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 five consecutive years. This position supports the operations of the National Network of Libraries of Medicine, Pacific Northwest Region (NNLM PNR) University of Washington / National Institutes of Health (NIH) cooperative agreement encompassing activities of the NNLM PNR and NNLM Evaluation Office (NEO) programs. The Grants Manager will supervise a subaward specialist and work as a team to support the NNLM PNR and NEO by developing and writing proposals and external communications; compiling and writing progress and final reports; providing pre-and post-award management for the primary award and subawards; producing budget expense and balance projection reports on demand; and managing budget allocations and fiscal procedures in compliance with UW and NLM cooperative agreement policies and regulations. The UW NNLM program is housed in the Health Sciences Library (HSL). The HSL is a unit of the University Libraries. It is a leader among the national community of academic health sciences libraries and has long been known for innovative information management programs and services.DUTIESGrant (Cooperative Agreement) ManagementOrganize, monitor and facilitate departmental tasks to develop the five year proposals and administrative supplements for the cooperative agreement.Develop cooperative agreement budgets in coordination with program directors and PI, and write budget justifications for program proposals.Use grant submission systems to enter and submit cooperative agreement proposal and progress report information and documents; submit proposals and progress reports in coordination with the UW Office of Sponsored Programs (OSP) and other UW departments as necessary, including preparation of the UW eGC-1 grant application form. Act as primary contact with OSP pertaining to any primary award or subaward matter. Act as the programs' department contact for UW Grant and Contract Accounting (GCA), and other UW departments, such as Procurement Services and the Equipment Inventory Office.Track cooperative agreement funding allocations.Perform tasks related to opening and closing program budgets, and closing cooperative agreement, including monitoring to ensure GCA financial reports are submitted to sponsor.Define business needs and assess impact, feability and costs of potential program plans. Prepare ad hoc budget-related requests including: Prepare, compile, and provide budget expense reports on demand. Identify trends and notify NNLM PNR/NEO directors of possible over- or under-spending. Produce balance projection reports on demand. Suggest/Draft solutions when cooperative agreement-related questions arise.Coordinate verification of Grant and Contract Certification reports.Supervise a subaward specialist responsible for pre- and post- award management of four major consoritial agreements and 8-10 small subaward per year. Ensure that the subaward specialist assists subaward recipients with all aspects, including vendor registration, invoicing, and reporting. Also ensure the subaward specialist enters subaward information into SAGE, and carries out purchase order setup, and troubleshoots invoice issues and closing. FiscalOversee and improve all fiscal operations to achieve accuracy, efficiency, and compliance with state and federal/sponsor policies and regulations. After budget turnover, ensure UW departments charging program budgets are notified of new budgets, and ensure new budgets are available and "default" in pertinent UW systems; Act as liaison to UW Libraries payroll manager for payroll matters.Assist in managing fiscal and other agreement records in compliance with the appropriate UW records retention schedule. Develop or assist in developing department policy regarding cooperative agreement activities, especially fiscal-related activity.Reconcile 3-6 program budget "Reconciliation" and "Summary" reports and update department shadow bookkeeping system, taking corrective action when needed. Notify program directors when the Reconciliation reports are ready for their approval. Reconcile accounts and maintain department tracking of credit card purchases, taking corrective action when needed.Purchasing/Payables-related: Purchase and receive programs' non-supplies items (hardware, software, services and memberships). Pay invoices Process travel and other staff reimbursements.Track equipment-related: Tag equipment and inventory if needed. Track equipment (including Surplus/Transfer). Take physical inventory as required by UW Equipment Inventory Office. During the annual equipment insurance renewal process, review/add/delete equipment, and renew insured items for the coming year.Reporting and CommunicationsDescribe and report activity and project-level information in a national data reporting system tracking activities of the cooperative agreementAttend weekly meetings for program discussion and take minutes in rotation.Contribute to the maintenance of the NN/LM PNR website, especially regarding funding opportunities. Ensure resources included on the NN/LM PNR Web site are compliant with requirements in Section 508 of the Rehabilitation Act of 1973.Understands and abides by the Libraries Personal Communication Responsibilities. Communicates appropriately, effectively and positively. Plays an active role in staying informed and participating in Libraries and unit meetings, activities and events.REQUIREMENTS A Bachelor's Degree with major study in business administration or public health. 2-3 years experience with progressively increasing administrative responsibility in grant or project management, demonstrating coordination of large projects and sets of data, including budget data in a university or other public institution. Proven critical thinking skills, ability to process complex data to solve problems and create accurate, effective reporting. Proven, strong attention to detail and accuracy. Strong written and verbal communication skills. Strong organizational skills and ability to oversee a project from conceptualization through completion. Proven ability to (re)prioritize and work quickly to meet deadlines, managing multiple tasks and responsibilities.= Ability to interpret and communicate to others complex policies and procedures. Ability to take initiative and improve processes. Strong computer skills, proficiency in Google and also MS Office software. Professional attitude; strong interpersonal and customer service skills; demonstrated ability to communicate and work effectively with a variety of internal and external customers, applying good judgment, critical thinking, discretion and sensitivity. Ability to work individually and as part of a team. Adaptable and flexible regarding duties and expectations. Willingness and ability to work over 40 hours per week when necessary to meet proposal deadlines.Equivalent education/experience will substitute for all minimum qualifications except when there are legal requirements, such as a license/certification/registrationDESIRED Experience with Adobe Acrobat, WebEx conferencing, Drupal or other CMS. Advanced degree in management, accounting, or related fields. Experience with UW procedures, offices (OSP, GCA) and systems (MyFinancial.desktop, Ariba functions, GrantTracker, SAGE, ProCard, Workday (payroll inquires), EIS and OASIS (equipment insurance and inventory). Experience with NIH grants/sponsors and electronic grant application systems: eRA Commons; Assist. Experience adhering to state and federal policies and regulations.BENEFITSAs a UW employee, you will enjoy generous benefits and work/life programs. For detailed information on Benefits for this position, click here.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
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