Scheduled Hours
40
Position Summary
The Grant Specialist II provides guidance and technical expertise to the university’s research community in areas such as: Reporting, Invoicing, Transactional Approval and Regulatory Compliance. The Grant Specialist works independently, enforces compliance and provides expert advice and training to faculty and administrators related to internal university/school and external agency procedures and policies related to research administration. This position is responsible for supporting the grant reporting and management associated with the portfolio of approximately 4,500 active grants and contracts. Approximately $1 Billion in expenditures were charged to Sponsored Project funds during FY24. Decisions made at this position have a University-wide impact relative to the grants administered.
Job Description
Primary Duties & Responsibilities:
- Maintains up-to-date knowledge of the regulatory and legal framework and vast compliance rules affecting federal and non-federal sponsored research agreements.
- Interprets external agency guidelines and provide advice to administrators and faculty regarding the allowability and allocability of direct costs to grants, contracts and sub-agreements.
- Provides detail-oriented review, timely and accurate preparation and submission of interim, annual and final financial reports and invoices.
- Reviews salary and stipends for compliance with grant requirements and maintain confidentiality in regards to the data.
- Processes complex adjusting entries and budget carryover entries.
- Monitors and coordinates multiple reporting due dates and focus activities on the reports for complex projects (multiple PI, subcontracts, training grants…).
- Closes out accounting records for expiring grants. Follows-up with departments on outstanding issues that pertain to the report and/or invoice submission and closing process. Maintains documentation on correspondence with departments and external sponsors.
- Reviews expenditures for adherence to Federal regulations, agency requirements, award conditions and University policies.
- Reconciles accounting records to ensure that all costs are included on the financial report and/or invoice and close out accounting records for expiring grants and contracts.
- Communicates and follows-up with departments and/or faculty members on outstanding issues that pertain to the FFR submission or invoice and closing process. Maintains documentation on correspondence with departments and sponsoring agencies.
- Reviews and approves all transactions related to assigned grant portfolio to ensure compliance with University and sponsor guidelines. Primary issues involve: sufficient justification, date of discovery, reasonableness, timelines and department approvals.
- Transactions will be reviewed at daily scheduled intervals. Approval/disapproval should be initiated within one business day.
- Contacts and communicates with departments to resolve compliance issues regarding these transactions.
- Monitors monthly exception reports.
- Reviews and approves Administrative Cost Exception forms.
- Assists with gathering detail support for audits as needed.
- Performs other duties as assigned.
Working Conditions:
Job Location/Working Conditions
Physical Effort
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:
Bachelor’s degree or combination of education and/or experience may substitute for minimum education.
Certifications:
No specific certification is required for this position.
Work Experience:
Relevant Experience (2 Years)
Skills:
Not Applicable
Driver's License:
A driver's license is not required for this position.
More About This Job
Preferred Qualifications
- Experience with Sponsored Research administration in a large university environment.
- Experience with Uniform Guidance and regulatory requirements for grant accounting.
- Ability to interact professionally with staff of federal government, sponsoring organizations and with faculty and administrative staff at the University.
- Ability to read and understand grant terms as they relate to reporting and transactional approval requirements.
- Ability to research multiple years of financial activity in sponsored agreements.
Preferred Qualifications
Education:
No additional education beyond what is stated in the Required Qualifications section.
Certifications:
No additional certification beyond what is stated in the Required Qualifications section.
Work Experience:
No additional work experience beyond what is stated in the Required Qualifications section.
Skills:
Accounting System, Analytical Thinking, Computer Literacy, Customer Service, Data Reporting, Deadline Management, Detail-Oriented, Faculty Management, Financial Information, Grant Funding, Grants Accounting, Internet Knowledge, Managing Ambiguity, Multitasking, Oral Communications, Organizational Processes, Prioritization, Professional Judgement, Project Administration, Sponsored Research, Word Proccessing, Working Independently, Written Communication
Grade
G11
Salary Range
$53,100.00 - $90,600.00 / 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/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.