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Grants Administration and Special Projects Librarian

Notice of Vacancy April 7, 2017. Applications should be received no later than 5:00 p.m., Friday, May 5, 2017


Serving three campuses, the University of Washington Libraries is one of the largest and most innovative libraries in North America with collections exceeding 9 million volumes, over 500,000 electronic books, more than 120,000 currently received journal titles, as well as millions of scholarly resources in other formats. Beyond the strength of local collections and digital resources, the Libraries is recognized for its excellent service, innovative learning and research spaces, faculty partnerships, global reach, extensive assessment efforts and diverse award-winning staff. The Libraries plays a significant leadership role regionally as a member in the groundbreaking Orbis Cascade Alliance and throughout the profession as evidenced by the number of its staff selected for competitive leadership programs and honored by professional association lifetime achievement awards.


Health Sciences Library (HSL) is a national leader in the development and application of innovative strategies and technologies to meet information and research needs for the benefit of patients and communities throughout the Pacific Northwest. The HSL supports the education, research, and clinical programs of the six UW health science schools; UW Medicine Accountable Care Network (ACN), as well as the wider interdisciplinary biomedical community of the University. The UW Medicine Accountable Care Network spans 46 cities and neighborhoods, and includes: 1,000+ primary care providers; 4,000+ specialists; 1,000+ clinics; 19 hospitals; 33+ urgent care clinics; and 19 emergency departments. The website hsl.uw.edu links users to an extensive library of electronic resources in the five state WWAMI region.


Working within the HSL, the Grants and Special Projects Librarian (GASP) develops and supports outgoing grants, contracts in order to increase extramural funding within the Health Sciences Library. Reporting to the Assistant Director of Clinical Research and Data Services (CRDS), the Grants Administration and Special Projects Librarian is responsible for grant writing and management, and special projects. This position works with the Manager, University Library Grant Services and will oversee the activities associated with grants for the Health Sciences Library including reviewing grant applications and identifying grants to apply for funding opportunities. Interprets pre-award and post-award university and sponsored guidelines to faculty and staff guidelines.

This position will also assist with event planning, marketing, scheduling and publicity of the TRAIL project and other special projects. The GASP Librarian also assists the Health Sciences Library in planning and coordinating marketing efforts and publicity for new initiatives and planning UW events. Other duties for HSL Administration support may also be assigned.


Grants & Contracts:

  • Contributes to efforts to increase external funding through philanthropy, grants, contracts, and other approaches for Libraries programs, services and collections.
  • Provides administrative leadership for new grants and contracts at the Health Sciences Library, contributes to and review drafts for the state contract funding.
  • Develops and supports outgoing grant applications by assuring the timely, complete and accurate writing of the proposal utilizing appropriate procedures and have knowledge of federal and state regulations and principles.
  • Coordinates the development of grant proposals which may include budget development, management of documentation and/or form preparation, and monitoring approval status.
  • Works with the Manager of Library Grant Services to meet grant application deadlines.
  • Prepares supporting materials, including graphics, images and appendices.
  • Works with Principal Investigator to complete required sponsor reporting such as progress reports and final reports. Provides project and budgetary status reports. Keeps teams abreast of deadlines and reporting requirements.
  • Exercises a high level of professional judgment and analysis to manage the assessment, development, and execution process. The individual in this role must work with the faculty, administrators, grants managers, and other entities to ensure that investigators and significant contributors understand the requirements of the project; timelines; and that the appropriate terms and conditions have been included in the application.

Special Projects:

  • Develops and implements promotional and marketing campaigns for library services and resources, including the Translational Research and Information Lab (TRAIL) initiative.
  • Creates promotional materials, including text, graphics and video.
  • Participates in the preparation of administrative reports towards accreditation, budget recommendations, annual reports, studies, and surveys.

Liaison and Other Duties:

  • Serves as a liaison for faculty, researchers and students in assigned schools and departments. Provides individual and group consultation in information literacy, research strategies, searching, information management and evidence based practice instruction for assigned schools and departments.
  • Designs and performs instructional classes for faculty, students and researchers that promote the efficient and effective use of UW and other web resources in the areas of support.
  • Participates in UW Libraries and University committees, task forces, teams, and program planning as appropriate.
  • Good communication skills are a requirement for this position and for all Libraries’ staff members. Basic expectations are described in the Libraries Personal Communication Responsibility Guidelines.



    • Graduate degree from a program accredited by the American Library Association or an equivalent graduate library science/information studies degree.
    • Experience with writing grants and grant management.
    • Ability to work successfully in an intensely collaborative environment with a broad range of people from culturally diverse backgrounds including colleagues, administrators, students, faculty, legislators, and vendors.
    • Ability to manage workload, priorities and deadlines and achieve timeline goals.
    • Ability to maintain high degree of organization.


      • Experience in data management plans and sets.
      • Understanding of current methods in creating promotional materials.



        $50,000 minimum. Starting salary commensurate with qualifications and background.



        Position will be at rank of Assistant Librarian or Senior Assistant Librarian depending on qualifications and background.



        Librarians are academic personnel and participate in the University of Washington Retirement Plan on a matching basis. Vacation is accrued at the rate of 26 working days per year; sick leave at the rate of 12 working days per year. No state or local income tax.


        To apply for this position, please submit the following information to libhr@uw.edu:

        • Cover letter (addressed to Laura Lillard, Director, Libraries Human Resources)
        • Curriculum vitae or resume (include a telephone number, mailing address, email address and salary requirements)
        • List of three references who are knowledgeable of your qualifications for this position, one of which must be your current supervisor (include telephone numbers, mailing addresses, and email addresses)
        • Please use "Librarian Application: Grants Administration and Special Projects Librarian” in the subject heading.
        • Please submit all components in a single, multi-page PDF document. All submissions will be maintained in a secure, password protected online file space during the course of the search. Campus constituents may have access to some material, including CVs.


        To ensure consideration, applications should be received no later than 5:00 pm, Friday, May 5, 2017.


        University of Washington Libraries Home Page is http://www.lib.washington.edu.

        The University of Washington is an affirmative action and equal opportunity employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, age, protected veteran or disabled status, or genetic information.

        In compliance with the Immigration Reform and Control Act of 1986, the University is required to verify and document the citizenship or employment authorization of each new employee.

        For questions about this position, or questions regarding potential disability accommodations, please contact Laura Lillard at libhr@uw.edu.