Job Description

The National Network of Libraries of Medicine, Region 5 (R5) has an outstanding opportunity for a Temporary Grants Manager to join their team.

About this opportunity

Reporting to the R5 Executive Director, this position supports the operations of the National Network of Libraries of Medicine, Region 5 University of Washington / National Institutes of Health (NIH) cooperative agreement. The Grants Manager will support the R5 team 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.
Weekly hours will vary, typically 10-12 hours per week.

Key Responsibilities

Grant (Cooperative Agreement) and Subaward Fiscal, Compliance and Records Management (50%)

• Manage cooperative agreement budgets in coordination with program directors and PI.
• Organize, monitor and facilitate the development of subaward recipients’ progress reports and proposals, including assisting internal and external subaward recipients with all aspects of the process. Ensure subaward recipients’ proposals and progress reports are received by deadline.
• Use grant submission systems to manage 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 for the subaward administrator in 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.
• Process outreach subawards per the cooperative agreement, including: serving as contact for subrecipients; entering subaward information into SAGE if required; purchase order setup; subaward monitoring repayments and reporting; troubleshooting invoice issues; closing. Continually develop and maintain internal tracking system for award funding process.
• Prepare budget analyses and narrative in support of potential program plans and ad hoc budget-related requests including:
  - Prepare, compile, and provide budget expense reports on demand.
  - Identify trends and notify 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.
• Oversee 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. 

Departmental Fiscal and Purchasing Operations (25%)

• Develop or assist in developing department policy regarding cooperative agreement activities, especially fiscal-related activity.
• Reconcile 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 for team credit cards 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.

Communications and Outreach (25%)

• Assist with development and dissemination of explanatory and publicity material about R5 programs and services. 
• Attend weekly meetings for program discussion.
• 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

Required Qualifications

To be considered for this opportunity your application must demonstrate you meet both the minimum qualifications and additional qualifications listed below. Equivalent education and/or experience may substitute for minimum qualifications except when there are legal requirements, such as a license, certification, and/or registration.

Minimum Qualifications

• Bachelors in Accounting, Business Administration or related field, and two years of fiscal or project management experience.
• Applicants who do not meet these qualifications WILL NOT be forwarded to the Hiring Manager.

Additional Qualifications:

• Experience with 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.
• Experience with UW procedures, offices (OSP, GCA) and systems (SAGE, ProCard, Workday, etc.).
• 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 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.

Desired Qualifications

• Advanced degree in management, accounting, or related field.  
• Experience with NIH grants/sponsors and electronic grant application systems:  eRA Commons; Assist.
• Experience adhering to state and federal policies and regulations.

Compensation, Benefits and Position Details

Pay Range Minimum:

$33.47 hourly

Pay Range Maximum:

$40.00 hourly

Other Compensation:

-

Benefits:

-

Shift:

First Shift (United States of America)

Temporary or Regular?

This is a temporary position

FTE (Full-Time Equivalent):

0.00%

Union/Bargaining Unit:

SEIU Local 925 Libraries PLE Nonsupervisory

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 206-543-6450 or

dso@uw.edu

. 

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.