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Job Details


Company name
University of Washington, Bothell

Salary is commensurate with ed

Seattle, WA
2 hit(s)  



First Shift

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 four consecutive years.

The School of Oceanography, a unit within the College of the Environment

, has an outstanding opportunity 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 Grant/Fiscal Manager in the School of Oceanography and manages the unit’s post-award activity support to faculty, unit administration, staff, and students. The position serves as Oceanography’s expert on post-award grand and contracts administration. The position oversees a large portfolio of grants from a wide variety of federal and non-federal sponsors. This position also provides back-up support for pre-award processes.

This position is responsible for thoroughly understanding the terms and conditions of the School's programs and awards so as to be able to research and answer questions related to applications, awards, and allowable costs. This involves frequent communication with local faculty, project partners, UW departments (including the Office of Sponsored Programs and Grant and Contract Accounting), and grant and program sponsors. This also involves monitoring new federal directives via websites and listserves and UW research directives with active participation in UW-sponsored Monthly Research Administration Meetings (MRAM). Using these sources, this position makes decisions, judgments and policy recommendations that impact the administration and management of the department's research programs.

The position ensures that faculty and department support staff are meeting department grant and contract policies and that grant and contract administrative deliverables are met. Senior management in Oceanography rely on this position to provide policy recommendations. When new policies and changes to existing policies are finalized this position manages the policy implementation, communicates changes to faculty and unit staff, and provides ongoing feedback to senior management.

All job activities center on ensuring compliance with sponsor, Federal, State, and University of Washington regulations. The position participates in strategic planning with senior management to ensure that the unit’s business processes are supporting compliance and audit goals and standards.

Responsibilities include:


Manage post-award finances and processes for the School of Oceanography research programs including planning, coordination, and implementation of all functions necessary for management of more than 175 grants and contracts totaling more than $32 million in expenditures annually. Specific duties include:

•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.

•Maintain departmental budget and funding database.

•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 Grant/Fiscal Manager, 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, re budgeting 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.

•Coordinate the completion of annual project reports as required by funding sponsors, working closely with the Grant/Fiscal Manager.

•Close grant budgets in a timely manner consistent with UW Grant and Contract Accounting 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, Grant and Contract Accounting, Office of Sponsored Programs and other campus departments to ensure timely and correct implementation, administration, progress and completion of research projects.


•Administer Faculty Effort Certification reporting for the School of Oceanography 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 Grant and Contract Accounting 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 School’s website regarding grants management.

•Attend training sessions for newer financial processes and modules (e.g., Non-PO Invoices, Payments to Individuals, etc.). Recommend and/or develop drafts of departmental processes for these newer systems.

•Serve as the School's Grants and Contracts Records Retention liaison. Maintain records destruction lists for Grants and Contracts.

•Contribute to the dynamic development of internal administrative policies and procedures in order to incorporate dynamic university guidelines regarding grants administration, purchasing, and payroll.

•Participate in strategic planning with senior management to ensure that the unit’s business processes are supporting compliance and audit goals and standards.

•Provide backup support as needed in the absence of the Administrator, Grant/Fiscal Manager, or Administrative Specialist.

•Special assignments as requested by Grant/Fiscal Manager and Administrator.


Provide back-up proposal preparation services and assistance, for vacation coverage and during high volume submission periods including:

•Provide service to principal investigators (PIs) and research staff in the timely development of grants proposal submissions.

•Assemble, prepare, and edit components of complex funding proposals, resubmissions, and renewals for faculty researchers, including subcontracted research partners.

•Prepare information and materials in response to agency inquiries in support of funding negotiations.

•Coordinate administrative approval process through School, College, and the Office of Sponsored Programs.

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.


•Bachelor's degree in business administration, or related field, and minimum three years of experience. Equivalent education/experience will substitute for all minimum qualifications except when there are legal requirements, such as a license/certification/registration.

•Demonstrated experience using computers, specifically using spreadsheets and word-processing software (MS Office Suite). Experience and knowledge must be at an appropriate level to develop applications that will enhance service and products to Oceanography customers, primarily research faculty.

•Willingness to learn other applications/programs as necessary.

•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 independently, as well as collaboratively.

•Capability to work in a fast paced, high-volume environment.

Equivalent education/experience will substitute for all minimum qualifications except where there are legal requirements such as 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, and ProCard PaymentNet, Data Warehouse/BI Portal, etc.

•Hands-on post-award grants experience.

•Experience working with UW faculty and staff to resolve accounting and/or payroll problems.

•Demonstrated ability to develop complex financial spreadsheets.

•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, Criminal Conviction History, 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.

Appointment to this position is contingent upon obtaining satisfactory results from a criminal background check.

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

Company Profile
A regional, metropolitan university With more than 5,000 students and 45 undergraduate and graduate degree programs, the University of Washington Bothell is the fastest-growing four-year public university in the state of Washington. For more than 25 years, UW Bothell has fulfilled its mandate to provide access and opportunity to students from North King and Snohomish counties and across the state of Washington. UW Bothell: A national reputation For two years in a row (2014-15), the University of Washington Bothell has been ranked No. 1 in both the state of Washington and the Pacific Northwest, according to Money magazine. In 2015, Money ranked UW Bothell No. 36 in its overall list of best colleges. Read the Money magazine story. Washington Monthly ranked UW Bothell no. 13 in the nation in the “best bang for the buck” category. UW Bothell is gaining a national reputation for its STEM program. Money magazine has listed UW Bothell third on its national list of “25 great, accessible colleges for aspiring scientists and engineers”

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