Grants Manager

Job Description

The School of Dentistry Office of Research has an outstanding opportunity for a Grants Manager to join their team.

About this Opportunity Reporting to the Director, the Grant Manager is responsible for working closely with faculty and staff in the school and affiliate institutions in an effort to build and maintain effective working relationships and research processes that are vital to our mission. This position is responsible for managing pre- and post-award research administration activities, including proposal submission and award reporting in accordance with sponsor and University guidelines. This position works with investigators and research staff, department administrators, and students. This position is responsible for communicating compliance requirements, establishing deadlines, and communicating documentation requirements, providing ongoing financial or other status updates and ensuring that appropriate reporting of deliverables is met.

The successful candidate will possess strong analytical skills, attention to detail, independent judgment and the ability to foster effective working relationships with faculty, staff, central offices, and external sponsors in a fast-paced research environment.

Key Responsibilities • Research Administration – Pre-award Operations (45%) • Work strategically with PIs to identify and apply for grants that support current and future research initiatives. Work with department faculty, other campus units, and collaborative/subcontract institutions, prepare complex proposal budgets and other administrative sections, and compile sponsored required data/ documentation for grant and contract proposals. • Ensure accurate proposal submission. • Ensure compliance by exercising independent judgement interpreting and applying sponsor, UW, federal and state policies, rules and regulations with grant/contract preparation and implementation. • Interpret funding agency regulations and UW policies and advise PIs and project personnel. • Liaise with collaborating researcher's division, department and school administrators on submissions. • Manage the proposal process from start to finish ensuring that all sponsor requirements are adhered to - create administrative proposal documents, submit proposals and award documents through SAGE and sponsor application portals. • Critically assess budget proposals for accuracy and compliance with guidelines. • Guide applicants through internal UW deadlines. • 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. • Resolve matters related to pre-award financial activities. • Develop and maintain close relationships with both internal and external research sponsors and partners. • Support the creation and updating of grant preparation tools and templates. • Provide backup and cross-training for pre-award activities in non-academic departments.

Research Administration – Post-award Operations (45%) • Independently manage a portfolio of sponsored projects, ensuring all transactions are allowable, allocatable, and reasonable in accordance with sponsor and UW policies. • Ensure compliance with applicable UW and sponsor policies and procedures, excluding IRB-related matters. • Monitor the status of grant and sub-award agreements to ensure timely execution; maintain proactive communication with internal and external administrative offices. • Implement, monitor, and manage award budgets throughout the project period; identify and communicate variances and projected shortfalls. • Provide comprehensive financial reporting to faculty to ensure compliance with university grant oversight requirements. 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 as needed. • Meet regularly with Principal Investigators to review project plans, spending projections, and award milestones. • Assist faculty with required technical and financial reporting requirements, including progress reports, interim reports, and final reports. • Administer domestic and international research sub-awards, including setup, invoicing, and sub-recipient monitoring in compliance with 2 CFR 200 Uniform Guidance. • Collaborate with UW Grant and Contract Accounting on post-award management issues, including indirect cost application and budget adjustments. • Manage award closeout processes, including final financial reporting and documentation requirements. • Ensure accurate and timely cost-share processing where required by award terms. • Serve as Faculty Effort Coordinator for assigned PI portfolios. Ensure timely and accurate completion of faculty effort certification reports in accordance with UW and sponsor requirements. • Initiate all necessary cost allocation corrections in Workday, including but not limited to, payroll accounting adjustments and cost transfers to ensure compliance with all university and sponsor funding rules. • Provide backup and cross-training for post-award activities in academic departments. • Serve as Faculty Effort Coordinator for assigned PI portfolios. Ensure timely and accurate completion of faculty effort certification reports in accordance with UW and sponsor requirements. • Initiate all necessary cost allocation corrections in Workday, including but not limited to, payroll accounting adjustments and cost transfers to ensure compliance with all university and sponsor funding rules. • Provide backup and cross-training for post-award activities in academic departments.

SOD-OOR support (10%) • Respond to phone calls and email inquiries sent to SOD-OOR email box. • Provide administrative coordination for the School of Dentistry Regional Clinical Dental Research Center (RCDRC), including maintaining records of all research activities that occur at the Center. • Support other SOD-OOR activities as needed.

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 administration, or related field • Three or more years of experience working in research administration with substantial responsibility for grant proposal development, including complex budgets and subawards.

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 and non-federal sponsors. • Experience interacting with faculty, department and school leadership in grants management. • 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.

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 central offices (e.g., OSP, GCA). • 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 • Deadline-driven environment, occasionally requiring extended hours. • Option for hybrid schedule.

About the Team Administrative staff at the UW School of Dentistry play a vital role in supporting teaching, research, and service. Our team partners with faculty, students, clinical staff, and central UW offices to ensure effective operations, clear processes, and responsive service in a complex academic and healthcare setting.

We value collaboration, professionalism, and continuous improvement. Team members are encouraged to contribute ideas, build strong working relationships, and grow their skills while supporting a mission focused on student success and public service.

This team values accuracy, accountability, and service. Members collaborate across units to support informed decision‑making and contribute to the long‑term sustainability of the School’s mission to advance oral and craniofacial health as a global leader in collaborative education, personalized patient care, commitment to serving community needs and continuous improvement through discovery and innovation. We strive to foster a workplace rooted in respect, inclusion, and belonging. Diverse perspectives are valued, and team members are encouraged to bring their full selves to work while contributing to a culture of learning, accountability, and shared purpose.

Compensation, Benefits and Position Details

Pay Range Minimum: $67,632.00 annualPay Range Maximum: $101,448.00 annualOther 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 positionFTE (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 dso@uw.edu.

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.