Grants and Contracts Administrator

PNP Staffing Group in Seattle, WA

  • Industry: Accounting - Accounts Payable/Accounts Receivable/Bookkeeping
  • Type: Full Time
  • Compensation: $60,280.00 - 88,590.00 / Year*
position filled

Responsible for managing grant and contract proposal preparation, fiscal process review and budget development, effort management, closeout and reporting oversight, and maintenance of grant management tracking systems. Will serve as a liaison between the Center Business Office, Principal Investigators (PIs), fiscal and administrative support personnel, clinical research staff, and central Research Support Services divisions.

Grant and Contract Project Development and Management (pre-award):

  • Serve as the primary contact for PI s to initiate grant applications, clarify proposal guidelines, prepare and distribute timelines and checklists to investigators; ensure effective communication and coordination of project proposal development and submission; work closely with OSR-Sponsored Projects Officers (SPOs) to resolve issues that impede submission of grant applications; guide research staff toward appropriate utilization/ implementation of the organization resources
  • Manage preparation of all competitive grant proposals for submission to granting agencies; ensure proposals are well-prepared, compliant, and achievable
  • Monitor interim reporting requirements (via progress reports)
  • Work with PI s and/or Clinical Research Billing Analyst to develop comprehensive budgets for the preparation of grant and contract applications; review and coordinate requests with investigators, PI s and the programs to ensure adequate levels of funding and effort to complete the project goals
  • Process and track internal sign-off
  • Ensure that sponsor and the organization policies and procedures are followed; prepare informative materials and lead project management for the organization site visits
  • Conduct research and/or literature searches to identify potential funding opportunities; disseminate to the organization staff

Coordinate progress reports:

  • Coordinate and assist the PI with timely submission of progress reports and grant required reports to sponsors
  • Ensure current and active IACUC and/or IRB approval is in place at the time of the progress report submission
  • Contact/coordinate information exchange from subcontract sites (level of effort, more than 25% carryover, etc.) for inclusion in patient s progress report
  • Initiate, route and complete the internal sign-off form

Research Account Project Management (post-award):

  • Direct and implement budget creation and changes; ensure transactions can be met with available funds
  • Disseminate activity setup information to the Business Manager, PI, research and administrative staff; ensure project implementation within designated fiscal constraints
  • Oversee budget administration; ensure compliance to policies and regulations; research and identify resolutions to budget inquiries and issues
  • Maintain budget spreadsheets to track expenditures for reporting and projection purposes; track cost-sharing for faculty
  • Monitor financial payment schedules with sponsors to ensure timely submission of invoices and receipt of payment; monitor and approve, as appropriate, research project expenditures
  • Code and approve invoices for grant expenses within delegated authority
  • Monitor expiration dates of funding; prepare and distribute notification to PI
  • Complete project close-out by reconciling revenue and expenditures, and requesting final invoices (incoming and outgoing); ensure accounts do not experience unapproved deficits; partner with Research Finance to close-out Lawson activity by review and approval of reconciliations and FSR documentation

Maintain Grants Management tracking systems:

  • Develop and maintain research funding management systems (access database, etc.) to preserve the accuracy and data integrity of grant and contract application and award data; ensure funding metrics are readily available for data analysis and reporting
  • Track letters of inquiry, proposals, awards, and grant progress reports in grants management database
  • Maintain working grant files and ensure files are accurately monitored and maintained in compliance with the organization and sponsor regulations

Participate in training and development activities:

  • Read and understand changes in applications procedures for federal and non-federal sponsors; remain current on the organization-based policies for grant applications, and incorporate them into application reviews, preparation and staff training
  • Conduct ongoing review of existing procedures and develop new approaches, as needed, following changing institutional and sponsor guidelines
  • Provide training for the PI s and staff regarding grant preparation and submission, budget reconciliation, and research funding opportunities; ensure successful communication of new processes and changes to existing policies and procedures
  • Contribute to the content of the organization web pages that relate to research opportunities, award summary data and metrics, FAQs and fact sheets


Minimum Education and Experience: (Identify only education requirements that are legally defensible e.g., an attorney needs a Juris Doctor)

Required Education/Experience:

  • Bachelor s Degree in Business, Finance or related field, or equivalent combination of education and experience.
  • At least five (5) years administrative and/or management experience
  • At least three (3) years experience managing federal and non-federal grant application/award processes and post award grants management.


  • Certified Research Administrator.
  • UW fiscal processes and systems.
  • Supervisory experience.

Knowledge, Skills, and Abilities:

  • Demonstrated knowledge of budget and accounting management for federal and non-federal grants.
  • Knowledge of current and emerging trends in technologies, techniques, issues and approaches in research administration.
  • Knowledge of pre and post-award grant management procedures and principles
  • Knowledge of database software applications, and proficiency using MS Office (Outlook, Word, Excel and Access).
  • Advanced analytical and critical thinking skills.
  • Advanced verbal and written communication/interpersonal skills.
  • Excellent organizational and prioritization skills, with attention to detail.
  • Strong decision-making skills.
  • Database management skills.
  • Able to prioritize and manage multiple tasks, often with competing deadlines.
  • Able to handle difficult and sensitive situations, using sound, independent judgment.
  • Able to effectively present information to small and large groups.
  • Able to provide effective leadership and motivate others.
  • Able to compile, analyze, interpret and integrate information into clear, concise and informative reports, correspondence and other written materials.
  • Able to effectively interact with a wide range of professionals, including physicians, researchers, staff, consultants and administrators.
  • Able to work independently and as a team member.

* Estimated salary

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