1+ months


University of Washington
Seattle, WA 98104


Req #: 205679
Job Location: Health Sciences Center
Posting Date: 04/15/2022 
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.

The Department of Radiology has an outstanding opportunity for a Full-Time Grant and Contract Specialist.  The Department of Radiology is a large academic and research department housed in the School of Medicine.  Faculty in the Department are fully engaged in research grant acquisition, instruction and mentoring, clinical service, and leadership activities.  The Grant and Contract Specialist (payroll title of Program Operations Specialist) is a member of the Departments grants administration team that is responsible for managing pre- and post-award activities for sponsored research and providing program administration and management of grants and contracts in support of multiple faculty members. 

Under the general supervision of the Grants Administration Manager, this individual is responsible for proposal development for grants and contracts submitted to diverse funders and supporting department faculty in managing complex portfolios of finances.  This position will exercise a high degree of independent judgment and has delegated decision-making responsibility for funds management and contract administration.  This position must be able to balance multiple priorities and deadlines in a complex environment, with demonstrated ability to prioritize essential tasks with short lead times. 

The position serves as liaison between Radiology faculty and UW departments including the Office Sponsored Programs, Grant and Contract Accounting and other campus offices relevant to sponsored research.  The individual in the position is a strategic partner in the programmatic components of the faculty they support, ensuring that all funding sources are managed in a manner that conforms with sponsor, institutional, and departmental policies.


Essential Duties & Responsibilities (Other duties may be assigned to meet business needs.)

Post-award and sub-award grant and contract processes (30%)
Authorize actions by central university offices 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 closely with the other Radiology Grants Administration staff on the administrative details of research sub-awards with various institutions domestically and internationally.
Interact with staff of UW Grant and Contract Accounting on post-award management issues including ensuring correct budget set-up, correct and appropriate application of indirect costs, sub-budget set-up, sponsor payments, and close-out processes at the end of awards.
Manage cost-share processing for budgetary and effort-reporting implications

Reporting and Budget reconciliation (30%)
Work with Principal Investigators (PIs) to complete required sponsor reporting such as progress reports and final reports.  Provide financial information and other details 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 that include actual expenses and projected expenses for personnel, travel, equipment, research sub-awards, and other expenditures. Meet regularly with Principal Investigators to review budgets, project progress, and projected expenses.
Ensure timely and accurate completion of faculty effort certification reports and Grant and Contract Certification Reports (staff effort reports).
Prepare and review financial spreadsheets, projections, and reports for use by the faculty using Excel and other similar software.
Reconcile grant and contract budgets as well as other research-related budgets monthly, review and maintain audit-proof source documentation, and investigate and resolve discrepancies as needed.
Maintain Other Support master documents for each faculty member.
Regularly update electronic systems with current budget information and departmental contacts.

Pre-Award Grant and Contract Process (15%)
Serve as liaison with the UW Administrative Business Center (ABC) and faculty by being responsible for triaging, managing, and communicating time sensitive information to ABC, faculty, and the manager of grants administration regarding proposal preparation, Just-In-Time requests, award processing, and progress reports.
In partnership with the ABC team and subaward contacts, ensure successful grant submissions that include all elements of grant requirements within the timeframe allowed.
Coordinate and direct Just-In-Time (JIT) processes individually with the faculty or with the ABC team.
Interact with staff in UW Office of Sponsored Programs as well as academic offices such as School of Medicine, Human Subject Division (HSD), and Institutional Animal Care and Use Committee (IACUC) during the submission and award process.
When needed, develop budgets, prepare other proposal materials, prepare and route electronically through the UW OSP process, and submit proposals with all necessary documentation to sponsors within sponsor deadlines.
Review UW proposals that include Radiology staff, faculty, and/or resources for sufficient funds and availability.
Compliance and Standardized Procedures (15%)
Advise faculty and staff on complex compliance issues associated with applying for and managing grant and contract funding.
Follow departmental standardized procedures for compiling, naming, and filing source documents, budget reports, effort certifications, salary distributions, and other electronic files in shared filing system.
Assure compliance with policies and procedures of the UW and sponsors.
Advise principal investigators on payroll compliance and budgetary requirements for staff supported by their grants and contracts.
Manage records retention processes and systems of the department pertaining to grants and contracts.

Other Duties and Projects and Projects as assigned by the Department (10%)
Regularly attend staff meetings
Stay up to date with policies and procedures associated with the application and management of research grants and contracts.  Attend relevant meetings and training sessions.
Lead and/or contribute to special projects, and perform related duties as required.

Self/Team Development
Participate in fostering a collaborative environment with diversity as a core value. We are passionate about building and sustaining an inclusive and equitable working environment for all student activities.

Bachelors Degree in Business, Finance, Research Administration, or another related field.
Two or more years of experience in research administration including responsibility for proposal development and budget management, including complex budgets and sub-awards.

Experience interacting with faculty and department leadership in project management contexts.
Demonstrated ability to manage priorities to meet deadlines while maintaining attention to detail.
Advanced knowledge and experience with federal grant guidelines and submission systems.
Intermediate experience with software including Excel, MS Word, Adobe Acrobat, and calendaring.
Willingness and ability to use video conferencing software and successfully schedule video conferences.
Demonstrated commitment to excellence and customer service.

Three years of work experience in research management (pre- and post-award) with substantial responsibility for proposal development, financial reporting, and subcontract management.
Experience developing and managing complex budgets.
Demonstrated critical thinking, problem solving, and analytical skills.
Demonstrated ability to deliver programmatic support to clinical and research faculty in a high-volume environment.
Excellent written and spoken communication skills.
Ability to take initiative and work effectively within the organization and with external partners.
Ability to remain personable, professional, and organized under stressful situations.
Demonstrated ability to identify, interpret and follow policies and procedures (academic, federal, state, and other).
Ability to contribute to the overall functioning of the administrative team.
Advanced experience with Microsoft Office, particularly Excel.

Mission and Values:

Mission:  To meet the clinical needs of patients and families we serve, to train the practitioners and leaders of tomorrow, and to advance imaging sciences to improve the human condition.

Innovation & Impact

Additional Information:

Internal/External Contacts:
UW Customers
Department of Radiology Faculty, Staff, and Students
Other related Faculty, Staff, and Students

This position reports to the Manager of Radiology Grants Administration in the Radiology Department.

Physical Demands:
The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this position. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

While performing the duties of this position, the employee is regularly required to speak or hear. The employee frequently is required to sit; stand; walk; use hands to write, finger, handle or feel; and reach with hands and arms. The employee may occasionally lift and/or carry up to 25 pounds. Specific vision abilities required by this position include close vision, distance vision, color vision, depth perception, and the ability to adjust focus.

Work Environment:
Schedule is normally 8a to 5p, M-F, but is not always fixed and workload does vary. The incumbents first responsibility is to complete tasks rather than keep to a fixed schedule.  Flexibility in schedule and intensity of work is necessary.
Some travel between sites will be necessary by UW Health Services or other shuttles.

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.

Applicants considered for this position will be required to disclose if they are the subject of any substantiated findings or current investigations related to sexual misconduct at their current employment and past employment. Disclosure is required under Washington state law.

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 affirmative action and equal opportunity employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, gender expression, national origin, age, protected veteran or disabled status, or genetic information.

To request disability accommodation in the application process, contact the Disability Services Office at 206-543-6450 or dso@uw.edu.


Governor Inslee's Proclamation 21-14.2 requires employees of higher education and healthcare institutions to be fully vaccinated against COVID-19 unless a medical or religious exemption is approved. Being fully vaccinated means that an individual is at least two weeks past their final dose of an authorized COVID-19 vaccine regimen. As a condition of employment, newly hired employees will be required to provide proof of their COVID-19 vaccination. View the Final candidate guide to COVID-19 vaccination requirement webpage for information about the medical or religious exemption process for final candidates.


Posted: 2022-04-19 Expires: 2022-07-17

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University of Washington
Seattle, WA 98104
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