GRANTS & CONTRACTS SPECIALIST

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. 

The International Training and Education Center for Health (I-TECH) and the Department of Global Health recognizes that disparities in health around the globe stem from inequity and encourages and supports the multiple identities of staff, faculty and students including, but not limited to, socioeconomic status, race, ethnicity, language, nationality, sex, sexual orientation, gender identity and expression, culture, spiritual practice, geography, mental and physical disability and age. As reflected in the I-TECH Diversity Statement , our definition of diversity is broad, recognizing that there are multiple definitions of diversity. We strive to become a local, national, and international leader in developing and maintaining increased representation and recognition of each of these dimensions of diversity among its faculty, staff, and students.

I-TECH is a center in the University of Washington’s Department of Global Health. I-TECH has projects in more than 20 countries, and its worldwide staff work in partnership with local ministries of health, universities, non-governmental organizations, medical facilities, and other partners. I-TECH supports development of skilled workforces and overall health systems strengthening with a focus on sustainability and transition to local ownership. I-TECH is committed to being anti-racist and promotes health and equity in health for all people worldwide.   

Position Purpose:
The I-TECH Grants and Contracts Specialist leverages detailed knowledge of University regulations governing grants and familiarity with requirements of funding sponsors to review, filter, and guide grant and contract applications, awards and sub-awards.  The Grants and Contracts Specialist will work closely with project PIs to identify and pursue mission-related grant opportunities.  This position also manages, leads and tracks post award activities, to assure timely and accurate responses to funder requests, required reports, and reapplications. This position is responsible for oversight of development, implementation and tracking of sub-awards, the majority of which are in foreign countries, and many of which have never received funding from a US government source.. This position is essential in ensuring compliance with Univeristy of Washington, state and federal, as well as local country office laws and policies.

RESPONSIBILITIES

Primary duties include the following:

Grant Application Management:
• Provide guidance and support to faculty and staff across the I-TECH global network regarding the grant proposal process.
• Provide administrative and budgetary support and consultation to subcontractors on grant proposals and provide review and  technical assistance as needed to assure complete and accurate budgets and justifications.
• Represent I-TECH as the lead contact with named departments, schools and the Office of Sponsored Programs with regard to the UW proposal review and approval process.
• As delegated by Principal Investigators (PI), serve as lead contact with funding sponsor grants management offices to request and receive additional information on proposal submissions.
• Interpret grant funding opportunity announcements (FOA's, RFP's, RFA's, etc.) and serve as an expert on funder requirements, orienting and training personnel on requirements.
• Review requests for proposal documents and provide interpretation, guidance and training to personnel on proposal and award requirements and compliance.
• Work with PIs and other members of proposal application teams to complete the requirements for cooperative agreement/grant/contract applications and assemble proposals in sponsor systems.
• Assure that PI's and other staff follow all policies and procedures related to award proposals and management.
• Develop and/or review proposal budgets and budget justifications, to include training others on development of the same.
• Apply I-TECH's complex array of indirect costs to proposal budgets to include development and facilitation of F&A waivers where appropriate.
• Create budget templates that meet requirements for funding sponsors and UW Office of Sponsored Programs.
• Complete and submit electronic funding sponsor forms and UW internal forms with 100% accuracy and resolve all non-technical issues occurring during the approval process.
• Identify and distribute relevant proposal opportunities to I-TECH proposal teams

Post Award Management and Coordination:
• Serve as the point of contact and I-TECH resource for post award requirements for faculty and staff across the I-TECH global network.
• Lead development and write required budgets and budget justification documents for reapplications and in response to sponsor requests, assuring accuracy and alignment with funding sponsor requirements.
• As delegated by the PIs, serve as primary point of content with sponsors on award requirements and submissions. Serve as the contact with the Offices of Sponsored Programs and Grant and Contract Accounting for the establishment of new and existing awards.
• Review notice of awards and contracts and assure all project team members understand award requirements, terms, and conditions of award.
• Track all post-award requirements, including reporting requirements, reapplication deadlines and other sponsor requests.
• Assemble and facilitate teams to respond to sponsor requests, prior approval requests, reapplications and reporting requirements; delegate tasks as needed; and assure that required responses are completed and submitted by stated deadlines.
• Train staff as needed in budget development and writing budget justifications.
• Disseminate information among UW faculty and staff regarding sponsor requirements, to include tracking and sharing updates of the same.
• Provide administrative assistance to affiliated organizations on postaward grants administration.
• Revise I-TECH policies and procedures as needed to reflect changes in federal and other sponsor requirements; communicate to PI’s and other staff.

Sub-award Management
• Direct and build capacity building through training and technical assistance for the development of contract scopes of work, budgets and budget justifications.  Analyze, develop and recommend budget revisions based on change orders to existing contracts.
• Approve scopes of work and budgets for sub-awards before advancing documents to the UW Office of Sponsored Programs (OSP)
• Manage all aspects of the sub-award process to ensure full compliance with associated policies and SOPs of these legally binding contracts.
• Develop sub-recipient assessment tools, conduct assessments and work with recipients to develop and monitor follow up workplans
• Provide essential in-country and long-distance training and oversight regarding sponsor policies, procedures and requirements to I-TECH offices and sub-award recipients.
• Maintain up-to-date knowledge of new federal and funding sponsor regulations, to include updating and training I-TECH staff and sub-award recipients
• Work closely and serve as the primary point of contact with the Office of Sponsored Programs to establish I-TECH sub-awards.
• Design and develop project planning tools to monitor deadlines and track progress toward fulfillment of contracted agreements.
• Ensure, with the assistance of Program Managers and Country Directors/Representatives, that all contract deliverables are completed.
• Coordinate and monitor invoices and advance payments to sub-award recipients through internal I-TECH system and the UW accounting system.

REQUIREMENTS
• Bachelor’s degree in liberal arts, social sciences, business and public administration or related field with four years of experience in the development and implementation of grants and contracts
• Knowledge of federal grant and contract policies, electronic systems, grant preparation/submission experience and post-award management.
• Excellent interpersonal, written, and oral communications skills and communication of regulations to multiple audiences is needed.
• Demonstrated commitment to valuing diversity and contributing to an inclusive working and learning environment.
• The ability to work independently, problem solve, take initiative, set priorities and make sound decisions based on experience and understanding of the contractual process. Attention to accuracy, detail, and thoroughness in completing assigned duties is required.
• Demonstrated ability to facilitate communication between professionals in a manner that respects cultural differences and contributes to effective partnerships.
• Candidates should be well organized and able to handle multiple projects.
• Experience working with high-level administrators and professionals is required.
• Demonstrated ability to work in a fast-paced, complex environment with frequently changing priorities.
• Proficiency in the use of Microsoft Office applications.

DESIRED:
• Knowledge of the global health and international development environments, as well as experience coordinating activities involving individuals in several time zones and cultural and linguistic settings.
• Experience contracting with USG Agencies, particularly awards from the Centers for Disease Control and Prevention, other Department of Health and Human Services entities and USAID
• Experience with the grant submission process at the University of Washington
• Experience with USG grant submission requirements and processes

Equivalent education/experience will substitute for all minimum qualifications except when there are legal requirements, such as a license/certification/registration.

CONDITIONS OF EMPLOYMENT
This full time position is based at the I-TECH offices at the UW in Seattle. This position requires up to 15% travel to countries that often lack adequate public health and safety infrastructure. Travelers must be prepared to follow the UW and US government recommended precautions and prophylaxis for travel safety and disease prevention. This position requires participation in remote conference calls and meeting that may occur during the early morning (typically between 5-8 am) and late evening (typically 8-10 pm) in order to accommodate the time zones of the countries where I-TECH works. During heavy grant submission periods, it may be necessary to work more than 40 hours per week in order to meet grant deadlines. This position must be comfortable working with staff and faculty of all levels. I-TECH operates within a grant-funded environment. Due to this, the total amount of this position’s FTE may fluctuate based on program funding and needs.

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.