Scheduled Hours
40
Position Summary
This is a position within the Department of Surgery research administration team. The team is fully remote, but local staff may come into the office (Mid Campus Center) for training and occasionally for meetings.
We are adding three positions to accommodate growth in volume and workload. See the related postings for Sr. Grant Specialist and Grant Specialist I. We will hire the three selected candidates for the three roles and will match the position/grade to the successful candidates’ experience.
The Senior Grant Specialist position is responsible for more complex grants and/or broader scope, including pre-award, post-award, and payroll sourcing activities with minimal supervision/oversight. The Primary Duties & Responsibilities in the job posting include the general duties of research administration and some are more applicable to post-award and some are more applicable to pre-award.
The new positions are:
Post-Award Specialist: The Post-Award Team is responsible for grants from award through closeout, including financial reporting and monitoring and meeting with faculty. Staff work heavily in Workday and closely with Sponsored Projects Accounting (SPA). Post-Award staff are assigned a portfolio of divisions, sections, and/or individual faculty. The Department of Surgery has 6 divisions and approximately $30M in grant funding annually.
Pre-Award Specialist: The Pre-Award Team is responsible for submitting grant proposals and progress reports. Staff work heavily in Research Management System (proposal and budget development, S2S, InfoEd) and work closely with Office of Sponsored Research Services (OSRS). Pre-Award staff generally work across all divisions and sections in the department, but this particular position will work primarily with faculty in the Division of Public Health Sciences.
Training Grant Specialist: This is a new position that will manage the grant administration work for current and future training grants, as well as the non-grant administration (meetings, correspondence, appointments) on several training grants. They will also manage requests for mentor information for training grant submissions. They will be responsible for new and competitive renewal submissions and progress reports. Experience with NIH training grants is highly recommended. The Department of Surgery currently has 3 T32 awards and 1 R38 award, with future submissions planned.
These positions will join our existing team: Post-Award Team (6 staff, growing to 7), Pre-Award Team (4 staff, growing to 5), Training Grant Specialist (new), Financial Accounting Assistant (payroll accounting), and Business Manager.
Job Description
Primary Duties & Responsibilities
- Manages grant awards.
- Submits grant proposal for a variety of investigators and sponsors. (Primarily done by Pre-Award team).
- Responsible for full life-cycle of research administration – particularly from award through closeout.
- Serves as lead Grant Assistants or Grant Specialists. May train others in all pre and post award administrative functions. No direct reports.
- Works with Principal Investigator to compile and submit the entire grant according to established agency/university guidelines. Prepares and reviews all agency forms for submission. Enters grant budgeting documents online, as needed. (Primarily done by Pre-Award team).
- May coordinate the submission and post award activities for grant-funded clinical trial studies.
- Identifies and collects potential grant applications/ instructions for PIs. (Primarily done by Pre-Award team).
- Serves as internal liaison and grant content representative, ensuring that all funds are set up in a timely manner; prepare any necessary project advances, no-cost extensions, and ensure that funds are carried forward as appropriate.
- Ensures timely implementation of contracts and subcontracts/subawards by managing processes, examining information and complying with necessary requirements of Office of Sponsored Research Services (OSRS) and Sponsored Projects Accounting (SPA).
- Serves as a subject matter expert on complex troubleshooting error resolutions/solutions for grant awards and financial reports.
- Analyzes and prepares comprehensive and often complex monthly financial reports on all research accounts (expected to be of a large scale/scope). Monitors, analyzes, and provides forecasts for grant budgets ensuring appropriate and timely expenditures and reconciliation of funds. Distribute/discuss with PIs and senior leadership.
- Tracks and maintains online database of grants submitted, awarded, rejected, etc.
- Organizes and determines proper action plans including the oversight for advanced alerts to PIs of upcoming deadlines for continuation, competitive renewals, progress reports, etc.
- Responsible for ensuring that human and animal study protocols are associated with the applicable proposal or award.
- Coordinates transfer of PI grant files into WashU and to new institutions or new departments.
- Responsible for closure of grant accounts. Submits final progress report and final invention statement (if applicable) to the appropriate agency.
- Coordinates the necessary support with internal and external requests for grant-related information (i.e. current biosketches, trainee information, human/animal protocol approvals, and other support).
- Creates, addresses, and processes correspondence of moderate to high complexity with granting agencies (i.e. inquiries, carry forward requests, change in effort requests, no cost extensions, equipment purchase, and budget reallocation requests).
- Obtains signatures and forwards grant financial status reports to PI and senior leadership.
- Updates grants lists monthly or when new fund numbers are received.
- Organizes and maintains electronic and hard copy grant files.
- Analyzes and provides recommendations/guidance for research management for preparation of the annual budget and annual payroll.
- Attends training sessions/seminars related to position.
- Assists senior leadership with special projects as requested.
- Works with PIs to provide fund management and make any necessary budgetary changes.
- Identifies and assigns payroll to appropriate sources and enters directly into Workday, with PI approval. Processes payroll accounting corrections and manages effort reporting.
- Approves purchasing documents and provides guidance to purchasing staff on appropriate expenditures according to specific grant policies.
- May manage Cores and Subcores, program income, bridge/seed and institutional funds.
Preferred Qualifications
- Supervisory experience.
- Demonstrated analytic skills.
- Knowledge of Workday, Adobe Acrobat, Microsoft Office, Research Management System (RMS), SUBS, ASSIST, Grants.gov, ProposalCentral, agency guidelines, etc.
- Working knowledge of standard accounting procedures and ability to utilize computerized accounting systems.
- Effective verbal, written, and interpersonal communication skills.
- Demonstrated analytic skills.
- Knowledge of Financial systems, HR system, RAPS, FOCUS, Adobe Acrobat, Microsoft Office, PC, Research Management System (RMS), SUBS, agency guidelines, etc.
- Working knowledge of standard accounting procedures and ability to utilize computerized accounting systems.
- Effective verbal, written and interpersonal communication skills.
Required Qualifications
Equivalent of Bachelor’s degree with five years of experience in accounting or related field plus experience in grants administration or nine years of combined education and related experience.
Grade
G11
Salary Range
$52,000.00 - $88,800.00 / Annually
The salary range reflects base salaries paid for positions in a given job grade across the University. Individual rates within the range will be determined by factors including one's qualifications and performance, equity with others in the department, market rates for positions within the same grade and department budget.
Questions
For frequently asked questions about the application process, please refer to our External Applicant FAQ.
Accommodation
If you are unable to use our online application system and would like an accommodation, please email CandidateQuestions@wustl.edu or call the dedicated accommodation inquiry number at 314-935-1149 and leave a voicemail with the nature of your request.
Pre-Employment Screening
All external candidates receiving an offer for employment will be required to submit to pre-employment screening for this position. The screenings will include criminal background check and, as applicable for the position, other background checks, drug screen, an employment and education or licensure/certification verification, physical examination, certain vaccinations and/or governmental registry checks. All offers are contingent upon successful completion of required screening.
Benefits Statement
Personal
Up to 22 days of vacation, 10 recognized holidays, and sick time.
Competitive health insurance packages with priority appointments and lower copays/coinsurance.
Want to Live Near Your Work and/or improve your commute? Take advantage of our free Metro transit U-Pass for eligible employees. We also offer a forgivable home loan of up to $12,500 for closing costs and a down payment for homes in eligible neighborhoods.
WashU provides eligible employees with a defined contribution (403(b)) Retirement Savings Plan, which combines employee contributions and university contributions starting at 7%.
Wellness
Wellness challenges, annual health screenings, mental health resources, mindfulness programs and courses, employee assistance program (EAP), financial resources, access to dietitians, and more!
Family
We offer 4 weeks of caregiver leave to bond with your new child. Family care resources are also available for your continued childcare needs. Need adult care? We’ve got you covered.
WashU covers the cost of tuition for you and your family, including dependent undergraduate-level college tuition up to 100% at WashU and 40% elsewhere after seven years with us.
For policies, detailed benefits, and eligibility, please visit: https://hr.wustl.edu/benefits/
EEO/AA Statement
Washington University in St. Louis is committed to the principles and practices of equal employment opportunity and especially encourages applications by those from underrepresented groups. It is the University’s policy to provide equal opportunity and access to persons in all job titles without regard to race, ethnicity, color, national origin, age, religion, sex, sexual orientation, gender identity or expression, disability, protected veteran status, or genetic information.
Diversity Statement
Washington University is dedicated to building a diverse community of individuals who are committed to contributing to an inclusive environment – fostering respect for all and welcoming individuals from diverse backgrounds, experiences and perspectives. Individuals with a commitment to these values are encouraged to apply.
