The College of Education (COE) Dean’s Office provides centralized financial, human resources and operational support to the faculty, staff and students of the College of Education as well as the external community. The Dean’s Office Finance Manager is responsible for the financial management of a variety of funding sources received by the College of Education. In this role, the Finance Manager must have a thorough understanding of grant management, in accordance with all applicable rules and regulations, and be able to communicate proficiently with principal investigators (PIs) and sponsors.
The Finance Manager will work as part of the COE’s pre- and post-award staff research team to ensure compliance with all aspects of grant management as well as oversee, implement and ensure excellent, efficient and timely financial management and customer service for Principal Investigators in the COE.
Reporting to the Director of Finance, the Finance Manager will design, develop and oversee the post-award management of research awards including overseeing financial accounting and budget reporting for the research grants that are managed in the Dean’s Office. This position is responsible for developing and managing budgets, planning fund expenditures, and preparing monthly budget reports; for advising PIs on fiscal plans and best course of action; for quarterly and annual budget reporting and post-award fiscal duties; and for overseeing and ensuring that financial resources are used effectively and in compliance with UW, state, federal and COE policies.
DUTIES AND RESPONSIBILITES
Grant & Contract Administration and Compliance Management
- Develop a thorough knowledge and understanding of the projects’ research design and goals, regulations and processes, fiscal operations, and the regulations and guidelines of various government agencies and private funders. Research, interpret and apply various UW, federal and sponsor policies, rules, and regulations and ensure compliance with requirements and guidelines. This includes award requirements as well as monitoring deadlines and deliverables.
- Consult with and serve as advisor to College of Education PIs on fiscal plans, providing detailed and customized financialreports. Generate a range of budgetary scenarios to help define the most appropriate use of available resources to accomplish PI goals with respect to both day-to-day financial decisions as well as longer term planning.
- Oversee and manage financial accounting and budgetreporting, monitor ongoing expenditures and prepare monthly budgetreports. Analyze budgets and communicate financial information and forecasts to Principal Investigators, to include monitoring actual performance in comparison to budget plans, identifying and determining budget variances and recommending best course of action.
- In conjunction with pre-award staff in the College of Education’s Office of Research Support, collaborate with faculty and potential grant collaborators to develop pre-award fiscal models, budget sketches, and final budgets on an as-needed basis. Serve as liaison to UW Grant and Contract Accounting to ensure efficient and effective day-to-day workflow, invoicing, reporting and close out activities. Serve as the first point of contact for the coordination and submission of annual reports to sponsors.
- Coordinate with other COE managers including Human Resources, the Pre-Award Grants Manager in the Office of Research Support, and Center and Program financial managers to ensure effective shared workflow and recommend system improvements of mutual benefit.
- Provide administrative oversight at a level necessary to ensure policies and procedures are in compliance with University and external policies and meet internal control standards, developing and implementing new policies and procedures as necessary.
- Review and authorize budget expenses; monitor budget activity taking appropriate corrective action as needed. Investigate and resolve complex budget problems including subcontracts to external agencies and sub budgets to other UW units.
- Review award documents such as funding actions, advising investigators and/or Grant and Contract Accounting of potential areas of concern. As needed, communicate with sponsors and other interested parties to clarify terms and conditions.
- Prepare required institutional and COE approval mechanisms for advance budget requests, no-cost extensions and coordinate and monitor administrative approval processes through the COE, other UW units, the UW Office of Sponsored Programs and Grant and Contract Accounting.
- Liaise with the department and PIs for pre-award and post-award close out.
- Coordinate with the pre-award contacts via email and phone, as well as holding quarterly meetings, to ensure a smooth hand-off at time of award.
- Pro-actively reach out to faculty for annual progress reports (e.g., RPPRs).
- Provide area financials for chairs and directors to give a whole picture of the financialportfolios of not only principal investigators but areas under the College of Education.
- Prepare and process eGC1 and sponsor documents for non-competing supplements, non-competing renewals and (incoming) subcontract renewals for faculty in portfolio.
- Maintain current & pending grant support documents for faculty in portfolio.
- Provide backup coverage for grants manager, and for other finance managers, during busy times and absences for vacation and sick leave.
- Manage at least one self-sustaining certificate program and work with program partner, Continuum College on budget development and close out
- Account for and review smaller funds on state budgets
- Attend fiscal support meetings with managers, budget analysts, and fiscal support with an eye on lean processing and quality assurance.
- Swiftly respond to data requests from Leadership and implement systems to track commonly requested data.
- Monitor costing and allocate appropriately in Workday.
- Other duties as assigned.
- Oversee a Fiscal Specialist 1 responsible for providing pre- and post-award fiscal and programmatic support to PIs with appropriate grant-related needs, including reconciliation, recordkeeping, purchasing and travel. Ensure established customer service and processing timeline commitments are met. May lead the work of temporary and hourly employees.
- BA in accounting, finance, or related field and three years of experience in financial analysis, project management, administrative support of large grants.
- Demonstrated success with supervisory responsibility that includes performance management and corrective action.
- Ability to interpret and apply higher education institutional administrative policies and procedures.
- Strong interpersonal skills and ability to exercise independent judgment and creativity; demonstrated organizational skills.
- Self-starter with ability to apply good judgment and critical thinking skills and solve problems and learn on the fly and to work with ambiguity. Function independently with minimal supervision.
- Ability to communicate efficiently and effectively at all levels within an organization.
- Ability to work under pressure with constant deadlines and changing priorities.
- An equivalent combination of education and experience may substitute for stated requirements.
- Experience with UW fiscal policies, procedures and administrative and financial management at the University of Washington including supervisory responsibilities and financial systems (MyFD, Ariba, Workday, SAGE and Grant Tracker).
- Must have strong excel skills