PROGRAM COORDINATOR

Req #: 243768 Department: OFFICE OF SPONSORED PROGRAMS Appointing Department Web Address: https://www.washington.edu/research/osp/ Job Location: Seattle - Other Job Location Detail: Telework/hybrid/remote work Posting Date: 02/28/2025 Closing Info: Closes On 03/14/2025 Salary: $3,749 - $5,010 per month Other Compensation: Union Position: Yes Shift: First Shift Benefits: 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.

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.

The Office of Sponsored Programs has an outstanding opportunity for a Program Coordinator (NE S SEIU 925 Non Supv) to join their team.

Working in a team-based environment, the Program Coordinator (PC) provides a variety of administrative support to the Office of Sponsored Programs. This person may perform a wide range of activities related to sponsored programs that include maintaining database records, reviewing and finalizing administrative pre- and post-award actions, retrieving unilateral federal grant awards from government systems, preparing associated funding actions, and initiating closeout and end of award activities. The PC may also create and manage access to various system accounts, prepare and submit periodic reports, and update and maintain procedural documentation. The PC serves as a liaison between the University and external sponsors as a regular part of the job. This individual will need to exercise judgment to prioritize tasks to meet government, funding sponsor, and University deadlines. The PC will be trained to be proficient in all areas of responsibility and provide coverage for other PCs as needed. Depending on the needs of the unit, a program coordinator’s day to day tasks may be concentrated in one or more main functional areas. The PC is expected to perform other duties as assigned.

DUTIES AND RESPONSIBILITIES

Sponsored Program Proposals and Awards

Review pre-award and post-award requests and materials for compliance with federal, state, and local regulations, University policy, and individual sponsor requirements. Such actions include, but are not limited to, the following:

Prepare, finalize, and approve administrative actions in the University’s Sponsored Projects Administration and Electronic Research Compliance (SPAERC) system.

Prepare, finalize, and approve funding actions related to check or wire transfer payments.

Respond to requests from departments or sponsors regarding proposals and awards and their status.

Process budget extensions and other end of award transactions.

Acquire and submit post-submission proposal materials (aka Just in Time) as requested by the sponsor.

Advise faculty, students, research administrators, and others on sponsored program policy and processes as they relate to pre-award and post-award activity.

Handle outgoing distribution of finalized awards.

Maintain electronic award document files.

OSP Central Operations

Manage central OSP email inboxes and incoming mail.

Maintain SPAERC sponsor information databases.

Maintain and update data and routing tables in SPAERC.

Assist faculty, students, research administrators, and others on obtaining and updating sponsor system accounts.

Process NIH Loan Repayment Program applications.

Retrieve awards from various sponsor systems.

Assist with archival and purge of records on OSP’s retention schedule.

Maintain institutional data in federal or other sponsor systems.

Act as the University institutional official on non-fiscal final closeout report submissions.

Close Out

Produce award closing dates reports with their sponsor requirements.

Initiate or forward closeout notifications to PIs and other UW offices. Outgoing Subawards

Prepare and submit monthly subaward data reports in the federal government reporting tool Federal Funding Accountability and Transparency Act Subaward Reporting System (FSRS) in accordance with set procedures.

Maintain subaward monitoring documents and spreadsheets in accordance with established procedures.

Maintain subrecipient unique identifiers and other data in the UW grants management system.

Accurately maintain electronic file records.

Conduct quality control audits of electronic files and SPAERC data to ensure accuracy and completeness.

MINIMUM REQUIREMENTS

High school graduation or equivalent AND Two Years of experience in program specialty OR equivalent education/experience.

ADDITIONAL REQUIREMENTS

Experience managing a high volume of time-sensitive actions in a specialized database.

Able to prioritize work appropriately both as a team member and independently with minimal supervision.

Strong attention to detail.

Excellent interpersonal, oral, and written communication skills.

Able to communicate effectively with a wide variety of people.

Can proficiently navigate UW and commercial software databases, including SPAERC.

Proficient with Microsoft Office, Outlook, Adobe, and other standard office software packages.

Can maintain a high degree of confidentiality.

DESIRED QUALIFICATIONS

Familiar with UW research policies.

Familiar with federal government and other granting entity regulations.

Previous knowledge of standard federal award terms and conditions. Experience facilitating timely communications among researchers, campus staff, funders, and other central offices.

Salary : $3,749 - $5,010