Scheduled Hours

37.5

Position Summary

Provide ongoing independent financial analysis, management/monitoring, and reporting of complex government and private grants/contracts to faculty researchers to ensure compliance with reporting, budget, and spending requirements. Serves as liaison between principal investigators (PI) and central areas such as the Office of Sponsored Research Services and Sponsored Projects Accounting to resolve problems and answer questions. Prepare and process accounting transactions. This position is part of the Arts & Sciences Grants Administration Integrated Network (GAIN) and will report directly to the A&S Director of Research Development and Administration. The position will also work to coordinate closely with their designated Department Liaison(s) for day-to-day tasks and assignments and to ensure that the needs and priorities of their designated department(s) are met.

Job Description

• Independently develops and provides post-award administration for complex grants and contracts, including budget management, forecasting, and award closeout. Ensures compliance with federal Uniform Guidance, sponsor regulations, and institutional policies, and resolves complex financial issues. Provides strategic financial analysis and reporting using systems such as Workday and Cognos to support Principal Investigator (PI) decision-making and optimize use of funds. Serves as a subject matter expert, advising PIs on allowable costs, compliance requirements, and risk mitigation. Oversees the preparation and submission of progress and financial reports, ensuring accuracy and timeliness, and collaborates with central offices while mentoring staff to promote best practices in grant management.
• Coordinate and execute grant-funded and financial transactions—including complex travel reimbursements, expenditure reports, procurement card activity, and budget or accounting adjustments, ensuring full compliance with sponsor-specific guidelines, institutional policies, and generally accepted accounting principles. Perform post-transaction reviews to verify appropriateness, accuracy, and audit readiness.
• Ensure that all incoming awards are established accurately and in a timely manner, coordinating with central offices such as OSRS and Sponsored Projects Accounting (SPA) as needed. Request and facilitate the set-up of cost share accounts in alignment with sponsor and institutional requirements. Oversee and support effort reporting processes—including academic year and summer effort—to ensure compliant certification and alignment of committed, budgeted, and actual effort. Communicate with PIs to provide comprehensive information regarding new awards, including account numbers, approved budgets, cost share details, effort commitments (academic year and summer), and award terms and conditions.
• Provide comprehensive financial oversight and support for sponsored projects and departmental funds, including personnel sourcing, budget revisions, expense allocation and posting, and related financial transactions. Regularly prepare and disseminate financial reports to PIs—detailing budgets, burn rates, committed costs, and available balances across sponsored awards, startup funds, gift accounts, and other departmental sources—to support informed decision-making and proactive fiscal management.
• Oversee non-financial post-award administration by coordinating progress report submissions, initiating and tracking no-cost extension requests, processing changes in key personnel, facilitating grant transfers, and managing related sponsor communications. Partner with central offices to secure required institutional approvals, ensuring compliance with sponsor terms and institutional policies while maintaining accurate documentation throughout each action.
• Participate in available training and professional development opportunities to advance knowledge and skills in research and grants administration, including targeted pre-award training (e.g., proposal development, budget preparation, sponsor guidelines) and subaward training (e.g., subrecipient monitoring, risk assessment, and compliance requirements), to enhance overall support for faculty and sponsored programs.
• Track multiple departmental accounts to ensure timely completion of internal and external billings, coordinating with Biology personnel and partner units across both the Medical School and Danforth campuses. Prepare and process internal and external billing transactions, maintaining accurate supporting documentation. Conduct account analyses and develop budget projections as directed by the Accounting Manager, delivering actionable insights to support fiscal stewardship.
• Track purchase orders, blanket orders, free Balance and Change orders in an accurate and timely manner. Interact with auditors, maintain files, and provide PIs with Support. Review monthly procurement card transactions. Acts as a liaison between vendors, departments, Purchasing and Accounts Payable. Ensure compliance with Governmental and University regulations. Provides procurement training, guidance and support as needed.
• Other duties may be assigned by Accounting Supervisor

Working Conditions:

Job Location/Working Conditions

• Normal office environment

Physical Effort

• Typically sitting at a desk or table

Equipment

• Office equipment

The above statements are intended to describe the general nature and level of work performed by people assigned to this classification. They are not intended to be construed as an exhaustive list of all job duties performed by the personnel so classified. Management reserves the right to revise or amend duties at any time.

Required Qualifications

Education:

High school diploma or equivalent high school certification or combination of education and/or experience.

Certifications/Professional Licenses:

No specific certification/professional license is required for this position.

Work Experience:

Accounting, Grants And/Or Payroll (3 Years)

Skills:

Not Applicable

Driver's License:

A driver's license is not required for this position.

More About This Job

WashU seeks highly motivated individuals who are able to perform duties in a manner consistent with our core mission and guiding principles.

Preferred Qualifications

Education:

Bachelor's degree

Certifications/Professional Licenses:

No additional certification/professional licenses unless stated elsewhere in the job posting.

Work Experience:

No additional work experience unless stated elsewhere in the job posting.

Skills:

Accounting, Accounting Information Systems, Budgeting, Deadline Management, Grant Preparation, Human Resource Management System, Microsoft Office, Oral Communications, Organizing, Payroll Systems, Planning Systems, Prioritization, Public Relations (PR), Reporting Systems, Team Communication, Written Communication

Grade

G09

Salary Range

$45,600.00 - $75,300.00 / 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 [email protected] or call the dedicated accommodation inquiry number at 314-935-1149 and leave a voicemail with the nature of your request.

All qualified individuals must be able to perform the essential functions of the position satisfactorily and, if requested, reasonable accommodations will be made to enable employees with disabilities to perform the essential functions of their job, absent undue hardship.

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.

• Take advantage of our free Metro transit U-Pass for eligible employees.

• 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 Statement

Washington University in St. Louis is committed to the principles and practices of equal employment opportunity. 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, citizenship (where prohibited by federal law), age, religion, sex, sexual orientation, gender identity or expression, disability, protected veteran status, or genetic information.