Research Administrator, Chemistry (Remote/Hybrid Option) - Arts and Sciences

Scheduled Hours

37.5

Position Summary

Research Administrators (RAs) play a vital role in the sponsor project life cycle, ensuring that research proposals adhere to sponsor guidelines and are successfully submitted. The RA supports faculty, center directors, and staff throughout the pre-award stage of sponsored projects, including proposal preparation and submission, just-in-time requests, and compliance. The RA will manage a portfolio of faculty post award and payroll sourcing activities with minimal supervision/oversight for a research-intensive department. The Research Administrator will join the Arts & Sciences Grants Administration Integrated Network (GAIN) and will directly support the Department of Chemistry. The position includes direct supervision of multiple employees

Job Description

This role has an option for hybrid or remote availability.

Proposal/Grant Management

• Responsible for the oversight and day-to-day management of research administration.

• Performs pre-award job duties in response to specific proposal guidelines and terms and conditions for more complex proposals, such as program projects, ARPA-H, DOD, DOE applications.

• Works with faculty in proposal preparation and submission. 

• Manages budgeting, analysis, justifications for proposals; gathers information for protocols and non-technical proposal components as needed. 

• Acts as liaison between the Chair, Faculty, and Department Administrators (DAs).

• Stays current on federal and university developments regarding research administration and complex regulations. 

• May coordinate the submission, work with PI to prepare budget, obtain pricing quotes from other Departments.

• Compiles and ensures accurate regulatory compliance of necessary data collected from various sources. 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.

• Obtains PI and institutional signatures for proposal submissions.

• Initiates subaward setup through SUBS system (new process/system). Uploads pre-award documents and hands it off to Post-award to enter fund number.

• Coordinates with the Post-award unit and OSRS to ensure timely implementation of contracts and subcontracts by examining and supplying the necessary requirements in the SUBS system.

• Responsible for the oversight and day-to-day management of research administration.

• Implements and maintains procedures to ensure efficient work flow; responsible for the proper training of staff.

Award Management

• Manages reviews of more complex notice of award (NOA), including sponsor award documents, to SPA and PI, noting any special terms and conditions as well as committed effort. 

• Tracks and maintains online database of grants submitted, awarded, rejected, etc.

• Monitors and works with PI to submit annual agency reports (e.g., Research Performance Progress Reports/RPPRs).

• Teams with the Post-Award unit on revised budgets. 

• Oversees and coordinates the proper transfer of PI grants and contracts into Wash U.

Research Compliance

• Coordinates the necessary support with internal and external requests for complex grant-related information (i.e. current biosketches, trainee information, and human/animal protocol approvals, other support).

Research Reporting

• Provides analysis of online database of grants submitted, awarded, rejected, etc. metrics and funding trends.

Grant Closeout

• Responsible for closure of complex sponsored projects accounts.

• Submits final progress report and invention statement (if applicable) to the appropriate agency.

• Follows up with PI and facilitates submission of delinquent final technical, outcomes, patent, and property reports.

Post Award

• Manages and monitors complex sponsored projects budgets and ensures appropriate and timely expenditures and reconciliation of funds.

• Identifies and assigns payroll to appropriate sources and enter directly into Workday, with PI approval.

• Documents and confirms with PI all salary sourcing for project personnel, including research faculty, postdocs, staff and students.

• Notifies DA and/or initiates payroll accounting adjustments when cost transfers are needed to reflect retroactive changes.

• Approves purchasing documents and provides guidance to purchasing staff on appropriate expenditures according to specific grant policies.

• Manages subawards, including, receiving the subaward invoice, reviewing and forwarding to PI for approval.

• Checks for accuracy and provides complex troubleshooting error resolutions/solutions for fund profile setups and financial reports.

• Creates, addresses, and processes correspondence of moderate complexity with granting agencies (i.e. inquiries, carry forward requests, change in effort requests, prior approvals, no cost extensions, equipment purchase, and budget reallocation requests).

• Serves as internal liaison and grant content representative with SPA to ensure 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 that human and animal study protocols are associated with the applicable proposal or award.

• Obtains documentation on participation of foreign nationals on research projects.

• Coordinates the necessary support with internal and external requests for grant-related information (i.e. audit inquiries, effort distribution, trainee information, and human/animal protocol approvals,).

• Stays in communication with the leadership on pre- and post-award activities to ensure the highest level of customer service to faculty.

• Tracks and maintains online database of grants submitted, awarded, rejected, etc.

• Prepares monthly financial reports on complex research accounts and distribute/discuss with PIs and senior leadership.

• Assists DA in reconciling funds and monitoring spending levels, overdrafts, and cost sharing commitments. Processes budget adjustments on expense categories as needed.

• Obtains signatures and forwards grant/contract financial status reports to PI and senior leadership.

• Works with PIs to provide fund management and make any necessary budgetary changes. 

• Oversees and coordinates the proper transfer of PI grants and contracts from Wash U to new institutions or new departments.

• May prepare and submit invoices according to final executed contract, track receipt of checks from sponsor and ensure they are deposited in correct fund.

• Attends training sessions/seminars related to position.

• Assists senior leadership with special projects as requested.

• Direct supervision of multiple employees.

• Perform other duties as assigned.

Working Conditions:

Job Location/Working Conditions

• Normal office environment.

• Option for hybrid or remote availability.

Physical Effort

• Typically standing or walking.

• Repetitive wrist, hand or finger movement (PC Typing).

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 (4 Years), Grants Administration (2 Years)

Skills:

Not Applicable

Driver's License:

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

More About This Job

This role has an option for hybrid or remote availability.

Preferred Qualifications

• Knowledge of S2S and SUBS system.
• Knowledge of agency guidelines.

Preferred Qualifications

Education:

Master's degree

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:

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

Grade

G13

Salary Range

$65,900.00 - $112,700.00 / 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.

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.