Grants Compliance Analyst

Overview

The Office of Research and Graduate Education (RGE) in the University of Washington School of Medicine (SoM) has an outstanding opportunity for a Grants Compliance Analyst to perform research grant proposal and contract reviews, train and coach grant preparers on SoM proposal submission requirements and best practices, collaboratively engage in workflow engineering to maximize quality and efficiency, and monitor and report to RGE leadership on changing pre- and post-award policy and regulatory requirements affecting grants and contracts work in SoM. The successful candidate will have the option of a remote, hybrid, or onsite work location.

Reporting to the Director of the Office of Research and Graduate Education, the Grants Compliance Analyst holds independent review authority and shares responsibility in the Grant Review team for the administrative and fiscal review and approval of all research-related grant and contract submissions within SoM’s very large research enterprise. To achieve a 100% success rate in reviewing critical requirements within deadline, efficient handling of detailed review work in the Grant Review team is essential. The incumbent will bring skilled analysis and the ability to prioritize, a collaborative approach to resolving immediate challenges, and the desire to improve workflows within a team environment.

Our Grant Review Unit partners with department-level grant preparers and central University reviewers to optimize each proposal’s readiness in advance of frequent deadlines. The Grants Compliance Analysts are the senior authorities and experts within SoM regarding proposal compliance across all SoM research sites and all non-gift, non-MOU extramural grant and contract funding mechanisms. Our small team screens and addresses a range of UW, agency and SoM requirements associated with investigators, agencies, budgets, facilities, human or animal subjects, and scope of work. Efficient attention to detail, strong customer orientation, and proficiency in learning and applying policies and regulations are essential.

The Grants Compliance Analyst provides guidance and coaching as well as training opportunities. This position represents SoM on campus-wide planning and user advisory groups pertaining to grant pre- and post-award processes and funding agency policies. The Grants Compliance Analyst is responsible for briefing RGE leadership on new federal and University research requirements that may impact the SoM research enterprise.

Job Duties

Grant compliance review and policy enforcement (70%)

-           In a high volume environment, analyze complex and diverse proposal applications for compliance with SoM requirements.  Apply broad knowledge of UW and funding agency policies to ensure compliance with applicable SoM, University, and agency policies before approval;

-           Evaluate proposal documentation of available resources and commitments to federal and other granting agencies. Pursue additional documentation as required for incomplete or unclear draft proposals.

-           Approve proposal applications and related documents as the Dean’s representative and route to the Office of Sponsored Programs.

-           Proactively identify significantly non-compliant proposal packages and assist the investigators’ departments with resolution within short deadlines.

-           Communicate regarding specific proposals and grants, and emerging policy issues, with the Office of Sponsored Programs, Grant and Contract Accounting, the Human Subjects Division, the Institutional Animal Care and Use Committee, School of Medicine’s Offices of Facilities and Business Affairs, and other institutional offices to assure streamlined and consistent handling of all proposals and awards.

-           Identify novel or high risk/high profile grant mechanisms requiring advance support or escalated review. Triage unusual requirements, assure required grant elements and proposal compliance requirements are met. Brief the Vice Dean on routing proposals as needed, on occasion. Liaison with the UW Office of Sponsored Programs, academic departments and other UW units to ensure all proposal responsibilities are fully executed.

-          Monitor SoM-relevant limited opportunities requiring an internal nomination/selection process. Manage SoM announcement and selection process to ensure all routing proposals for limited opportunities are authorized applicants.

-           Prepare reports and provide analyses to the Vice Dean-RGE and others as requested by RGE leadership.

-           Assure all confidential information is protected.

Training and Outreach (10%)

-           Provide one-on-one and small group training to achieve highly skilled grant preparers throughout SoM. Serve as a SoM resource regarding grant submission requirements and solutions.

-           Develop, maintain and refresh staff-oriented educational materials to aid preparers, including website content, checklists, reference guides, and topical handouts. Identify and address new topics and emerging compliance concerns affecting pre- and post-award processes to supplement UW-wide information.

-           Identify and promote best practices during grant review processes.

-           Partner with service groups and departments to enhance training opportunities; lead and facilitate information and training sessions as needed.

-           Create and edit orientation materials as needed to support training needs. Serve as a resource to faculty and staff regarding grant submission requirements.

-           Participate in SoM’s Research Administrator Peer Network and MSA Research Workgroup as both a member and a proactive resource. Collaborate with group leaders to address departments’ learning needs, and to advocate for SoM interests.

-           Partner with the SoM Clinical Trials Office as needed to address pre-award issues pertaining to clinical trials.

-           Participate in SoM and campuswide working groups and committees as assigned.

Policy Implementation, Interpretation and Development (8%)

-           Actively monitor, review, interpret and apply policy knowledge relevant to extramurally funded research requirements including proposal development, financial management, grant reporting, and other compliance requirements.

-           Collaborate with Grant Review team members to assess and consistently implement changes to policies and procedures of SoM and UW as required to ensure a unified single, well-aligned review process across the Grant Review team. Collaborate with other schools and colleges as opportunity presents to achieve consistent standards for multi-school research proposals.

-           Advise faculty investigators and departmental staff in meeting institutional and funding agency policies and standards including budget development, eligibility to submit proposals, resource commitments, regulatory compliance parameters, intellectual property policies, and more.

-           Assist RGE leadership and partners in the analysis of and planning for institutional and school-level policies affecting proposal development and other grant requirements. Serve on SOM planning and user groups as assigned by the RGE Director.

-           Serve on ad hoc teams and committee assignments as required to assure services and policies which serve SOM research activities.

Process Management and Tool Development (7%)

-           Participate in streamlining Grant Review Team and SoM business processes, developing and refining Grant Analyst tools and tracking solutions.

-           Maintain and edit robust and accurate guidance and online resources to standardize reviewer requirements, and in response to changing review criteria, new regulatory requirements, and workflow improvements.

-           Develop and update processes and resources as necessary to effectively respond to changes in policy, business requirements, or other aspects of SoM’s research enterprise. Work with RGE’s Analytical Services unit to identify and realize opportunities for improvements to tools and tracking systems.

Other (5%)

-          Perform other duties as assigned.

Qualifications

-    A Bachelor’s degree in law, business administration, public administration or other related field or equivalent combination of education, training, and experience with six or more years of experience and demonstrated increase in responsibility and development of expertise in the field of sponsored program administration.

-    Experience in grant or contract preparation and/or administration.

-    Experience in the interpretation and application of grant policy, including federal, non-profit, and for-profit funding entities.

-    Ability to independently prioritize work and consistently follow well-structured procedures in a high volume production environment.

-    Outstanding customer service skills.

-    Ability to work effectively and efficiently as a team member.

-    Outstanding written and oral communication skills.

-    Ability to teach and mentor others in group, telephone, and email settings.

-    Ability to translate technical information into practical instructions.

-    Ability to maintain confidentiality and exercise discretion.

-    Experience using web-based solutions.

Desired Experience:

-    Experience in an academic or biomedical research setting.

-    Experience working in complex, enterprise-wide financial and data systems.