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The College of Engineering (CoE) has an outstanding opportunity for a Program Operations Specialist to join their team.
The Collaboration Core has high visibility within the College, UW, academia, and local and global high-tech business community. Smooth, high-level functioning of administrative operations is essential to the success of the Collaboration Core and its support of the College of Engineering faculty.
The Program Operations Specialist serves as shared research grants manager for the University of Washington’s Collaboration Core housed in the College of Engineering (CoE). The position supports a wide spectrum of pre- and post-award administrative duties to ensure successful proposal submission and compliance with all sponsors, UW, federal, state, and industry policies.
This position will also support the research initiatives and COE research team by providing grant support and administration, consulting on service agreements and contracts, processing non-award agreements, and other research administrative functions. The College of Engineering Research team promotes and supports research programs, helps seed new College research initiatives, and assists faculty with research, grant funding, and writing proposals while supporting the Vice Dean.
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. Ensure successful proposal submission by exercising independent judgment interpreting and applying sponsor, UW, federal, state and industry policies, rules and regulations with grant/contract preparation and implementation. Expected to understand and interpret complex requirements and be able to prioritize and manage updates from the sponsors. Effectively manage and administer multiple research awards. Develop budgets and budget justifications based on project requirements, research methodologies engaged in the project, and funding parameters. Manage budget revisions and continued funding on multiple complex budgets including state, federal, University/industry cooperative, contracts, subcontracts and University sub-budgets.
Pre-Award Research Administration - (70%)
Provide pre-award support to external awards; activities will include eGC1 preparation, submission on sponsor platforms (Research.gov, Grants.gov, etc.), prepare supporting materials (Biosketches, Current & Pending, Collaborations and Other Affiliations), cost-share addendum, and budget preparation.
Serve on ad hoc complex/center level proposal teams, including multi-million-dollar, multi-university and multi-department center proposals. This could include project management, pre- and/or post- award support, or site visit coordination.
Establish timelines to meet sponsor and UW due dates and instruct research staff about specific requirements described in the call for proposals. Prepare or coordinate preparation of supporting materials and other proposal-related documentation.
Develop complex budgets and other administrative sections of grant and contract proposals and prepare non-engineering sections of grants for both incoming and outgoing research awards.
Facilitate timely adherence to sponsor deadlines such as proposal deadlines, progress report deadlines, and request extensions, supplements, or revisions as needed. Deliver required components related to administration and operations aspects in a timely manner and ensure that other teams are informed of relevant deadlines and requirements. Interact with staff of the UW Office of Sponsored Programs as well as academic offices. Prepare and route electronic and paper forms to resolve related questions.
Provide advice and interpretation of funding agencies regulations as well as UW policies and procedures to Principal Investigators and other project personnel. Ensure compliance with federal, state and UW policies, procedures and regulations.
Facilitate the review and processing of Non-Disclosure Agreements (NDAs) and Intellectual Property (IP) agreements related to research awards and purchases.
Collaborate with industry donors and partners to help guide industry gift funds through the appropriate UW offices.
Oversee the set-up of industry related service contracts and/or agreements
Serve as back up to the CoE Director of Research including reviewing and approving CoE’s eGC1s.
Serve as a point of contact and subject matter expert for CoE grant managers on questions regarding research funding announcements (RFAs) and preparing proposals.
Post-Award Administration (25%)
Manage and administer multiple, complex budgets including state, federal, university/industry cooperatives, industry contracts and subcontracts.
Independently interface with funding agencies. Write and submit required fiscal reports and revised budgets. Ensure technical progress reports are submitted by deadlines: anticipate upcoming deadlines; give all involved personnel notice of requirements; help draft portions of the report; and coordinate data prepared by research personnel for reports.
Interface directly with UW units, funding agencies and subcontractors to handle invoices, supplements, extensions, fiscal reports and compliance.
Manage invoicing for industry service contracts and/or agreements and liaison between PIs, UW Offices, and industry partners.
Reconcile expenditures and develop comprehensive monthly budget reports.
Advise PIs on payroll compliance and budgetary requirements for employees supported by their grants and contracts.
Ensure compliance with human subject and animal research requirements.
Ensure compliance with Faculty Effort Certification (FEC) and Grant and Contract Certification Report (GCCR) requirements.
Collaborate with PIs, grants managers, and other department administrators on UW campus and worldwide.
Participate in college/school meetings and contribute to committees.
Serve on ad hoc teams to support sponsor site visits and annual reporting activities.
Other duties as assigned.
Bachelor's Degree in Business Administration, Higher Education Administration, or a related discipline. Equivalent experience can substitute for a degree requirement.
Two to three years’ experience in administration, higher education, and/or fiscal management.
Equivalent education/experience will substitute for all minimum qualifications except when there are legal requirements, such as a license/certification/registration.
Flexibility and willingness to work under pressure of frequent deadlines and changing priorities in a high-volume academic setting.
Excellent oral and written communication skills.
High level of professionalism, organization, scrupulous attention to detail, and the ability to manage workload, prioritize effectively, and work as part of a team.
Experience establishing new processes and/or independently managing administrative or financial processes.
Ability to exercise independent judgment and work independently to resolve problems.
Ability to work collaboratively and independently with a high degree of reliability, accuracy and productivity.
Demonstrated experience supervising, mentoring, and/or training employees.
Demonstrated commitment to diversity and equity and ability to form productive working relationships with students, staff and faculty from diverse backgrounds.
Strong organizational and problem-solving skills; administrative creativity and strong initiative.
Experience managing a team, working in an academic institution, working with faculty across departments or in an interdisciplinary unit.
Working knowledge of UW systems, including SAGE, Workday, and My Financial Desktop.
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.
Founded in 1861, the University of Washington is one of the oldest public institutions in the west coast and one of the preeminent research universities in the world. The University of Washington is a multi-campus university comprised of three different campuses: Seattle, Tacoma, and Bothell. The Seattle campus is made up of sixteen schools and colleges that serve students ranging from an undergraduate level to a doctoral level. The university is home to world-class libraries, arts, music, drama, and sports, as well as the highest quality medical care in Washington State and a world-class academic medical center. The teaching and research of the University’s many professional schools provide undergraduate and graduate students the education necessary toward achieving an excellence that will serve the state, the region, and the nation. As part of a large and diverse community, the University of Washington serves more students than any other institution in the Northwest.