Scheduled Hours
37.5
Position Summary
Grants Specialists (GS) play a vital role in the sponsored project life cycle, ensuring that research proposals adhere to sponsor guidelines and are successfully submitted. The GSII 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.
May assist with activities associated with a portfolio of faculty post award and payroll sourcing with minimal supervision/oversight, particularly for research-intensive departments.
Job Description
Primary Duties & Responsibilities:
Proposal/Grant Management
- Performs pre-award job duties in response to specific proposal guidelines and terms and conditions.
- 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.
- 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, and 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.
Award Management
- Provides internal notice of award (NOA), including sponsor award documents, to SPA and PI, noting any special terms and conditions as well as committed effort.
- 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 WashU.
Research Compliance
- Coordinates the necessary support with internal and external requests for grant-related information (i.e. current biosketches, trainee information, and human/animal protocol approvals, other support).
Research Reporting
- Tracks and maintains online database of grants submitted, awarded, rejected, etc.
Grant Closeout
- Responsible for closure of 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.
May assist with some post-award activities such as:
- Manages and monitors sponsored projects budgets and ensures appropriate and timely expenditures and reconciliation of funds.
- Approves purchasing documents and provides guidance to purchasing staff on appropriate expenditures according to specific grant policies.
- Checks for accuracy and provides complex troubleshooting error resolutions/solutions for fund profile setups and financial reports.
- Prepares monthly financial reports on all research accounts and distribute/discuss with PIs and senior leadership.
- Assists DA in reconciling funds and monitoring spending levels, overdrafts, and cost sharing commitments.
Other Functions
- Attends training sessions/seminars related to position.
- Assists senior leadership with special projects as requested.
Performs other duties as assigned.
Working Conditions:
Job Location/Working Conditions
- Normal office environment.
- Travel to conferences/training as needed.
Physical Effort
- Typically sitting at a desk or table.
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
- Knowledge of RMS (Research Management System) and SUBS.
- Knowledge of agency guidelines.
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:
Accounting, Grants And/Or Payroll (3 Years)
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
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 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.
