Staff Employment Opportunities
We are currently accepting applications for the following administrative staff positions within the Information School. To see full job descriptions and apply please visit the University of Washington's UWHires site and search by either requisition number or keyword iSchool.
Grants and Contracts Specialist
The University of Washington’s Information School is seeking a Grants and Contracts Specialist to provide effective, timely, and compliant analysis and administration of research grants and contracts. This individual will work with principal investigators, research partners, sponsors, and University research support offices to manage the full lifecycle of grants and contracts.
The Grants and Contracts Specialist works independently to design, develop, manage, and ensure timely submission of complex grant and contract proposals. They ensure effective receipt, budgeting, and expenditure of awards, in compliance with federal, state, funding agency, and University of Washington regulations, policies and procedures. In collaboration with the Director of Research Services, they are responsible for post-award procedures, record keeping, analysis, monitoring and reporting systems.
There is an expectation that the person in this position will step up where they see an opportunity to apply their special expertise or talents, speak up when they identify opportunities or concerns, and lead by taking actions that exemplify the Information School’s core values. This leadership may be expressed in diverse ways, reflecting the variety of styles and cultures that are represented by Information School faculty and staff.
What You’ll Be Doing
The Grants and Contracts Specialist provides overall management of proposals and awards for approximately half of the active researchers in the school.
Pre-award proposal analysis and support
Manage the preparation of competitive and non-competitive grant and contract proposals for submission to sponsoring agencies. Provide review and analysis of proposals to ensure complete and successful submissions. Responsibilities and areas of oversight include:
- Manage preparation and submission of complex proposal budgets, including cost sharing documentation.
- Manage preparation and submission of all other administrative and compliance components, including those related to narrative portions of proposals.
- Advise researchers on sponsor guidelines and University and funding agency policies and procedures.
- Establish timelines for and administer submission of grant and contract proposals in accordance with school, UW, and sponsor requirements and deadlines.
- Assist and act on behalf of principal investigators in negotiating terms of research grants, contracts, and subcontracts.
- Act on behalf of investigators in communicating with research partners, sponsors, and UW offices of research administration.
Post-Award financial analysis and support
Manage research awards, ensuring compliance with budget and fiscal policies, procedures, monitoring, reconciliation, and reporting for research grants and contracts. Responsibilities and areas of oversight include:
In collaboration with/on behalf of principal investigators:
- Research, interpret, and implement funding agency fiscal guidelines and rules.
- Provide financial planning and award administration support, including complex budget management, complicated expenditure transactions, and preparation of fiscal documents for external purposes.
- Initiate and monitor sub-budget allocations and sub-contract accounts; coordinate with other UW departments and external partners.
- Monitor financial activity on grants and contracts, gifts, and internal funding allocations; provide regular budget projections; determine the need for revision of fiscal plans; respond to budget variances.
- Perform complicated expenditure transactions; review UW systems used to track award activity for compliance and accuracy. Troubleshoot and prepare expenditure corrections as necessary.
- Prepare, analyze, and distribute monthly budget management and compliance monitoring reports for research grants, contracts, and gifts - including review and reconciliation of monthly transactions and actual expenditures in comparison to budget plans.
- Analyze, verify, and coordinate salary certification report approvals (FECs and GCCRs).
- Oversee all sponsor reporting requirements including managing and timely submission of all reports (RPPR, etc.).
- Monitor, track, and document cost share commitments.
- Prepare just-in-time documents as required by sponsor.
- Communicate and coordinate with iSchool Human Resources staff on payroll additions or changes for research project personnel as indicated by budget plans approved by principal investigators.
- Communicate and coordinate with iSchool Finance staff on internal reporting, policy and procedure development, travel expenditures, and internal budget transfers.
In collaboration with the Director of Research Services:
- Design and develop complex budget and expenditure monitoring and management reports, including compliance and audit reporting.
- Develop, revise, and administer policies and procedures for grant and contract financial management, record keeping, monitoring and reporting.
- Assist in the design, preparation, and interpretation of analytical reports on school-wide research funding and expenditure trends and projections for iSchool administrative leaders (primarily Associate Dean for Research, Assistant Dean for Planning & Administration, and Dean).
- Respond to compliance and other fiscal information requests from iSchool management, UW central administration, and other external partners, including reviewing and approving eGC1’s, business elements of proposals, no cost extensions, travel and expense reimbursements.
Other
- Coordinate and prepare documents for audits or other special external reviews.
- Special projects as assigned.
- Attend monthly MRAM and other research administrative-related campus presentations, workshops and trainings.
- Participate in professional development opportunities.
- Attend meetings and participate in committee and iSchool events and activities as appropriate.
- Perform other related duties as needed.
Minimum Qualifications
- Bachelor’s degree in Business, related field, or equivalent combination of education and experience.
- Minimum of three years’ experience in pre- and post-award grants and contracts management.
- Proficient with complex budget development, analysis, and reporting.
- Skilled in using MS Office, including creating and using complex MS Excel spreadsheets and workbooks.
- Experience using databases for queries and reports.
- Experience and commitment to providing accurate, detailed work products.
- Ability to work and problem-solve independently.
- Excellent written and oral communication skills.
- Ability to work effectively with faculty, researchers, and staff.
- Problem-solving skills, including active listening, planning and organizing, and teamwork.
- Ability to leverage experience while exercising expertise and informed professional judgment.
- Strong commitment to excellence in grants and fiscal services.
- Demonstrated ability to manage time and priorities among competing demands.
- Ability to adapt to change and adopt new procedures and systems and contribute to process improvement.
- Demonstrated success working with diverse populations.
Desired Qualifications
- Knowledge of University of Washington fiscal policies and procedures, including those related to grants and contracts.
- Experience with federal grants and contracts policies and procedures.
- Working knowledge of UW Systems, particularly SAGE eGC1, GrantTracker, MyResearch, eProcurement/ARIBA (including BPO preparation), and MyFinancial.desktop (MyFD); working knowledge of other applications including NSF FastLane, Research.gov, and other sponsor systems.
- Project management experience.
- Ability to assess and lead improvements in processes and work products.
What’s in it for you
- Full benefits, including medical and dental insurance and retirement plan.
- Paid vacation and sick leave, as well as 10 paid holidays a year and one personal day.
- Subsidized transit.
- Work for an exciting, cutting-edge school within the University of Washington.
Conditions of Employment
- A satisfactory outcome of a reference check of previous employment.
MSIM Program Manager
The University of Washington’s Information School is seeking an MSIM Program Manager (PM) to provide leadership and support for the administration and operations of the Master of Science in Information Management (MSIM) program.
The MSIM program has robust residential and online program options; this position will support students across all MSIM degree options, in collaboration with the MSIM Program Team composed of the Program Chair, Program Coordinator, and Program Advisor(s). The MSIM PM will manage the coordination efforts between internal and external partners relative to executing the MSIM program activities in both the residential and online modes. Key to their role will be providing direct oversight for the MSIM program operations and delivery, including managing the operational aspects of the relationship with our external online program manager (OPM) (Noodle Partners), general student activities and academic and career support services. The position will have responsibility for student recruitment, admissions, and program marketing for the online mode and coordinate these functions for the residential mode with the iSchool’s Assistant Director for Admissions.
Program operations and delivery includes planning and coordinating efforts with faculty, students, staff, and an outsourced provider of marketing, recruiting, and design resources. The PM will collaborate with the Director for Communications, Director for Student Services, Assistant Director for Career Services, Director for Academic Services, Assistant Director for Admissions, The UW Graduate School, UW Continuum College and UW IT.
In the iSchool there is an expectation that all faculty and staff will step up where they see an opportunity to apply their special expertise or talents, speak up when they identify opportunities or concerns, and lead by taking actions that exemplify the iSchool’s core values. Leadership within the iSchool is expressed in diverse ways reflecting the variety of styles and cultures that are represented by our faculty and staff.
What you’ll be doing:
Program Operations Management
- Plan, schedule, and manage the MSIM student programming to include program-specific communication with students, establishing and maintaining calendar, IT administration and digital authorship/coordination using university course delivery tools in collaboration with Student Services and OPM.
- Manage program external vendor, Noodle Partners, in marketing, recruiting, enrollment, instructional design, and student success activities for online mode.
- Plan and execute program orientation and emersion experiences for residential and online students.
- Monitor program health (budget, enrollment, student progress, faculty engagement etc.).
- Assist the Program Chair in assessing strategic program development.
- Participate in the MSIM Program Committee, including coordinating reviews of curriculum
Relationship Management (Faculty, Student Employees, Internal and External Business Partners)
- Serve as the primary operational point of contact with the General Manager assigned by Noodle Partners for the UW iSchool account for the online program mode.
- Assisting the Program Chair and iSchool Academics in course scheduling for the MSIM Program.
- In partnership with the Program Chair, design and provide faculty orientation.
- Coordinate with Academic Services on the hiring, training, support, and evaluation processes of Guest Faculty, Tutors, and Reader/Grader for the MSIM program.
- Coordinate with iSchool Alumni Relations Officer on alumni related initiatives (events, social media, correspondence).
- Serve as the key liaison for the MSIM Online Program with UW partners including the Graduate School, Registrar, Financial Aid, UW Continuum College, and UW IT.
Academic and Career Advising
- Serve as a principle contact for online students.
- Collaborate with the MSIM Academic Adviser(s) and Noodle Success Coaches to support MSIM student success throughout their academic journey; reviewing degree plans to ensure student progress towards degree completion.
- Provide academic advising to online students.
- In collaboration with iSchool Career Services, provide career advising to online students.
Recruiting and Outreach for the MSIM Program
- Lead recruitment and admissions activities for the MSIM program in coordination with Student Services Assistant Director for Admissions and the Enrollment Team at Noodle Partners.
- Coordinate with Noodle Partners on iSchool MSIM admissions recruitment events and activities.
- Represent the MSIM Program at external events such as tradeshows, conferences and forums.
- Coordinate with iSchool Communications and Noodle on the creation, writing, editing, and dissemination of promotional material (to include print collateral and other media)
Other Duties and Student Services Support
- Assist in planning Student Services activities such as all iSchool Welcome and iWelcome Week, and Convocation.
- Participate in Student Services staff functions.
- Attend academic administrative-related campus presentations, workshops, and trainings as needed and appropriate.
- Participate in iSchool events and activities as needed and appropriate.
- Perform other duties as needed.
Minimum Qualifications
- Master’s Degree in Higher Education Administration, Business Administration, Information Management or related field.
- Minimum of 2 years experience in program management, student counseling, academic administration or equivalent education/experience.
- Experience in program planning and management, preferably in higher education.
- Must demonstrate excellent communications, planning and information technology skills.
- Must be able to work independently, as part of a team, and to lead others.
- Must be articulate and able to present well in writing, verbally, and via technology.
- Demonstrated success in working with diverse populations.
- Experience supervising or leading the work of staff or student staff.
Desired Qualifications
- Experience using UW systems such as MyGradProgram (MGP) and Student Database (SDB).
- Familiarity with fee-based programs and Continuum College.
- Knowledge of Microsoft Office products including SharePoint and Access.
- Familiarity with Canvas or equivalent learning management systems.
- Familiarity with Symplicity Career CRM or similar software.
- Familiarity with video/web conferencing technology such as Zoom, Adobe Connect or Skype for Business.
- Experience in program data management (e.g., collecting, storing, analysing, reporting)
- Experience working with international students and an understanding of student visa requirements
What’s in it for you
- Full benefits, including medical and dental insurance and retirement plan.
- Paid vacation and sick leave, as well as 10 paid holidays a year and one personal day.
- Subsidized transit.
- Work for an exciting, cutting-edge school within the University of Washington.
Conditions of Employment
A satisfactory outcome of a reference check of previous employment
Questions regarding openings at the Information School should be directed to iApply@uw.edu. We will do our best to respond to your inquiry within 2 business days.
The University of Washington is an affirmative action and equal opportunity employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, age, protected veteran or disabled status, or genetic information.