Grant and Contract Manager

Job Description

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 Human Centered Design and Engineering is an academic department within the College of Engineering with over $10M in annual expenditures. The department is highly interdisciplinary with collaborative research programs that cross over departmental, college and institutional boundaries as well as involving local, national, and international research organizations and foundations. This position will be responsible for administering incoming and outing subawards and contracts with these diverse organizations.

Human Centered Design and Engineering serves over 500 students annually, grants bachelors, masters, and PhD degrees, including a certificate in User-Centered Design (UCD). As of January 2025, the department has 19 tenure-track faculty, 7 teaching faculty, and 12 staff. HCDE averages approximately $5M in research expenditures per year, and submits over 30 proposals per year, all of which are managed by the Grant and Contract Manager.

The work that we do is continuous. We are committed to the ongoing, evolving process of teaching and practicing equitable design, acknowledging our responsibility for the things we create and actions we take by following these principles:

• We respect all individuals, communities and their agency. We assume positive intent on behalf of those we work with and strive to understand before acting.
• We celebrate innovation, iteration, and reflection using interdisciplinary methods and perspectives. We see opportunities for collaborative exploration and partnerships.
• We are action-oriented toward challenges while continually questioning and improving.

The position includes exercising independent judgment and has delegated decision-making authority for funds management and contract administration. Primary responsibilities include proposal preparation, fiscal planning, budget management, grant/contract administration (federal, industry, & self-sustaining), purchasing and payroll oversight. This position is responsible for problem solving, prioritizing and multi-tasking of assignments, requests and report deadlines. The role is fast-paced and often requires responding to deadlines with short lead times.

Duties and responsibilities:

Pre-Award Responsibilities & Duties (35%)

• Provide technical and administrative support to principal investigators during proposal submissions.
• 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.
• Work with staff in HCDE, other campus units, and collaborative institutions to prepare proposal budget and compile sponsor-required data for student training grants and center proposals.
• Obtain documentation related to matching and department support.

Post-Award Responsibilities & Duties (35%)

• Provide administrative and grant/contract support for individual research programs for all principal investigators.
• Position is expected to act as a liaison with sponsors, subcontractors and other UW units.
• Manage and administer multiple, complex budgets including state, federal, university/industry cooperative, industry contracts and subcontracts.
• Interface directly with UW units, funding agencies and subcontractors to handle invoices, supplements, extensions, fiscal reports and compliance.

Financial Reporting, Communications, and Requirements (15%)

• Meet with the PIs to present the financial status of each program and possible problem areas.
• Provide representation for each program and provide information related to the content, policies, procedures and activities of each.
• Establish and maintain account management procedures including preparation and/or approval of monthly budget reports and reconciliation of expenditure documents with UW accounting reports and relevant grant award requirements.
• Develop comprehensive monthly budget reports to track revenue along with actual and projected expenditures.
• Analyze and develop cost saving strategies, provide recommendations, and implement necessary changes, following sponsor guidelines and requirements.

Compliance and Budgetary Requirements (5%)

• Advise PIs on payroll compliance and budgetary requirements for staff supported by their grants and contracts.
• Coordinate with payroll managers and advising staff in HCDE and in other departments (e.g. CSE, ISE, ME) that are home to the PIs and research staff supported by the PIs.
• Develop systems to track FEC reports, and manage and oversee cost-share and compliance.

Training, Sponsor Policy, and Requirements (5%)

• Train and advise staff regarding sponsor compliance and policy requirements on all grant expenditures which include significant and complex expenditures, travel, purchasing, and large equipment orders. Initiate cost transfers, journal vouchers and reverse expenditures.

Development of Internal Policies and Procedures (5%)

• Develop, lead, train on all policies and procedures related to the administration of financial management functions, both pre-and –post award across all components of this large research division to manage systems that will safeguard compliance with all institutions, local, state and federal regulations regarding grant and contract financial management and reporting. This includes development of system and process improvements, such as forms, budget reporting templates, and complex tracking tools.

Minimum requirements:

• Bachelors degree in Business, Accounting, Finance, or related degree
• Three years of experience working in a fast-pace research oriented environment

Additional Requirements

• Excellent oral and written communication skills
• Strong organizational skills and attention to detail
• Ability to prioritize and handle multiple tasks on a frequent basis; demonstrated ability to effectively interact with faculty, staff and students, and industry representatives
• Ability to interact with people from diverse backgrounds, working knowledge of Microsoft Office, including Word and Excel, and Adobe Acrobat.

Equivalent experience can substitute for degree requirement.

Desired Qualifications

• Ability to explain complex regulatory, budget and financial information to a broad range of individuals from various backgrounds.
• Self-starter who is highly organized with a strong attention to detail.
• Demonstrated ability to work quickly with the ability to manage multiple and rapidly changing priorities.
• Open to receiving direction and to asking for assistance when needed.
• Ability to work both independently and collaboratively.
• Knowledge of University of Washington fiscal policies and procedures, including those related to grants and contracts.
• Experience with UW Systems particularly SAGE and MyFD.
• Understanding of UW grant and contract management policies and practice.
• Experience with federal grants and contracts policies and procedures.
• Experience with subcontract agreements.

Compensation, Benefits and Position Details

Pay Range Minimum:

$89,448.00 annual

Pay Range Maximum:

$101,448.00 annual

Other Compensation:

Benefits:

For information about benefits for this position, visit

Shift:

First Shift (United States of America)

Temporary or Regular?

This is a regular position

FTE (Full-Time Equivalent):

100.00%

Union/Bargaining Unit:

Not Applicable

About the UW

Working at the University of Washington provides a unique opportunity to change lives – on our campuses, in our state and around the world.

UW employees bring their boundless energy, creative problem-solving skills and dedication to building stronger minds and a healthier world. In return, they enjoy outstanding benefits, opportunities for professional growth and the chance to work in an environment known for its diversity, intellectual excitement, artistic pursuits and natural beauty.

Our Commitment

The University of Washington is committed to fostering an inclusive, respectful and welcoming community for all. As an equal opportunity employer, the University considers applicants for employment without regard to race, color, creed, religion, national origin, citizenship, sex, pregnancy, age, marital status, sexual orientation, gender identity or expression, genetic information, disability, or veteran status consistent with UW Executive Order No. 81 .

To request disability accommodation in the application process, contact the Disability Services Office at or .

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 .