Updated: 2 months ago
Location: Seattle, WASHINGTON
Deadline: Open Until Filled

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 University of Washington (UW) is proud to be one of the nation’s premier educational and research institutions. Our people are the most important asset in our pursuit of achieving excellence in education, research, and community service. Our staff not only enjoys outstanding benefits and professional growth opportunities, but also an environment noted for diversity, community involvement, intellectual excitement, artistic pursuits, and natural beauty.

The University of Washington School of Nursing is global leader in clinical, translational, and population health research. Dedicated to pioneering improvements in health and health care, in FY 21, we were awarded over $20 million in research grants and sponsored projects. The School of Nursing strives to advance high-impact, innovative nursing science that improves the human condition by providing robust infrastructure that fosters innovation and excellence throughout the research grant and sponsored project lifecycle. We are strongly committed to creating an environment of active belonging through our dedication to building anti-racist practices and resources across the research enterprise. We celebrate diversity in strengths and believe that each member of our team contributes to broadening the lens with which we view our work and engage the community we serve.

The School of Nursing has an opportunity open for a Full-Time Program Operations Specialist in the Office for Nursing Research.

The Program Operations Specialist will independently manage the grant support functions for their team’s portfolio of investigators on behalf of the SoN including identify funding opportunities, prepare submission timeline and institutional administrative needs for submission, review final documents for congruence with sponsor guidelines, and solicit, technically edit and maintain biosketches, COI and other support documents for PIs and frequent collaborators in their team’s portfolio. This position is expected to be technically and organizationally skilled.

This position is crucial to the successful procurement of external funding in the School of Nursing, the quality of the grant and sponsored project applications being submitted, and faculty productivity. As a liaison between sponsors, investigators, and campus partners, this role is critical to maintaining effective relationships, and responsiveness to University of Washington, WA state, federal, and sponsor policies, regulations, and values. This position will function across the departments and school, and work with the Director of ONR, department administrators, and multiple PIs across campus.


Plan/Propose/Set  (80%)
·        Collaborate with Principal Investigators and program staff to ensure that each grant application is successfully submitted, providing support for new proposals, competitive renewals, supplements and extensions.
·        Manage and coordinate all aspects of proposal submissions including but not limited to developing grant submission timelines, draft budget and justifications, compiling proposal documents in university and sponsor application portals
·        Ensure compliance to UW, SoN, and sponsor requirements
·        Review final documents for consistency with sponsor page limits, formatting requirements and provide limited technical editing when appropriate
·        Facilitate communication with collaborators, soliciting and reviewing proposal documents
·        Create electronic grant folders and timeline spreadsheets ensuring that grant application forms and processes comply with current guidelines
·        Finalize grant applications including formatting, proofreading, formatting, pagination, biosketches, and final preparation for submission
·        Work with the Director of ONR to project and monitor grant applications

Set up/Manage/Close out  (15%)
·        The Program Operations Specialists will work closely with the Principal Investigator (PI) to solicit, edit and manage all Just in Time documents; facilitate collaborative agreements with appropriate university and external partners; and lead the JIT transition meeting with the PI and the post-award specialists.
·        Lead JIT transition set-up meeting with PI, team and post-award specialist (updating database with key dates, etc)
·        Facilitate study start up process such as: IRB/clinical trials set up, changes in scope, personnel or sites, and transition of the project from pre-award to post award management
·        provide advice and coaching to faculty, staff and students, assess their progress in these parts of the program, and take appropriate action
·        Work with PI, Research team, and Post award to communicate with sponsor, investigate University and Sponsor requirements
·        Support investigators with annual and final reports including tracking deadlines, coordinating required components, and facilitating submission. Work with post-award to gather financials and personnel reports. 

Special Projects (5%)
·        Work collaboratively with School of Nursing Departments and the University Office of Sponsored Programs
·        Attend monthly SoN ONR pre-award research meetings and interface with other grant submitters throughout the school for consistency and relevance, as well as keeping up to date with University policies and procedures via MRAM meetings and university trainings, webinars, and workshops offered by the Office of Sponsored Programs.
·        Conduct ongoing review of existing procedures and develop new approaches as needed.
·        Inform Research Administration Manager on status of research activities and issues on a regular basis.
·        Perform briefings and/or trainings
·        Research, lead and delegate special projects as needed.
·        Other duties as assigned.

Minimum Requirments

·        Two (2) years’ experience working with federal and non-federal grants and contracts.

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

• Demonstrated commitment to valuing diversity and contributing to an inclusive working and learning environment
• Demonstrated ability to manage priorities to meet deadlines while maintaining attention to detail.
• Excellent written and spoken communication skills.
• Ability to take initiative and work in a collaborative team environment.
• Advanced experience with Microsoft Office, particularly Excel.

• Experience developing and monitoring complex budgets.
• Experience with state and federal financial regulations.
• Experience interacting with faculty and department leadership in project management context.
• Experience with UW financial and sponsored project systems and workflows
• Familiarity with UW systems (SAGE, MyFD, Ariba, Workday)
• Familiarity with UW, NIH, HRSA and Wa State sponsored project compliance requirements

This position requires the flexibility to work evenings and weekends occasionally when proposals, projects, or other deadlines are due. Though some onsite work may be required, this position is eligible for hybrid remote consideration.

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.

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