget preparation in Excel and Adobe Acrobat. • Demonstrated commitment to excellence. • Undergraduate-level science experience and/or education. **Conditions of Employment** May require occasional work outside of normal working hours to meet specific deadlines. This is an in-person, on-campus position. 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.** **______________________________________________________________** University of Washington is an affirmative action and equal opportunity employer. All qualified applicants will receive consideration for employment without regard to, among other things, race, religion, color, national origin, sexual orientation, gender identity, sex, age, protected veteran or disabled status, or genetic information.