Grant Management Specialist

Grant Management Specialist

FLSA Status: Nonexempt

Months Per Year: 12

Hours Per Week: 37.5

Employment Status: Full-Time

Work Model: Hybrid Eligible*

Seattle University will be one of the most innovative and progressive Jesuit and Catholic universities in the world, educating with excellence at the undergraduate, graduate, and professional levels. We embrace an intersectional framework for defining diversity in its broadest sense, including differences in gender, gender identity, race, ethnicity, generational history, culture, socioeconomic class, religion, sexual orientation, national origin, citizenship status, political perspectives, geographic origin and physical ability. Seattle University strives to be a welcome, open and safe campus climate for all who learn, live and work at Seattle University.

Seattle University's Core Competencies

• Effective Team Collaboration: Works harmoniously with others towards a common goal, leveraging individual strengths to achieve shared objectives.
• Emotionally Intelligent Communication: Engages in a skillful exchange of information, thoughts, and feelings, verbally and non-verbally.
• Ethics and Integrity: Demonstrates an unwavering commitment to honesty, professionalism, and alignment with our Jesuit mission in all actions and decisions.
• Flexibility and Innovation: Embraces change, approaching problems with curiosity adaptability, and is committed to making a positive impact.
• Mindful Inclusion: Fosters mindful inclusion by consciously creating a workplace that celebrates differences, embraces cultural humility, and empowers uniqueness.
• Outcomes-Driven Orientation: Sets clear objectives, pursues excellence, and delivers measurable outcomes while upholding Jesuit Catholic values.

Position Description

The Office of Research & Sponsored Projects (ORSP) has an exciting opportunity for an organized, financially minded and detail-oriented individual to grow in the field of research administration at Seattle University.

Under the direction of the Director, the Grant Management Specialist (Specialist) will fill a critical gap in the ORSP by providing support to Principal Investigators (PIs) and college and center-level sponsored project staff on awards and budget management in alignment with sponsor and SU policies and procedures. The Specialist will collaborate closely with the Assistant and Associate Directors and Associate Controller to ensure exceptional award management and support.

The ideal candidate is detail-oriented, organized, and proactive; committed to exceptional service for PIs and project staff; motivated to expand their knowledge of sponsored projects; able to work independently while balancing competing priorities; and a strong communicator who thrives in a collaborative, deadline-driven environment. This role requires demonstrated knowledge in budget and financial management.

After an initial in-person training period, this position will be eligible for a hybrid arrangement in accordance with Seattle University's Staff Flexwork Program.

Award Set-up and Administration (20%)

This position will support the Assistant Director of Post Award with the award set-up and ongoing administration, providing timely and high-quality service to faculty and staff PIs, budget managers, and other sponsored project personnel through the following:

• Participate in and contribute to New Award Meetings for all awards. Complete New Award Meeting follow-ups including route documents for signature, document filing, communication of materials across constituents
• Provide guidance and troubleshooting to PIs on how to navigate SU's internal processes and systems such as ProcureSU, InformSU, EngageSU, Projects Accounting, and Workday for matters related to personnel hiring and payment, procurement, contracting, and budget monitoring
• Assist Associate Controller and Assistant Director with award set-up and maintenance in Workday
• Support PIs with tracking report due dates and preparing or obtaining financial reports
• Maintain project records and files and update award information in OneAegis and Workday
• Support project revisions in collaboration with Assistant and Associate Directors
• Track and follow-up with PIs and budget managers on internal post-award paperwork and processes (quarterly reports, compensation reviews, closeouts, salary allocations, etc.)
• Act as Post-Award Lead (PAL) on select awards - set-up new awards in SU systems, prepare new award overview and facilitate new award meeting, act as primary ORSP contact throughout life of project;
• Remain up to date with regulatory fields (e.g., federal guidelines, Uniform Guidance, sponsor-specific terms, NSF PAPPG, NIH Grants Policy Statement, etc.)

Grant Accounting Support (40%)

This position is responsible for supporting PIs with submitting and navigating grant financial transactions through SU's internal systems, ensuring all expenses are allowable, allocable, reasonable, and timely. The GMS will support the Assistant Director of Post-Award with regular financial reviews of projects and initiation of the closeout process.

• Assist PIs with processing purchase orders, requisitions, reimbursements, and invoices in ProcureSU, Chrome River, and Workday, as needed.
• Assist Associate Directors with preparing, processing and tracking payroll actions for faculty and staff budgeted on sponsored projects.
• Review and approve reimbursement requests, purchases, invoices, independent contracts, and other expenses through ProcureSU and Workday after submission by the PI/divisional budget manager.
• Under the direction of the Assistant Director of Post-Award, maintain an internal accounting system for select sponsored projects, as needed, to enable real-time (unofficial) budget status updates and monthly reconciliation
• Support Assistant Director of Post-award with reconciling and monitoring grant budgets on monthly basis to proactively identify and mitigate areas of concern
• Participate in regular meetings with PIs, budget managers, and/or support staff to review award administration, financial management and spending, quarterly reports, compensation reports, and other required attestations in collaboration with the Assistant and Associate Directors.
• In collaboration with Assistant and Associate Directors, manage close out process for all sponsored projects; issue and track closeout forms
• Gain an understanding of and remain up to date with standard grant accounting principles (such as allowability, allocability, reasonableness)

Project Coordination Support (10%)

This position may provide dedicated project coordination support on select programmatic awards for limited durations during project period. In addition to supporting the financial transactions and tracking for these awards, this may include administrative support such as:

• Preparing and processing participant agreements
• Processing payments to project participants, student payments and reimbursements, honoraria, or other payments
• Assisting with the hiring of students or other project personnel
• Supporting event or activity logistics (such as placing room reservations, catering orders, communications, etc.)

Subawards and contracting Support (10%)

Under the direction of the Assistant Director of Post-Award the Specialist will coordinate subaward and contract agreements and invoices, including:

• Draft subawards and contracts using standard templates
• Facilitate the issuance and execution of subcontracts, including independent contractor agreements, and subawards
• Set-up vendors, purchase orders and process subaward and contract invoices

Compliance Monitoring Support (5%)

This position will assist the Director and Assistant Director of Post-Award with the monitoring and management of non-financial compliance including, but not limited to, financial conflict of interest, research training requirements, and other areas as required by sponsors, laws, and institutional policies.

• Following award set-up, communicate non-financial compliance needs with Director
• Monitor, communicate, and track research training requirements with affected individuals (faculty, staff, and students).
• Monitor and process FCOI certifications; ensure annual certification completion in OneAegis.
• Support Academic Safety Officer with research compliance, as needed
• Support the Director and Assistant Director with other monitoring, management, and tracking, as requested.

ORSP Administration and Communications (15%)

• Monitor and triage the shared ORSP email inbox - respond and/or forward to the appropriate ORSP team member
• Document and update standard operating procedures
• Assist with data maintenance and prepare ORSP and sponsored project data reports, as requested
• Assist with office marketing, communications, website development and updates
• Support ORSP event logistics (room reservations, zoom/webinar set-up, catering orders, communications, RSVPs, etc.)
• Support Director with organization and facilitation of internal funding opportunities
• Support Director with facilitation and follow-ups of cross campus committees and working groups
• Support Director as back-up administrator/support in OneAegis system
• Support the grants transition to Workday and serve as the Workday subject matter expert for ORSP team
• Assist with state, federal, and sponsor audits and reviews, as needed
• Assist with facilitation of faculty and staff learning opportunities, as led by ORSP leadership
• Develop and provide post-award tools, web content, and resources regarding SU platforms and procedures (e.g. Workday grants manual, budget tracking worksheets, etc.)

Other

• Engage in regular professional development and engagement in the field of research administration

Qualifications

• Bachelor's degree and two years of related work experience or an equivalent combination of education and experience sufficient to successfully perform the essential duties of the position.

Desired qualifications

• Experience working in an Institution of Higher Education and/or Nonprofit environment.
• Knowledge of and/or experience in grant and contract administration.
• Background in budget or financial management
• Experience working with Workday in a higher education environment
• Strong background in using Microsoft products such as Outlook, Word, Excel, Power Point; Collaboration tools, and other technology platforms to increase efficiency

Application Instructions

Please attach a cover letter with your resume when applying. Job postings are open until filled, unless otherwise specified.

Compensation at a Glance

Salary Range: $62,700 - $65,000

Seattle University has provided a compensation range that represents its good faith estimate of what the University may pay for the position at the time of posting. The salary offered to the selected candidate will be determined based on factors such as the qualifications of the selected candidate, departmental budget availability, internal salary equity considerations, and available market information, and not based on a candidate's gender or any other protected status.

Your total compensation goes beyond the number on your paycheck. Seattle University provides generous leave, health plans, and retirement contributions that add to your total compensation package.

Benefits at a Glance

Consistent with its fundamental Jesuit values, Seattle University offers a wide range of benefits designed to care for the whole person. Choose from three different medical plans, a dental, and vision insurance programs. Protect your income with life, short & long-term disability coverage. Plan for your future with up to a 10% employer contribution for retirement benefits, comprised of a 5% nonelective employer contribution and an additional dollar-for-dollar match of your voluntary contributions up to a maximum of 5%. You may also take advantage of 100% paid tuition benefits for the employee and dependents, a subsidized transportation benefit, a wellness program with free access to an onsite fitness facility, and a wide variety of campus events. Enjoy a generous holiday schedule, including a paid Holiday break closure in December, vacation and paid sick leave, and paid community service leave. For more information explore the Benefits website at: https://www.seattleu.edu/hr/benefits/

Hybrid Eligible

This position may be eligible for a hybrid schedule after successful completion of an introductory work period of 3-6 months. This may mean that a hybrid eligible role will begin on-campus initially and then will transition to hybrid format following onboarding and training. Flexible work plans are subject to periodic review and may be changed or terminated at any time for any reason at the university's discretion.

*All employment offers are contingent upon the successful completion of a background check.*