Req #: 242457 Department: SCHOOL OF MEDICINE Job Location Detail: Hybrid. Occasionally, there may be a need to report in person, which could be at any of the UW main campus locations or the South Lake Union location. Posting Date: 01/16/2025 Closing Info: Open Until Filled Salary: $8,500 - $9,500 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-staff-20230701\_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 School of Medicine has an outstanding opportunity for a Post-Award Grant Manager Lead to join their team.** The Post-Award Grant Manager Lead will collaborate with Directors of Continuous Improvement & Consulting and Post Award Shared Service Committee to bootstrap a post award shared service unit within the School of Medicine, including developing processes and procedures for post award management, advising on staffing structures and distribution of responsibilities, and serve as Lead Post Award manager guiding and mentoring future staff in the newly established unit. The Post-Award Grant Manager Lead is responsible for establishing and leading a team of post-award grant specialists to ensure the University of Washington fulfills its grant commitments and contract agreements with accuracy and timeliness. This position oversees the management of complex research portfolios, providing strategic direction, supervision, and mentorship to the post-award team. As a key leader in post-award operations, the Post-Award Grant Manager Lead develops processes, ensures compliance with institutional and sponsor requirements, and drives continuous improvement within the unit. This role requires a high degree of adaptability, organizational excellence, and the ability to collaborate effectively across diverse settings to support the University’s research mission. This position requires navigating complex post-award financial and operational management for research projects while ensuring compliance with diverse and frequently changing federal, state, institutional, and sponsor-specific guidelines. Critical responsibilities include making high-stakes financial decisions, such as reallocating payroll and forecasting budgets, and developing innovative processes for a shared services unit to optimize operations and mitigate risks. The role also involves supervising and mentoring a geographically dispersed team, ensuring adherence to quality standards, and fostering strong stakeholder relationships across Principal Investigators, research administrators, and external sponsors. Balancing competing priorities and maintaining operational excellence in a high-pressure environment makes this position integral to the success of the School of Medicine’s research mission. This position plays a critical role in advancing the research mission of the School of Medicine and the University of Washington. By managing post-award operations for complex research portfolios, this role ensures the effective stewardship of millions of dollars in federal, private, and industry funding, directly supporting the University’s primary objectives of education, research, and community service. The position oversees the financial and operational compliance of multiple grants and contracts, ensuring that commitments to sponsors are fulfilled and that risks are mitigated through robust monitoring and reporting systems. The position impacts the work of numerous Principal Investigators, research administrators, and staff across the School of Medicine, while indirectly influencing the research outcomes that benefit the broader academic and medical community. With responsibilities spanning financial management, compliance, and staff mentorship, this role ensures that research programs remain on track, operationally sound, and in alignment with institutional and sponsor requirements. The shared services initiative led by this position further magnifies its impact by standardizing and streamlining post-award processes, enhancing efficiency, and fostering a culture of accountability and excellence across the institution. **DUTIES AND RESPONSIBILITIES** **Post-Award Operations - 50%** Ensure grant commitments and contract agreements of the University of Washington and sponsoring agencies are fulfilled in a timely and accurate manner. Promote and continually assess compliance and risk management best practices in all aspects of operations. Approve expenditures within proposed and accepted scope of work, produce reports and work with research scientists, research coordinators and other division management staff to ensure compliance with proposal activities. Create tools and metrics to track and analyze implemented process improvements and ensures that program benchmarks are met and continually evaluated. _Post-award activities commonly comprise but are not limited to:_ + Develop monthly financial reports and meet no less than quarterly with selected investigators in the Department to review financial spending, progress, and milestones and to meet study operational needs. + Provide counsel, utilizing multiple financial and record keeping systems to perform analyses of federal, private, industry and research and training budgets; forecast future needs and expenditures and communicate status and progress directly to Principal Investigators, and Division leadership. + Review UW systems used to track award activity for compliance and accuracy. Troubleshoot and direct expenditure corrections as necessary. + Responsible for ensuring accurate and up-to-date signature authority delegations, review and redirect expenditure allocations in accordance with appropriate policies and guidelines, train research staff on these topics. + Manage effort reporting for a subset of PIs in the division – includes monthly effort review and analysis and periodic compliance reporting as required by UW and sponsor requirements. + Coordinate with Division, Department or School research administration staff to correctly allocate payroll efforts. Continuously review funding allocations for correlation to assigned work. Identify corrective strategies. + Design and develop financial analysis and reports on a monthly and ad hoc basis including forecasts of grant year-end financial projections. + Collaborate with Principal Investigators and Department staff on monthly budget to actual variations and budget development questions. Serve as a resource for department staff, lab managers and principal investigators on queries related to the budget, monthly performance and budget to actuals variations. + In collaboration with principal investigators, manage the reporting process with sponsors ensuring timely and accurate submission. + Manage complex grant portfolios as a whole including ensuring deliverables are met, reports are submitted, payroll is allocated appropriately. + Supervise the management of smaller grant portfolios to be performed by other fiscal staff. + Establish subaward agreements with partnering institutions in collaboration with the Office of Sponsored Programs and colleagues at partner institutions. **Compliance and Risk Management - 20%** + Promote compliance and risk management in accordance with policies of the UW and sponsoring entities, most notably, the NIH. + Interpret, analyze, and implement federal, state, institutional, and industry laws and policies as they apply to administrative and research operations. + Integrate knowledge of compliance policies into division operations and guide implementation of applicable policies. + Monitor and assess the division’s compliance around research and fiscal processes, troubleshooting, eliminating weakness areas, and improving systems to strengthen the stability of the research enterprise. **Leadership and Post Award Process Development and Implementation - 30%** Collaborate with Directors of Continuous Improvement & Consulting and Post Award Shared Service Committee to bootstrap a post award shared service unit within the School of Medicine, including developing processes and procedures for post award management, advising on staffing structures and distribution of responsibilities, and serve as Lead Post Award manager guiding and mentoring future staff in the newly established unit. + Serve as a mentor and resource for other members of the grant and administrative team for the divisions. + Provide guidance and mentorship for faculty and staff to enhance understanding around post-award processes and systems. + Oversee staffing needs; prepare needs assessment and manage recruitment, hiring and on-boarding of new staff. + Responsible for training supervised staff in their duties. + Ensure staff and colleagues have the tools required for successfully accomplishing their tasks. + Provide oversight and support to employees and colleagues to ensure post award activities are carried out in a timely and accurate manner. + Provide quality assurance oversight. Ensure that work is performed to post award shared services standards for quality and regulatory compliance. Identify issues and re-train staff as necessary. + Ensure customer satisfaction by establishing and maintaining positive relationships and open communication with Principal Investigators and their departmental liaisons. + Evaluate customer feedback about post award services, mitigate any concerns and escalate to Director as appropriate. + Manage performance of assigned staff. + Prepare and deliver annual performance reviews. + Work to create an environment that promotes excellence and growth. **MINIMUM REQUIREMENTS** + Bachelor’s degree. + Four years of related experience. _Equivalent education/experience will substitute for all minimum qualifications except when there are legal requirements, such as a license/certification/registration._ **ADDITIONAL REQUIREMENTS** + Familiarity with post-award grant and contract processes for both Federal and non-Federal sources. + Demonstrated ability to manage priorities to meet deadlines while maintaining attention to detail. **DESIRED QUALIFICATIONS** + Familiarity with UW policies and procedures, particularly regarding research proposal preparation and management and financial management. + Experience working with UW central operations (OSP, IACUC, HSD, GCA, etc.) + Experience with UW systems including Workday. **Application Process:** The application process 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 access 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.