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The Applied Physics Laboratory, University of Washington (APL/UW) is a premier center for research, development and advanced education in science and engineering. APL/UW was formed in 1943 at the request of the U.S. Navy to bring university resources to bear on urgent WWII defense problems. From a wartime beginning focused on effective torpedo exploders, APL/UW initiated acoustic studies and oceanographic research programs to understand how variations in the ocean environment affected the performance of Navy systems. Decades of acoustic and oceanographic studies yielded an understanding of the world's deep oceans.
Today our scientists and engineers make important contributions to understanding the earth's climate cycles with satellite and in situ sensing of ocean winds, currents, and air-sea fluxes; observations of Arctic sea ice, its variations and effects on mid-latitude oceans; and ocean tomography that reveals how the abyssal ocean mixes and sequesters carbon. APL-UW continues to lead research in the basic and applied physics of sound—from sonars used to probe the geology of the deep ocean floor to hand-held high-frequency focused ultrasound devices to image and stop internal bleeding without surgery.
APL has an outstanding opportunity for a Grants and Contracts Manager.
The Center for Environmental and Information Systems (EIS) is one of eight research departments at the Applied Physics Laboratory (APL). EIS develops new methods for environmental observation and new tools for data analysis and signal processing. EIS’s three core research areas are: acoustics and signal processing; environmental sensing and modeling; and, information and control systems.
Under the general supervision of the Department Head, this individual will assist in the management of the EIS’ grant and contract program and financial reporting of grants, contracts, and sub-awards. In addition, this position will provide event management support of special events and meetings within EIS.
This position will have a very active, hands-on role in the pre-award process for 20-25 Principal Investigators (PIs). In addition, the position will provide support, and often, hands-on management in the post award process.
This position will provide administration and day-to-day management, as assigned, of all research activities, assuring operational efficiency for the PIs and staff of the EIS research group. The person in this position is in regular contact with sponsor agencies, investigators within the University of Washington as well as directors and investigators at other research organizations (domestic and international). The Department Head will rely on this position to answer all key questions and manage issues related to research administration.
The Grants and Contracts Manager serves as liaison between APL Business & Finance staff and the EIS PIs and staff to coordinate information, respond to requests, and resolve issues to assure the goals of the research projects are met. This person is responsible for coordination of issues between the research group, sponsor agencies, and University offices. The Grants and Contracts Manager works closely with researchers and University officials regarding compliance with federal regulations and will research future funding opportunities and advise faculty.
Financial and Compliance Management
Manage the assigned Principal Investigators pre and post award grants and contracts including:
Develop and prepare budgets, graphs, figures, and other administrative sections of highly complex proposals for grants and contracts based on knowledge of sponsor requirements and program objectives. This position is the department’s subject matter expert for research proposals submitted to government sponsors such as the Defense Applied Research Projects Agency (DARPA), who have demanding requirements but whose sponsorship is critical to the overall health of APL. These proposals often have complex requirements, frequent updates or revisions, and short timeframes for response.
Establish and maintain a current knowledge base of Laboratory and University policies and procedures. Implement and maintain compliant procedures and practices. Provide subject matter advising for investigators regarding all pre- and post-award activities.
Prepare assigned grant and contract proposals, including budget development and financial modeling, and assembly of proposal and exhibits.
Provide monthly and quarterly reports that include spending analysis, forecast future needs, and communicate status and progress of personnel, travel, equipment, research sub-awards, and other spending activities. Create ad hoc reports as requested.
Interface with the University Office of Sponsored Programs (OSP), Grants and CONTRACTS Accounting (GCA), and funding agencies (including NAVSEA, ONR, NIH, NSF, DOD, DARPA).
Collaborate with funding agencies (both federal and non-federal) to resolve problems and/or obtain approval for deviation from authorized procedures.
Maintain a current-state understanding of each principal investigator’s portfolio of funded awards, and proactively advise regarding how a PI may optimize their project timelines, deliverables, and budgets. Manage and work with sub-recipients/subcontracts to ensure that proposal requirements and timelines are met. Answer questions and provide guidance of a similar nature as provided to the UW PI.
Subaward management including assisting PI’s with coordination of subaward documentation at proposal stage and subaward monitoring at award stage.
Evaluate each proposal to proactively identify and address aspects which could result in administrative delay or rejection at the APL, UW, or sponsor/customer level. Conduct a thorough quality control review of all proposals to ensure each application is meeting sponsor/proposal requirements and department policies before being routed in SAGE for campus review.
Collaborate with other staff on the development of improvement in departmental processes, tools, and communication to further enhance the service provided to PIs.
Work with the Department Head to implement process improvements.
Enhance or develop policies and procedures for pre and post-award administrative functions that result in streamlined processes and increased efficiencies.
Serve as a content expert and resource for faculty, and other staff members regarding grant and contract proposals, post-award management and compliance.
Enhance or develop systems and tools to provide regular updates to faculty and department leadership regarding changes in federal and university research directives, as well as changes to departmental procedures.
Collaborate and work closely with other grants, contracts and fiscal staff members across the Laboratory to provide training and back-up when needed. Serve as mentor and “go to” advisor for research administration topics.
Attend and participate in All Staff and Monthly Research Administration Meetings.
Attend Training for UW systems (MyFD, SAGE, SAGE, etc.)
Administer onboarding and offboarding processes for department staff
Assist with periodic organization and logistical support of occasional onsite meetings
Assist with Equipment Inventory compliance and audits. Provide support, as needed, on navigating insurance needs and requirements.
Bachelor's degree in Business, Finance, or related field. Equivalent experience can substitute for degree requirement.
At least five years experience working in research administration with responsibility for proposal development, including complex budgets and subawards.
Prior experience with DoD research contract administration, with emphasis on the proposal preparation process and all other areas of pre-award administration. Proficient at developing grant proposals and managing all post award budgeting and expenditures.
Experience interacting with faculty and department leadership in grant management context.
Ability to work independently, take initiative and ownership of work, successfully prioritize, and manage multiple projects in a deadline-driven environment.
Excellent written and verbal communication skills.
Ability to exercise independent judgment and manage competing priorities using strong organization skills.
Intermediate to advanced Microsoft Office skills using a range of software programs including Word and Excel.
Skilled at developing complex linked spreadsheets.
Demonstrated ability and/or experience handling high volume of diverse tasks, under deadlines, with consistently excellent accuracy and attention to detail.
Flexibility and resourcefulness.
Ability to obtain/maintain a Department of Defense clearance.
Equivalent education/experience will substitute for all minimum qualifications except when there are legal requirements, such as a license/certification/registration.
Active Department of Defense security clearance.
Experience working with staff from UW operations (OSP, GCA, ISO, etc.) and sponsor program and research staff.
High level of accountability – drives for results, displays a sense of ownership, and is passionate about attaining goals and surpassing expectations.
Proactive problem solver and communicator, with a desire to improve systems.
Comfortable in collaborative setting and working within and across cultures.
Advanced knowledge and experience in UW and sponsor administrative submission, personnel, acquisition, and reporting systems such as NSF Fast lane, grants.gov, GrantTracker, e-Verify, SAGE, MyFD, Workday, FIN, PAS, e-travel, eProcurement and e-Reimbursement, PaymentNet, Grant and Contract Certification Reports, and Faculty Effort Certification reports.
CONDITIONS OF EMPLOYMENT:
May be subject to successful completion of E-Verify process.
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 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 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.
Founded in 1861, the University of Washington is one of the oldest public institutions in the west coast and one of the preeminent research universities in the world. The University of Washington is a multi-campus university comprised of three different campuses: Seattle, Tacoma, and Bothell. The Seattle campus is made up of sixteen schools and colleges that serve students ranging from an undergraduate level to a doctoral level. The university is home to world-class libraries, arts, music, drama, and sports, as well as the highest quality medical care in Washington State and a world-class academic medical center. The teaching and research of the University’s many professional schools provide undergraduate and graduate students the education necessary toward achieving an excellence that will serve the state, the region, and the nation. As part of a large and diverse community, the University of Washington serves more students than any other institution in the Northwest.