Pre-Award Specialist - Department of Medicine (Multiple Opportunities)

Pre-Award Specialist

The Department of Medicine has an outstanding opportunity for a Pre-Award Specialist to join their Pre-Award Integrated Resources Team.

About this Opportunity

Under the general supervision of the pre-award team lead, the Pre-Award Specialist serves as a subject matter expert in pre-award policies and practices as defined by federal, state, foundation, industry, and University sponsors. The position ensures proposals are developed, reviewed for compliance, and submitted on time, serving as a primary liaison between principal investigators, central offices, and funding agencies. This position exists to support the Department of Medicine Pre-Award Integrated Resources Team by managing all aspects of proposal development for grants and contracts submitted by divisions within the Department of Medicine.

Key Responsibilities:

Proposal Development and Compliance Management (75%)

• Serves as the expert on grants and contracts administration with substantial responsibility for managing the unit's pre-award grants and contracts program.
• Advise faculty PIs on sponsor requirements, particularly for specialized program announcements and non-federal sponsors.
• Prepare complex budgets and administrative sections of proposals based on knowledge of sponsor requirements and program objectives.
• Manage compliance of the G&C program and provide technical advice and interpretation of government, foundation, and UW regulations to PIs, program managers, researchers, and support staff.
• Acts as the grant and contract compliance officer for the department in compliance with UW, federal, and state policies and regulations.
• Review proposals for potential IRB, IACUC, and SFI issues and work with PIs for action.
• Provide faculty with clear, customer-oriented descriptions of pre-award processes.
• Interface with OSP, PAFC, and funding agencies (NIH, NSF, foundations, pharma).
• Work closely with DOM and SOM grant review teams to ensure University policies around PI eligibility, F&A waivers, cost sharing, and IP disposition memos are addressed and documented.
• Serve as the prime contact between agencies, central offices, and faculty.
• Work with funding agencies to resolve problems and/or obtain approval for deviations from authorized procedures.
• Prepare Just-In-Time documentation and time-of-award documentation as required by the sponsor.
• Coordinate preparation of routine proposals and non-award agreements.
• Use independent judgment and decision-making to complete work on time and within compliance.
• Provide training to faculty, staff, and students regarding pre-award management.
• Collaborate with pre-award shared services departments to maintain current information about staff, PIs, and policies affecting grant submission and compliance.
• Provides internal policy recommendations to Pre-Award Shared Services management based on federal and university requirements or system functionality; assists in implementing new policies and procedures.
• Coordinates with subrecipients/subcontracts to ensure proposal requirements and timelines are met; provides guidance to subrecipient contacts consistent with guidance provided to UW PIs.
• Escalates issues regarding specific proposals to the Administrator/VCFA and department contacts as appropriate.

Quality Assurance (10%)

• Conducts a quality control review of all proposals to ensure each application meets sponsor/proposal requirements and department and school policies before routing in SAGE for campus review.
• Analyzes quality assurance results to identify trends and opportunities for improvement in pre-award processes, tools, and communication.
• Works with Team Leads and Associate Director to implement process improvements.
• Collects, analyzes, and reports on metrics regarding department pre-award submissions by fiscal year.

Administration (5%)

• Participates in regularly scheduled team meetings.
• Develops policies and procedures for pre-award administrative functions.
• Acts as liaison between the Administrator, Chair, faculty, and staff regarding grant and contract proposals.
• Serves as content expert and resource for faculty and staff regarding grant and contract proposals, pre-award management, and compliance.
• Provides regular updates to faculty and department administrators regarding changes in federal and university research directives and pre-award procedures.
• Provides backup to other Pre-Award Grants Managers; contributes to special projects and performs related duties as required.
• Trains pre-award skills to new pre-award staff within shared services, including reviewing work, performing periodic audits, and facilitating additional training as necessary.
• Provides assessment and feedback for staff via annual peer performance reviews.

Portfolio Management (5%)

• Liaises with departments and PIs for pre-award activities.
• Coordinates with post-award contacts via email, phone, and quarterly meetings to ensure smooth handoff at time of award.
• Attends faculty meetings and department research meetings as appropriate.

Lean Process Improvement (5%)

• Recommends process improvements regarding pre-award grants business processes, quality control, and grants management systems (SharePoint or others).
• Writes, analyzes, and revises service team pre-award guidelines, policies, and procedures; takes lead on selected pre-award projects.
• Writes, analyzes, and revises service team pre-award templates to streamline processes and increase consistency.

Required Qualifications

To be considered for this opportunity your application must demonstrate you meet both the minimum qualifications and additional qualifications listed below. Equivalent education and/or experience may substitute for minimum qualifications except when there are legal requirements, such as a license, certification, and/or registration.

Minimum Qualifications

Applicants who do not meet these qualifications WILL NOT be forwarded to the Hiring Manager

• Bachelor's degree in any field and at least 3 years of relevant experience.
• Equivalent education and/or experience may substitute for minimum qualifications except when there are legal requirements, such as a license, certification, and/or registration.

Additional Qualifications

• Experience working in research administration with substantial responsibility for proposal development, including complex budgets and sub-awards.
• Experience interacting with faculty and department leadership in a project management context.
• Demonstrated ability to manage priorities and meet deadlines while maintaining attention to detail.
• Intermediate proficiency in Microsoft Excel and Word.
• Demonstrated commitment to excellence and customer service.

Preferred Qualifications

• Intermediate knowledge/experience with OMB guidelines, Grants.gov, and eRA Commons.
• Experience working with UW operations staff (OSP, SOM RGE, PAFC, GCA) and sponsor program and research staff.
• Experience with UW systems including SAGE and Award Portal.
• Experience leading teams or projects.

Working Conditions

Standard office environment with option for full or partial remote work. This is a deadline-driven role requiring flexibility during peak proposal submission periods. Hybrid remote/on-site work arrangements consistent with departmental policy.

Priority review date for applications received by July 30, 2026.

Compensation, Benefits and Position Details

Pay Range Minimum:

$84,996.00 annual

Pay Range Maximum:

$95,004.00 annual

Other Compensation:

-

Benefits:

For information about benefits for this position, visit

Shift:

First Shift (United States of America)

Temporary or Regular?

This is a regular position

FTE (Full-Time Equivalent):

100.00%

Union/Bargaining Unit:

Not Applicable

About the UW

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