Scheduled Hours

37.5

Position Summary

The Senior Grants Specialist will manage post-award research administration activities with minimal supervision/oversight. This position resides within the EECE department, whose research portfolio spans multiple governmental agencies including NSF, DOE, NASA, USDA, EPA, and private agencies. This position is primarily hybrid, but may eventually work totally remote at the discretion of leadership. This position is responsible for more complex grants and/or a broader scope, which may lead to supervision of one or more team members. May also oversee Center grants.

Job Description

• Responsible for full life-cycle of post-award research administration.
• 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 by managing processes, examining information and complying with necessary requirements of the Office of Sponsored Research Services (OSRS).
• Serves as a subject matter expert on complex troubleshooting error resolutions/solutions for grant activity 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. Communicates with Sponsored Projects Accounting (SPA) as necessary. Distributes/discusses grant balance, personnel sourcing, and expenditure reports with PIs and senior leadership on a regular basis.
• Organizes and determines proper action plans including the oversight for advanced alerts to PIs of upcoming deadlines for continuation, competitive renewals, progress reports, etc.
• Coordinates the necessary support with internal and external requests for grant-related information (i.e.  effort distribution, trainee information, human/animal protocol approvals, etc.).
• 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).
• Coordinates transfer of PI grant files out of WashU and to new institutions or new departments.
• Responsible for ensuring that human and animal study protocol are associated with the applicable proposal or award.
• Responsible for closure of grant accounts. Submits final progress report and final invention statement (if applicable) to the appropriate agency. Coordinates and regularly meets with the Pre-Award unit in the Engineering Dean’s Office.
• Stays in communication with faculty and the Dean’s Office on pre- and post-award activities to ensure the highest level of customer service to faculty.
• Analyzes and provides recommendations/guidance for research management for preparation of the annual budget and annual payroll. Enters budget on line, as needed.
• Works with PIs to provide fund management and make any necessary budgetary changes.
• Identifies and assigns payroll to appropriate sources and enters directly into HCM system, with PI approval.
• Approves purchasing documents and provides guidance to purchasing staff on appropriate expenditures according to specific grant policies.
• Obtains signatures and forwards grant financial status reports to PI and senior leadership.
• Organizes and maintains electronic and hard copies of grants management files.
• Attends training sessions/seminars related to position.
• May train others in all post award administrative functions. No direct reports at present.
• Assists senior leadership with special projects as requested.
• May manage centers, program income, bridge/seed and institutional funds.
• Perform other duties as assigned.

Working Conditions:

Job Location/Working Conditions

• Normal office environment
• Work may be required outside normal office hours

Physical Effort

• Typically sitting at a desk 
• Repetitive wrist, hand or finger movement
• Ability to travel to on- and off-campus locations

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:

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 (3 Years)

Skills:

Not Applicable

Driver's License:

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

More About This Job

Preferred Qualifications

• Knowledge of Financial systems, HR system, RAPS, FOCUS, Adobe Acrobat, Microsoft Office, PC, Research Management System (RMS), SUBS, agency guidelines, etc.

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 Processes, Adobe Acrobat, Analytical Thinking, Computerized Accounting, Computer Literacy, Deadline Management, Grant Administration, IBM Cognos Analytics, Interpersonal Communication, Learning New Technologies, Maintaining Composure, Microsoft Office, Oral Communications, Supervisory Management, Workday, Written Communication

Grade

G11

Salary Range

Base pay is commensurate with experience.

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.

• 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.