1+ months


University of Washington
Seattle, WA 98104


Req #: 193887
Job Location: Seattle Campus
Posting Date: 05/05/2022 
Closing Info: Open Until Filled 
Salary: Salary is commensurate with education and experience. 
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.  

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 Oceanography, a unit within the College of the Environment, has an opening for a Grants and Contracts Specialist to support a vibrant and diverse academic community of 40 faculty, approximately 150 undergraduates, 80 graduate students and 80 research staff members. The School of Oceanography fosters continued advancement of the ocean sciences, solutions to problems of societal relevance, and public awareness of the marine environment. It is at the forefront of creating knowledge and understanding about the ocean through observation, theory, modeling and technological innovation. The School focuses on learning and discovery, equipping students with knowledge and insights, scholarly methods, scientific tools and communication skills.

This position reports to the Administrator in the School of Oceanography and is responsible for processes affecting the full life of research grants including both pre- and post-award activities. The School of Oceanography manages more than 175 current research budgets annually. In fiscal year 2019 we received $31M in new research awards and research expenditures totaled $21M across all awards. The position is responsible for accurate and timely submission of research proposals compliant with sponsor policies; tracking and processing award receipt; and post-award financial management of research grants and contracts. This position collaborates with principal investigators (PIs), UW Office of Sponsored Research (OSP), UW Grant and Contract Account (GCA), and contacts at the sponsoring agencies ensuring research awards are received, budgeted and expended effectively and efficiently in compliance with federal, state, funding agency, and University of Washington regulations, policies and procedures.

Responsibilities include:


  • Provide service to principal investigators (PIs) and research staff in the timely development of grant and contract proposal submissions.
  • Assemble, prepare, and edit components of complex funding proposals, resubmissions, and renewals for faculty researchers, including subcontracted research partners.
  • Ensure compliance with UW, federal and non-federal sponsoring agency policies and procedures.  Serve as an expert on sponsoring agency proposal submission processes and assist PIs with entering information into said systems, ensuring accuracy and policy compliance.
  • Provide technical advice to PIs on research funding guidelines and restrictions, application procedures, deadlines, and appropriate budgets.
  • Represent the PIs in proposal discussions with the UW OSP and GCA offices. Ensure proposals are submitted on time according to deadlines established by sponsoring agencies. Prepare information and materials in response to agency inquiries in support of funding negotiations. Coordinate administrative approval process through School, College, and the OSP.
  • Provide strategic planning advice to PIs about funding and resource allocation, considering pre-award plans with current and future awards.


    Provide post-award grant and contract management support to faculty, unit administration, staff, and students serving as an expert on policies, procedures and best practices including:

  • Review set up of new budgets in the UW financial system to ensure accuracy.  Forward new budget details to faculty and budget managers. Establish and maintain electronic and hard-copy files for grant documentation, research plans, and budgets. Ensure the files are complete, uniform and well organized.
  • Review award documents related to new awards, renewals, supplements, extensions, and revisions for new and existing grant and contract supported projects and communicate unique regulations and requirements to PIs and collaborators.
  • Review and approve expenditures on federal, state, grant and contract, and other departmental budgets for appropriateness, availability of funds, and compliance with federal, state, and UW rules and regulations. Communicate expenditure policy issues (application of existing policies, changes in policies, etc.) to faculty and unit staff and keep senior management apprised of proposed or upcoming policy changes.
  • Identify and resolve issues related to grant expenditures. With the PI and/or Administrator,  seek corrective measures to troubleshoot problems.
  • Develop financial projections using Excel or similar software to evaluate financial performance of projects as compared to budgeted objectives.  Meet frequently with individual faculty members to review budgets and spending variances.
  • Analyze expenditures in order to anticipate problematic spending trends including grants in deficit, rebudgeting needs, and large unexpended balances and communicate any concerns to the faculty. 
  • Advise department administration of potential problems on grant and contract budgets by escalating issues as appropriate.
  • Coordinate equipment fabrication documentation and indirect cost adjustment processing by communicating with PIs.
  • Evaluate the need for project extensions, advise/consult with the faculty, and process requests.
  • Establish calendar of deadlines for progress reports and final reports, alerting PIs with adequate advance notice.
  • Track the completion of annual project reports as required by funding sponsors.
  • Close grant budgets in a timely manner consistent with UW GCA policies and procedures.
  • Research evolving policies and procedures implemented by UW offices and external sponsors in order to stay compliant and anticipate impacts on departmental processes.
  • Ensure compliance of research projects with all aspects of sponsor, Federal, State of Washington and University of Washington regulations.
  • Attend relevant meetings held by central administration units on campus.
  • Provide policy recommendations to senior management. 
  • When new policies and changes to existing policies are finalized, manage the policy implementation, communicate changes to faculty and unit staff, and provide ongoing feedback to senior management.
  • Proactively interact with unit and campus partners as appropriate, including Principal Investigators, the Oceanography purchasing and payroll teams, GCA, OSP and other campus departments to ensure timely and correct implementation, administration, progress and completion of research projects.


  • Administer Faculty Effort Certification reporting ensuring 100% compliance by the stated deadlines.
  • Monitor and complete non-FEC cost-sharing requirements ensuring all commitments are met on time.
  • Interpret policies and advise faculty regarding federal requirements and budget commitments.
  • Provide documentation of cost-sharing activities related to sponsored projects.
  • Troubleshoot problems with GCA and Management Accounting and Analysis offices.


  • Develop draft policies and procedures that will safeguard compliance with institutional, local, state, and federal regulations regarding grant and contract financial management and reporting.
  • Update and maintain accuracy for information on the Schools website regarding grants management.
  • Attend training sessions for new financial processes and modules (ex: new initiatives from Procurement Services and Workday).  Recommend and/or develop drafts of departmental processes for new systems.
  • Attend campus meetings that address grants management issues (ex: MRAM, GCA brown-bag lunches, etc.)
  • Maintain records according to the records retention schedule for Grants and Contracts.
  • Contribute to the development of internal administrative policies and procedures in order to incorporate university guidelines regarding grants administration, purchasing, and payroll.
  • Participate in strategic planning with senior management to ensure that the units business processes are supporting compliance and audit goals and standards.


  • Bachelor's degree in business administration, or related field, and minimum three years of experience.

    Additional Requirements:

  • Demonstrated ability to use Microsoft Excel, Word and Google apps.  Experience and knowledge must be at an appropriate level to develop applications that will enhance service and products to Oceanography customers, primarily research faculty.
  • Demonstrated ability to develop complex financial spreadsheets (Excel).
  • Exceptional interpersonal and customer service skills; demonstrated ability to work and communicate courteously and effectively with faculty, staff, and individuals from diverse cultural/ethnic/academic backgrounds.
  • Excellent analytical, problem-solving, organizational, and time-management skills.
  • Proven ability to effectively plan, multitask, and prioritize tasks with competing deadlines. Must have the ability to self-direct.
  • Strong interpersonal skills and strong orientation toward providing excellent customer service.
  • Self-motivated and able to work both independently and collaboratively.

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


  • Familiarity and understanding of University of Washington fiscal policies and procedures.
  • In-depth knowledge of the UW systems including Workday, MyFD, Grant Tracker, SAGE, eFECS, GCCRs, Ariba, ProCard/PaymentNet, Data Warehouse/BI Portal, etc.
  • Hands-on pre-and post-award grants experience.
  • Experience working with UW faculty and staff to resolve accounting and/or payroll problems.
  • Project management experience.

    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 Workforce 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: 2021-07-30 Expires: 2022-07-07

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    Seattle, WA 98104
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