1+ months


University of Washington
Seattle, WA 98104


Req #: 173261
Job Location: Seattle Campus
Posting Date: 12/12/2019 
Closing Info: Open Until Filled 
Salary: Salary is commensurate with experience and education. 
Shift: First Shift 
Notes: As a UW employee, you will enjoy generous benefits and work/life programs.  For detailed information on Benefits for this position, click here.  

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. All of which has allowed the UW to be nationally recognized as a Great College to Work For for six consecutive years. 

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.

APL has an outstanding opportunity for a full time Administrator (grade 8).

This Administrator provides administrative support to a set of research departments at the Laboratory (Acoustics, Air-Sea Interaction and Remote Sensing, and Ocean Engineering, with occasional support provided to Ocean Physics and the Polar Science Center).

The incumbent interprets, implements, and maintains policies and procedures for the research departments, including but not limited to budgeting, finance, pre- and post-award grant and contract management, procurement and subaward administration, human resources and payroll administration, facilities and resource planning and use, and other research department specific administrative systems. The work will involve both independent projects and responsibilities, as well as teaming with research department administrators to support periods of peak activity or to cover for vacations and leaves.

This position will provide administrative support to strategically-important, high-visibility, multi-decadal, multi-million dollar grants and contracts sponsored by the National Science Foundation (NSF), Department of Defense (DoD), National Aeronautics and Space Administration (NASA), National Oceanic and Atmospheric Administration (NOAA), and private industry.


The Administrator will perform the following tasks as assigned by the Research Department Administrators:

Finance, Procurement and Property Management
  • Managing and monitoring departmental, research and self-sustaining budgets
  • Preparing accurate, timely and actionable financial information
  • Analyzing, troubleshooting and resolving expense and payroll issues
  • Tracking and auditing budget expenditures and controlling deficits
  • Preparing and analyzing financial spending projections
  • Preparing annual Service and Recharge Center rate proposals
  • Preparing internal (e.g., discretionary, PDC) budget requests
  • Support departmental and sponsored project procurement processes and activities including assisting researchers with RFQs, sole source selection, and tax exempt processes
  • Provide assistance to departmental Procard holders ensuring compliance with rules and regulations and with monthly reconciliation processes
  • Assist department with asset management and tracking, especially during internal, State or Federal audits

    Grant and Contract Management
  • Preparing and submitting complex grant and contract proposals to external sponsors (e.g., DoD, NSF, NASA, NOAA, private industry)
  • Reviewing grant and contract terms and conditions and advising researchers on questions of compliance and allowability of expenses or actions
  • Post-award grant and contract processes and actions (award set up, re-budgeting, technical reporting requirements, no cost extensions, supplements, invoicing, award close out, etc.)
  • Advising departments on unclassified, controlled unclassified and classified research requirements
  • Proactively engage PIs with respect to their pre and post award requirements and anticipate personnel, facilities and resource needs
  • Outgoing subaward administration for full life cycle of subaward: RFP, negotiation and award process, monitoring, and close out
  • Planning and coordination of fieldwork logistics (e.g., shipping, export control, travel, aircraft or vessel charters, and procurement)

    Human Resources
  • Ensuring that departments follow all personnel policies and regulations for professional staff, classified staff, hourly staff and academic appointments.
  • Assist with all aspects of departmental personnel processes including recruiting, interviewing, coordinating the offer process, onboarding new staff, coordinating graduate student appointment coordination, personnel records maintenance, supporting visa requests and compliance requirements, processes to receive visiting scientists/faculty, performance review/management, merit review processes, and separation

    Facilities and Resources
  • Provisioning departmental facilities and resource needs including: office and lab space, networking/IT including Controlled Unclassified
  • Information (CUI) computing, computers, software, furniture, telecommunications, supplies and equipment.
  • Managing and maintaining departmental resources (e.g., shops, labs, test facilities, equipment libraries, software license tracking and maintenance agreement renewals)
  • Compliance with UW Environmental Health and Safety rules for labs and shops.

    Other Departmental Administration
  • Departmental meeting and event planning, preparation, coordination (e.g., catering, A/V set up)
  • Provide backup support for Research Department Administrators during leaves of absence
  • Provide on-site/backup support at various APL facilities (e.g., Henderson Hall, Ben Hall, etc)
  • Provide administrative support for post-doc recruitment processes
  • Coordination of high-visibility events (e.g., research program review meetings)
  • Other duties as assigned by Acoustics Department Chair or designee


    Bachelor's degree in Business, Accounting, Finance, or related field.
    Equivalent experience can substitute for degree requirement.

    At least three years of job-related experience that includes the following:
    - Experience in a work environment that conducts sponsored research.
    - Demonstrated education or experience with generally accepted accounting principles (GAAP) and processes
    - Experience working independently and self-sufficiently, with minimal supervision
    - Experience working in a fast paced environment managing multiple priorities and deadlines
    - Advanced experience with Microsoft Excel creating and modifying complex workbooks and Pivot Tables
    - Demonstrated experience with the Microsoft Office suite and Adobe Acrobat Professional
    - US Citizenship is required

    Equivalent education/experience will substitute for all minimum qualifications except when there are legal requirements, such as a license/certification/registration.


    - Experience working in an organization primarily funded by sponsored research
    - Master's degree in Business or Accounting/Finance
    - Pre and post award Federal grant and contract experience
    - Experience supporting multiple Principal Investigators/Project Directors (concurrently)
    - Experience with UW and/or APL financial and administrative systems e.g., Workday, SAGE, Grant Tracker, MyFinancial Desktop, Ariba, EDW, Data Cubes
    - Experience with UW and/or APL HR, payroll, travel, EH&S and procurement policies, processes and system


    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.
  • Committed to attracting and retaining a diverse staff, the University of Washington will honor your experiences, perspectives and unique identity. Together, our community strives to create and maintain working and learning environments that are inclusive, equitable and welcoming.

    The University of Washington is a leader in environmental stewardship & sustainability, and committed to becoming climate neutral.

    The University of Washington is an equal opportunity, affirmative action employer. To request disability accommodation in the application process, contact the Disability Services Office at 206-543-6450 / 206-543-6452 (tty) or dso@uw.edu.


    Posted: 2019-12-05 Expires: 2020-02-09

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    Seattle, WA 98104
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