Grants And Contracts Manager (Two Roles)

Job Description

GRANTS AND CONTRACTS MANAGER (TWO ROLES)

Req #: 247479 Department: SCHOOL OF PHARMACY Appointing Department Web Address: https://sop.washington.edu/ Job Location: Health Sciences Center, Seattle Campus Job Location Detail: 3 days onsite, 2 days work from home Posting Date: 07/03/2025 Closing Info: Open Until Filled Salary: $7,300 - $8,000 per month Other Compensation: Shift: First Shift Benefits: 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. Although open until filled, priority application date is July 13, 2025.
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.
The School of Pharmacy has outstanding opportunities for two Grants and Contracts Managers to join their team.
The University of Washington (UW) is proud to be one of the nation’s premier educational and research institutions. Our people are the most important asset in our pursuit of achieving excellence in education, research, and community service. Our staff not only enjoy outstanding benefits and professional growth opportunities, but also an environment noted for diversity, community involvement, intellectual excitement, artistic pursuits, and natural beauty.
The University of Washington School of Pharmacy is ranked nationally in the top schools of Pharmacy. At the School of Pharmacy, we are committed to educating the next generation of leaders in pharmacy, pharmaceutical research and health care – while seeking to ensure the safe, rational and cost-effective use of medicines.
Reporting to the Associate Dean for Research and Graduate Programs, the Grants and Contracts Manager is a key member of the Dean's Office research administration team, providing pre- and post-award support for a dedicated group of faculty within the School of Pharmacy. This position plays a critical role in identifying funding opportunities, increasing grant submissions, and managing the day-to-day administration of awarded grants and contracts.
The role requires a high degree of independent judgment, strong attention to detail, and the ability to balance multiple competing priorities and deadlines. The Grants and Contracts Manager serves as a strategic partner to faculty, ensuring timely and compliant submissions, accurate budget management, and proactive resolution of administrative challenges throughout the award lifecycle.
DUTIES AND RESPONSIBILITIES
Pre-Award Management (45%)

Manage the preparation and submission of all competitive and non-competitive grant proposals to granting agencies, including multi-university and multi-department proposals.

Manage the pre-award activities for all submissions by performing timely and accurate proposal and contract development in accordance with all university, sponsor, and school requirements working with the Senior grants manager.

Provide PIs with clear and customer-oriented explanations of School, University, and sponsor processes, acting as the initial point of contact for PIs.

Advise faculty (principal investigators or PIs), graduate students, and postdoctoral researchers on sponsor requirements particularly for specialized program announcements and non-federal sponsors.

Prepare the budget for sponsor submission

Prepare internal documents such as Facilities and Administration waivers and cost share

Assist with progress report preparation and submission, maintenance of biosketch, current and pending/Other and other proposal and grant-related documents

Prepare and submit Just-In-Time and time of award documentation in collaboration with PIs

Interface with the University Office of Sponsored Programs (OSP), Grants and Contracts Accounting (GCA), and funding agencies (NIH, NSF, foundations, pharma).

Coordinate with subrecipients/subcontractors to ensure that proposal requirements and timelines are met. Answer questions and provide guidance of a similar nature as provided to the UW PI.

Work closely with sponsor agencies, central UW offices, faculty, and school staff to ensure both that the School follows all sponsors, UW, federal, state, and industry policies and that grant administrative deliverables are being accomplished, escalating to Senior Grants Manager as needed.

Develop complex budgets and other administrative sections of grant and contract proposals.

Monitor, review, communicate, integrate, and implement complex federal, state, foundation, and University regulations and policies into SOP grants and contracts to ensure compliance.

Provide technical advice and interpretation of governmental and foundation regulations as well as University policies and procedures to Principal Investigators (PIs), researchers, related support staff, and third parties.

Facilitate timely adherence to sponsor deadlines such as proposal deadlines, progress report deadlines, and requesting 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.
Post-Award Grant Management and Oversight (50%)

Use multiple financial and record keeping systems to perform extraction, analysis, forecasts, and communicate progress of sponsored projects and operations.

Meet with principal investigators monthly to present and report on the financial status for each project; present and discuss potential problem areas.

Create new and modify existing financial report products to meet PI/budget owner needs. Provide ad hoc reports to faculty and School managers as requested.

Manage effort tracking, certifications and reporting; ensuring minimum compliance for percentage effort changes by sponsor rules.

Assist faculty in evaluating personnel levels and develop individualized funding plans and other partially funded students and staff.

Manage costing allocations for all faculty, staff and students funded on research grants and contracts, communicating to the HR team any allocation changes.

Consulting with the senior grants manager serves as a contact between agencies, central offices and faculty.

Provide training to faculty, staff and students at the School concerning post-award management.

Ensure all awards are reconciled regularly. Perform audits to ensure accuracy and compliance with UW Cost Principles for all transaction types.

Interface with the University Office of Sponsored Programs (OSP), Grants and Contracts Accounting (GCA), and funding agencies (NIH, NSF, foundations, pharma).

Prepare annual progress reports (i.e., NIH RPPRs) for grants and contracts in partnership with the Principal Investigators and School staff.

Generate and oversee RA commons user IDs

Collaborate with and support School fiscal staff for grant-related matters.

Attend School of Pharmacy and University research meetings.

Assist in manuscript submissions and processing publication charges, maintain compliance with NIH public access policies and depositing manuscripts and datasets to relevant databases.
Other duties as assigned (5%)
MINIMUM REQUIREMENTS:

Bachelor’s degree in Business Administration, Public Administration, Finance, or a related field and minimum of three years of research administration experience, including budgeting, compliance, and financial oversight within higher education, nonprofit, or government organizations.
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 federal sponsors and associated guidelines, including NIH, NSF, and USAID.

Demonstrated ability to interpret, apply, and communicate complex administrative and fiscal policies and procedures.

Proven track record of managing multiple grant proposal and reporting deadlines with accuracy and attention to detail.

Strong problem-solving skills, fiscal acumen, and ability to manage priorities in a deadline-driven environment.

Exceptional interpersonal and customer service skills, with demonstrated ability to work effectively with faculty, staff, and diverse stakeholders.

Proficiency with Microsoft Office Suite, particularly Excel, and the ability to learn new systems and tools as needed.

Demonstrated ability to work independently and collaboratively in a team-oriented environment.

Willingness and flexibility to occasionally work extended hours to meet time-sensitive proposal submission deadlines.
DESIRED QUALIFICATIONS:

Five or more years of progressively responsible research administration experience within a higher education or academic research setting.

In-depth knowledge of University of Washington policies, procedures, and research administration systems.

Proficiency in Workday Finance, including experience holding multiple security roles (e.g., Grant Manager, Procurement roles).

Experience coordinating large, multi-investigator or multi-institutional grant submissions, including training grant applications or center proposals.

Familiarity with Uniform Guidance (2 CFR 200) and other sponsor-specific regulations.

Strong initiative and demonstrated ability to design or improve workflows and implement new processes in response to system or policy changes.

Experience mentoring or training staff in grant and contract administration best practices.
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.

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 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 [email protected] .

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 .

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