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Req #: 233593

Department: WASHINGTON SEA GRANT

Appointing Department Web Address: https://wsg.washington.edu/

Posting Date: 04/25/2024

Closing Info: Open Until Filled

Salary: $6,250 - $7,084 per month

Shift: First Shift

Notes: As a UW employee, you will enjoy generous benefits and work/life programs. For a complete description of our benefits for this position, please visit our website, click here. (https://hr.uw.edu/benefits/wp-content/uploads/sites/3/2018/02/benefits-professional-staff-librarians-academic-staff-20230701_a11y.pdf)

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.

A leader in research, outreach and education for more than 50 years, Washington Sea Grant (WSG) envisions healthy, productive and resilient coastal and marine ecosystems that sustain Washington’s rich cultural and maritime heritage, vibrant coastal communities, clean waters and beaches, prosperous fisheries and aquaculture, diverse wildlife and an engaged public. The WSG mission is to help people and marine life thrive by supplying research, technical expertise and educational activities that support the responsible use and conservation of ocean and coastal ecosystems. It seeks to forge tools, foster insights, build capacity and maintain relationships for sustainable management, enjoyment and use of Washington’s marine resources. WSG celebrates the diversity of people and the environment and the complex interactions between them. Facilitating practical and collaborative solutions to today’s ocean and coastal issues, WSG serves as a trusted broker of scientific and place-based information and real-world expertise that honors the history, people and places of Washington.

To accomplish its mission and achieve its vision, WSG adheres to a set of core values focused on excellence, equity, innovation and societal impact. Guided by our values, WSG strives to create a thriving, equitable, inclusive, and accessible workplace that empowers its staff to effectively serve and reflect the diverse communities of Washington.

Washington Sea Grant is seeking a full-time Grants and Financial Manager to join the Operations Team. Position Purpose and Overview:

WSG currently manages an annual budget of approximately $9 million, spanning research, education, communications and outreach projects, consisting of more than 100 award lines across multiple University of Washington (UW) departments and investigators, and dozens of subcontracts with outside institutions. The Grants and Financial Manager will manage grant and non-grant funding sources and assist the WSG team with business processes related to administrative operations, working closely with one senior Grants and Contracts Manager and reporting to the Assistant Director for Operations and Culture. This position will be responsible for fiscal and compliance management of funding sources and contracts with varying levels of complexity from multiple sources, ensuring budgetary and administrative compliance under federal, state and other regulations. The Grants and Finance Manager will participate in the maintenance of complex financial management systems and development of policies and procedures related to business operations to support the projects of WSG. In collaboration with the Assistant Director for Operations and Culture, they will perform data analyses to project future budgets, analyze unit budget and financial information, and develop performance measurement tools for WSG.

This position will receive minimal direction, will be expected to work independently and have excellent judgment with knowledge and understanding of financial processes, which may include budgeting, grant proposal preparation and submission, payroll, and financial reporting. They must independently communicate and work effectively with a broad spectrum of people both on and off campus, including multiple levels of university officials, faculty, staff, funding agency officials, federal and state employees, private business, community organizations, and foundation sponsors and their representatives. Strong written and verbal communication skills are required to work closely with staff, faculty and sponsors to facilitate effective project management.

This person must be detail-oriented, organized and creative. They will need to be nimble, efficient, flexible, and collaborative but also work within university regulations. This will require someone who can think outside the box, sharing their ideas and working effectively as part of the WSG team.

DUTIES AND RESPONSIBILITIES Financial Management (70%):

The Grants and Financial Manager manages non-grant funds, contracts administration, grant administration and business processes for Washington Sea Grant. This includes:

• Create and maintain standardized monthly reporting for all WSG funding sources spanning across both grant and non-grant sources. • Provide financial information, advice and guidance to principal investigators (PIs) or project leads related to budgetary matters. • Represent Washington Sea Grant with Office of Sponsored Programs (OSP), Grants and Contract Accounting (GCA), and other university departments. • Manage grants and contracts from pre-award issues through closings, including completing and submitting all required financial reports. • Identify, investigate and resolve problems related to research grants and contracts at various levels of the university and with external sponsors. • Be a technical expert on grant, contract and financial administration for Washington Sea Grant principal investigators and other staff, providing direct consultation and advice to the WSG leadership team, as needed. • Consult with PIs and staff concerning payroll, compliance, supplements and extensions, reporting requirements, and closing issues, and alert them to any concerns. • Ensure that UW Effort Reports and Cost Share reports are completed and signed in a timely manner. • Ensure grant acquisitions and expenditures are in compliance with UW and federal requirements and in compliance with audit requirements. • Design and implement a comprehensive summary report for WSG of all awarded grants, contracts and other funded projects containing information needed to accurately manage them (e.g., sponsor data, performance period, cost share, type of award, budget information, deliverables, report deadlines, spending authority, etc.). • Oversee the maintenance of this system and help ensure PIs and fiscal team meet their deadlines using project management software. • Maintain and improve grant, cost share and other financial administrative systems and/or spreadsheets. • Maintain and improve procedures to ensure efficiency in all the above.

General Washington Sea Grant Administration (30%):

• Working with the Assistant Director for Operations and Culture, maintain salary and effort spreadsheets; forecast fiscal needs and commitments; develop long-term planning documents; participate in the planning of new programs by conducting analyses of unit needs and resources. • Working with the Assistant Director for Operations and Culture and WSG PIs, ensure the costing allocations in Workday are submitted within the payroll period deadlines and are aligned with the appropriate effort on the project. • Create policies and procedures to ensure all university and federal deadlines are met for financial management and budget creation. • Serve as backup to the Assistant Director for Operations and Culture and others within the Operations Team when leave is taken. • Perform related duties as required.

MINIMUM REQUIREMENTS

A bachelor’s degree, and at least three years’ experience in financial management.

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

• Experience creating and managing financial spreadsheets and reports. • Experience working independently, setting work priorities and managing details and multiple tasks. • Ability to work efficiently and effectively in a fast-paced, financially complex environment. • Excellent written and oral communication skills. • Advanced Excel/Google Sheets skills. • Maintains a strong orientation toward providing excellent customer service.

DESIRED QUALIFICATIONS

• Familiarity and understanding of UW budgetary policies and procedures and federal grant and contract policies and procedures. • Experience using UW systems including Workday, SAGE, AwardPortal, or experience with other complex financial systems at other organizations. • Experience with pre-award and/or post-award budget development and management. • Experience using project management software such as Asana. • Demonstrated experience in innovation re: administrative systems, partnerships, etc. • Excellent knowledge of Microsoft Office Suite software, including Outlook and PowerPoint and Google Drive products.

Application Process: The application process 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 log into your “My Jobs” page. If you choose 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.

University of Washington is an affirmative action and equal opportunity employer. All qualified applicants will receive consideration for employment without regard to, among other things, race, religion, color, national origin, sexual orientation, gender identity, sex, age, protected veteran or disabled status, or genetic information.