Part Time Grants Manager - Temporary

Key Responsibilities

• Manage cooperative agreement budgets in coordination with program directors and PI.
• Organize, monitor and facilitate the development of subaward recipients’ progress reports and proposals, including assisting internal and external subaward recipients with all aspects of the process.
• Ensure subaward recipients’ proposals and progress reports are received by deadline.
• Use grant submission systems to manage progress report information and documents; submit proposals and progress reports in coordination with the UW Office of Sponsored Programs (OSP) and other UW departments as necessary, including preparation of the UW eGC-1 grant application form.
• Act as primary contact for the subaward administrator in OSP pertaining to any primary award or subaward matter.
• Act as the programs’ department contact for UW Grant and Contract Accounting (GCA), and other UW departments, such as Procurement Services and the Equipment Inventory Office.
• Track cooperative agreement funding allocations.
• Perform tasks related to opening and closing program budgets, and closing cooperative agreement, including monitoring to ensure GCA financial reports are submitted to sponsor.
• Process outreach subawards per the cooperative agreement, including: serving as contact for subrecipients; entering subaward information into SAGE if required; purchase order setup; subaward monitoring repayments and reporting; troubleshooting invoice issues; closing.
• Continually develop and maintain internal tracking system for award funding process.
• Prepare budget analyses and narrative in support of potential program plans and ad hoc budget-related requests including: Prepare, compile, and provide budget expense reports on demand. Identify trends and notify directors of possible over- or under-spending. Produce balance projection reports on demand. Suggest/Draft solutions when cooperative agreement-related questions arise.
• Cookbook verification of Grant and Contract Certification reports.
• Oversee and improve all fiscal operations to achieve accuracy, efficiency, and compliance with state and federal/sponsor policies and regulations. After budget turnover, ensure UW departments charging program budgets are notified of new budgets, and ensure new budgets are available and “default” in pertinent UW systems; Act as liaison to UW Libraries payroll manager for payroll matters.
• Afford fiscal and other agreement records in compliance with the appropriate UW records retention schedule.

Departmental Fiscal and Purchasing Operations

• Develop or assist in developing department policy regarding cooperative agreement activities, especially fiscal-related activity.
• Reconcile program budget “Reconciliation” and “Summary” reports and update department shadow bookkeeping system, taking corrective action when needed. Notify program directors when the Reconciliation reports are ready for their approval.
• Reconcile accounts for team credit cards and maintain department tracking of credit card purchases, taking corrective action when needed.
• Purchasing/Payables-related: Purchase and receive programs’ non-supplies items (hardware, software, services and memberships). Pay invoices. Process travel and other staff reimbursements.
• Track equipment-related: Tag equipment and inventory if needed. Track equipment (including Surplus/Transfer). Take physical inventory as required by UW Equipment Inventory Office. During the annual equipment insurance renewal process, review/add/delete equipment, and renew insured items for the coming year.

Communications and Outreach

• Aid in development and dissemination of explanatory and publicity material about R5 programs and services.
• Attend weekly meetings for program discussion.
• Understand and abide by the Libraries Personal Communication Responsibilities.
• Communicate appropriately, effectively and positively.
• Play an active role in staying informed and participating in Libraries and unit meetings, activities and events.