Grants Manager

FHLB Des Moines; Seattle, Northern (WA, KY); Hybrid; USD 61,000 - 92,000; Full time

Job summary

The University of Washington—Department of Bioengineering seeks a Grants Manager to provide expert post-award grants and contracts management for a large sponsored portfolio. You will manage budget execution, reporting, and compliance with sponsor and university rules to support faculty research activities.

In this role, you will collaborate with PIs, central offices, and external sponsors; oversee sub-awards, invoicing, and cost-sharing; and ensure timely, accurate financial reporting across

Qualifications

• Bachelor's degree in a related field required; three or more years in research administration and financial planning preferred.
• Proficiency in Microsoft Office; ability to develop and use complex Excel spreadsheets and reporting.
• Experience budgeting, monitoring, reconciling complex sponsored projects budgets.
• Excellent written and verbal communication; able to work with faculty and sponsors.
• Ability to work collaboratively and independently with reliability and accuracy.

Responsibilities

• Post-award administration for a portfolio of sponsored projects with compliant financials.
• Ensure compliance with UW policies, sponsor requirements, and 2 CFR 200 guidance.
• Manage awards, sub-awards, invoicing, and subcontract monitoring in Workday.
• Prepare sponsor reports, monthly expenditure analyses, and spending forecasts.
• Coordinate with PI staff, Grant & Contract Accounting, and central offices.

Skills

Analytical skills

Attention to detail

Independent judgment

Communication skills

Project management

Education

Bachelor's degree in Research Administration, Accounting, Business Administration, or related field

Tools

Workday Financials

SAGE

Excel

Job description

University of Washington department of Bioengineering has an outstanding opportunity for a Grants Manager to join their team. About this Opportunity This position exists to provide expert post-award grants and contracts management in support of the Department of Bioengineering's extensive sponsored research portfolio, which includes approximately $24 million in annual external funding. The Grants & Contracts Manager plays a critical role in ensuring sponsored projects are administered effectively and in compliance with university, sponsor, federal, state, and industry regulations. As a key member of the research administration team, this position supports faculty in managing award finances, meeting reporting requirements, and navigating complex compliance obligations, enabling researchers to focus on advancing the department's teaching, research, and innovation missions. The most demanding aspects of this position include managing a high-volume and complex portfolio of sponsored awards while ensuring compliance with evolving federal, state, sponsor, and University of Washington regulations. The Grants Manager must balance multiple competing deadlines, interpret and apply complex policies, resolve post-award financial and compliance issues, and respond to faculty needs on short timelines. Success in this role requires strong analytical skills, attention to detail, independent judgment, and the ability to build effective working relationships with faculty, central offices, and external sponsors in a fast-paced research environment. This position supports the University of Washington's primary objectives of advancing research, education, and service by ensuring the effective stewardship of sponsored research funding. The Grants Manager provides post-award administration for a portfolio of Principal Investigators within the Department of Bioengineering, helping faculty successfully manage externally funded research projects and remain compliant with sponsor and university requirements. The department manages approximately $24 million in annual sponsored funding from federal, state, foundation, and industry sources. By supporting researchers and facilitating the responsible management of grant resources, this position contributes to the department's ability to conduct innovative research, support graduate students, postdoctoral scholars, and research staff, and advance discoveries that benefit society and improve human health.

Key Responsibilities

• Post-Award Administration — 40% – Independently manage a portfolio of sponsored projects, ensuring all transactions are allowable, allocable, and reasonable in accordance with sponsor and UW policies.
• Post-Award Administration — 40% – Ensure compliance with applicable UW and sponsor policies and procedures, excluding IRB-related matters.
• Post-Award Administration — 40% – Authorize actions by central university offices and the department related to the establishment, continuation, and modification of grants, contracts, and research sub-awards.
• Post-Award Administration — 40% – Monitor the status of grant and sub-award agreements to ensure timely execution; maintain proactive communication with internal and external administrative offices.
• Post-Award Administration — 40% – Implement, monitor, and manage award budgets throughout the project period; identify and communicate variances and projected shortfalls.
• Post-Award Administration — 40% – Administer domestic and international research sub-awards, including setup, invoicing, and sub-recipient monitoring in compliance with 2 CFR 200 Uniform Guidance.
• Post-Award Administration — 40% – Facilitate sub-award setup in Workday to ensure timely invoicing; maintain adequate documentation of sub-recipient monitoring activities.
• Post-Award Administration — 40% – Collaborate with UW Grant and Contract Accounting on post-award management issues, including indirect cost application and budget adjustments.
• Post-Award Administration — 40% – Manage award closeout processes, including final financial reporting and documentation requirements.
• Post-Award Administration — 40% – Ensure accurate and timely cost-share processing where required by award terms.
• Sponsor and Internal Reporting — 30% – Partner with Principal Investigators to prepare and submit required sponsor reports, including progress reports, interim reports, and final reports.
• Sponsor and Internal Reporting — 30% – Provide financial reporting and analysis as required by sponsors; proactively communicate upcoming deadlines and reporting requirements to PIs.
• Sponsor and Internal Reporting — 30% – Deliver regular monthly reports to PIs summarizing transactions, payroll charges, and budget status for review and confirmation.
• Sponsor and Internal Reporting — 30% – Prepare monthly and quarterly spending analyses, including expenditure forecasts, personnel status, travel, equipment, sub-award activity, and other project costs; communicate findings clearly to PIs and department leadership.
• Sponsor and Internal Reporting — 30% – Meet regularly with Principal Investigators to review project plans, spending projections, and award milestones.
• Sponsor and Internal Reporting — 30% – Ensure timely and accurate completion of faculty effort certification reports in accordance with UW and sponsor requirements.
• Sponsor and Internal Reporting — 30% – Manage subcontracts in Workday, including spend monitoring, invoice review and approval, and ongoing communication with subcontract administrative contacts.
• Administrative & Compliance Duties — 30% – Review and approve grant expenditures and purchases in Workday, verifying funding availability and compliance with award terms.
• Administrative & Compliance Duties — 30% – Establish and maintain costing allocations for PIs and supporting staff in alignment with award requirements; process expense and salary transfers as needed.
• Administrative & Compliance Duties — 30% – Serve as the departmental Grant & Contract Compliance Officer, ensuring adherence to UW, federal, and state policies and regulations.
• Administrative & Compliance Duties — 30% – Serve as Faculty Effort Coordinator for assigned PI portfolios.
• Administrative & Compliance Duties — 30% – Represent the department at monthly and quarterly university, college, and departmental meetings, including MRAM and research administration staff meetings.
• Administrative & Compliance Duties — 30% – Provide regular updates to department leadership on research activities, compliance matters, and emerging issues.

Required Qualifications

• Minimum Qualifications – Applicants who do not meet these qualifications WILL NOT be forwarded to the Hiring Department.
• Minimum Qualifications – Bachelor's degree in Research Administration, Accounting, Business Administration, or a related field.
• Minimum Qualifications – Three or more years of experience in research administration and financial planning in a sponsored research environment.
• Additional Qualifications – Proficiency in Microsoft Office, including the ability to develop and use complex Excel spreadsheets and workbooks for financial analysis and reporting.
• Additional Qualifications – Demonstrated experience developing, monitoring, and reconciling complex sponsored project budgets.
• Additional Qualifications – Excellent written and verbal communication skills, with the ability to adapt communication style for diverse audiences including faculty, sponsors, and central university offices.
• Additional Qualifications – Ability to work both collaboratively and independently with a high degree of reliability, accuracy, and productivity.
• Additional Qualifications – Demonstrated ability to exercise independent judgment and resolve problems effectively.
• Additional Qualifications – Strong organizational skills and commitment to continuous process improvement.
• Additional Qualifications – Ability to manage multiple priorities and meet deadlines with attention to detail.
• Preferred Qualifications – Experience in grants management with substantial responsibility for financial reporting and subcontract administration.
• Preferred Qualifications – Familiarity with NIH salary cap limitations and related payroll management.
• Preferred Qualifications – Experience with Workday Financials, including costing allocations, expense transfers, and financial reporting modules.
• Preferred Qualifications – Knowledge of UW systems including SAGE, Workday, BI Portal and the Enterprise Data Warehouse.
• Preferred Qualifications – Strong problem-solving skills, administrative creativity, and demonstrated initiative in a complex research environment.
• Preferred Qualifications – Experience working in a university or academic medical center setting.

Working Conditions

Deadline-driven environment, occasionally requiring extended hours. Option for hybrid schedule.

Compensation, Benefits and Position Details

• Pay Range Minimum: $61,368.00 annual
• Pay Range Maximum: $92,064.00 annual
• Other Compensation: - Benefits: For information about benefits for this position, visit https://www.washington.edu/jobs/benefits-for-uw-staff/
• 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 206-543-6450 or [e-mail].

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.