Pre-Awards Grant Manager (Temporary)

FHLB Des Moines; Seattle, Northern (WA, KY); Hybrid; USD 82,000 - 87,000; Full time

Job summary

University of Washington in Seattle is seeking a Pre-Award Grants Manager (Temporary). You will lead pre-award research administration, work with PIs, sponsors, and UW offices to ensure compliant and high-quality proposal submissions.

The role covers budget creation, proposal writing, and management of the grant lifecycle, reporting, and continuous process improvements in pre-award activities.

Qualifications

• Bachelor's Degree in Business, Research Administration, or related field.
• Minimum 3 years of experience in research administration, including pre-award proposal submission with complex budgets and sub-awards.
• Demonstrated attention to detail and ability to manage multiple projects under tight deadlines.
• Experience with federal sponsors (e.g., NIH, DOD, CDC) and UW policies is advantageous.
• Strong ability to synthesize and communicate budget and policy information to scientists.

Responsibilities

• Lead development and oversight of pre-award activities, including budget oversight.
• Collaborate with PIs to identify grant opportunities and strategies.
• Manage the proposal process from start to finish, including proposal documents and portal submissions.
• Coordinate NDA/DUA/IPA reviews and processing.
• Ensure compliance with sponsor and UW requirements across proposals.
• Compile JIT materials (biosketches, other support, letters) and ensure readiness.
• Build strong partnerships with department faculty and staff.

Skills

Attention to detail

Budget/policy communication

MS Office proficiency

Education

Bachelor's Degree in Business or related field

Tools

MS Office Suite

Job description

Job Description The Department of Epidemiology has an outstanding opportunity for a Pre-Award Grants Manager (Temporary) to join their team.

About this Opportunity Reporting to the Grants and Contracts Director, the Pre-Award Grants Manager is responsible for supporting the Department of Epidemiology’s research mission by providing comprehensive leadership and expertise in pre-award research administration.

In collaboration with principal investigators (PIs), sponsor agencies, research partners and University research support offices, the Grants Manager is responsible for providing expertise across the breadth of pre-award policies and practices as defined by sponsors, federal and State agencies, and the University.

This position is responsible for all pre-award research administration operations of the assigned research portfolio.

Pre-award responsibilities include: 1) developing and administering proposal timelines, 2) creating budgets, 3) preparing administrative portions of proposals, 4) writing technical components of proposals including budget justifications, facilities descriptions, bio-sketches and similar, 5) ensuring compliance with sponsor and University requirements, 6) quality control of applications, and 7) building and maintaining strong partnership with department faculty and staff.

This position reports to the Grants and Contracts Director.

This position is based on the University of Washington Seattle campus and works closely with faculty and staff across the Department of Epidemiology and the School of Public Health.

Typical work hours are Monday through Friday during standard business hours.

Pre-Award Responsibilities

• Lead continuous process improvement of comprehensive pre-award activities, including designing and implementing new processes and systems for budget oversight and management.
• Work strategically with Epi PIs to identify and apply for grants that support current and future research initiatives.
• Manage the proposal process from start to finish ensuring that all sponsor requirements are adhered to, create all administrative proposal documents, submit proposals and award documents through SAGE and sponsor application portals, and guide applicants through internal UW deadlines.
• Facilitate the review and processing of Non-Disclosure Agreements (NDAs), Data Use Agreements (DUA), Intellectual Property (IP) agreements, and Individual Professional Agreements (IPAs).
• Review and approve proposals for the Department where Epidemiology faculty, staff or resources are involved, or when Epidemiology is the organization receiving the funding.
• Work closely with researchers and faculty to compile and organize all required Just-In-Time (JIT) materials, including but not limited to biosketches, other support, institutional commitment letters, and any additional requested information.
• Coordinate and manage Award Setup Requests (ASRs), Modifications, and related award actions throughout the award lifecycle.
• Coordinate and manage the setup of subawards, collaborating with subcontractors to ensure compliance with University and funding agency terms and conditions.
• Coordinate and manage faculty, staff, and student funding assignments throughout the award lifecycle, including initial setup, award actions, funding changes, and related sponsor and award actions.
• Obtain, review, and maintain documentation related to cost share report.
• Collaborate with other Department personnel who lead oversight of training grant tasks, providing support where needed.
• Assist PIs with strategic planning regarding funding and resource allocation for current awards and pending proposals.
• Guide and train Epi faculty and students on pre-award processes and policies; ensure PIs are in compliance with federal, state, and UW policies, procedures, and regulations.
• Resolve matters related to pre-award financial activities.
• Develop and maintain close relationships with both internal and external research sponsors and partners.

Key Responsibilities

Pre-Award Grant Management and Oversight (70%) –

• Lead continuous process improvement of comprehensive pre-award activities, including designing and implementing new processes and system for budget oversight and management.
• Work strategically with Epi PIs to identify and use the latest and most innovative technologies toward improving grant funding outcomes.
• Acquire and showcase modern tools and resources to increase scientic and philanthropic collaboration.
• Enhance application processes transparently, assuring grant compliance across stakeholders.
• Ensure integrity of datasets and accurate reporting for all peers.
• Proactively maintain partnership with internal domain specialists.

Post-Award Grant Management (20%) –

• Assist and provide backup to the Department’s Post-Award Grants Manager and Grants Director related to managing the complex financial and administrative components of sponsored research projects for PI research portfolios.
• Knowledgeably follow sponsor guidelines as detailed in award agreements.
• Liaise with PIs on post-award matters.
• Coordinate award administration activities including award modifications, continuations, supplements, no-cost extensions, carry forward requests, re-budgeting actions, and related sponsor approvals.
• Collaborate with the Post-Award Grants Manager to ensure timely implementation of award actions and sponsor requirements.

Other (10%) –

• Other duties, as assigned, that support the overall success of grant and finance activities in the Department.

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 Applicants who do not meet these qualifications WILL NOT be forwarded to the Hiring Department.

• Bachelor’s Degree in Business, Research Administration, or related field.
• Minimum 3 years of experience in research administration, including pre-award proposal submission of grants and contracts. Prior experience should include complex budgets, sub-awards, and negotiating effectively with sponsors.

Additional Qualifications

• Demonstrated attention to detail and proven ability to manage multiple projects in an organized, thorough, and timely fashion against pre-determined goals and deadlines.
• Experience with federal sponsors such as NIH, DOD, and CDC, as well as nonfederal sponsors such as the Bill and Melinda Gates Foundation.
• Ability to synthesize and communicate budget and policy information to scientists.
• Demonstrated ability to maintain harmonious relationships and effectively address complex and sensitive administrative issues.
• A proactive ability to problem solve and communicate with a desire to improve systems.
• Demonstrated ability to organize complex tasks.
• High proficiency in MS Office Suite (including Word, Excel, and Outlook), in addition to the ability to quickly learn and apply new or unfamiliar technologies.
• Demonstrated commitment to valuing diversity and contributing to an inclusive working and learning environment.

Preferred Qualifications

• Prior experience in basic science and/or clinical research program in a large academic institution.
• Working knowledge of UW policies and procedures, particularly related to grants and contracts, and experience working with staff from UW operational offices (e.g., OSP, GCA, etc.).
• Prior experience with eRA Commons, ASSIST, and Grants.gov.
• Prior experience with UW systems, specifically SAGE and Workday Finance.
• Knowledge of applicable compliance requirements related to human subjects in research, financial conflict of interest, etc.
• Prior experience using project management tools, such as Asana.

Working Conditions

• It is often necessary to respond to deadlines with short lead times.
• May occasionally need to work outside of the normal 40-hour workweek in order to respond to deadlines.

Compensation, Benefits and Position Details

Pay Range Minimum: $82,008.00 annual Pay Range Maximum: $87,000.00 annual Other Compensation: - Benefits: For information about benefits for this position, visit https://www.washington.edu/jobs/benefits-for-temporary-per-diem-and-less-than-half-time/

Shift: First Shift (United States of America) Temporary or Regular? This is a temporary 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.