Grant Specialist I - School of Continuing and Professional Studies

Position Summary
Responsible for facilitating processes related to sponsored grants and contracts for the School of Continuing and Professional Studies (CAPS), including grant preparation and processing of grant applications, purchase orders, and other financial accounts, records, and files. Liaises with and provides guidance in the financial administration of both internal and external awards.

Job Description

Primary Duties & Responsibilities

Grant Proposal & Submission

• Independently assists Principal Investigators (PI’s) and project leads with routine submissions of external grant proposals to agencies, private foundations, and other sponsors.
• Ensures all proposal requirements are complete and submitted to central offices such as Office of Sponsored Research Services (OSRS) and Sponsored Projects Accounting (SPA) as necessary.
• Assists in preparing budgets and administrative documents for proposal submission, preparing the proposal’s budget, and budget narrative liaising with coordinating units on campus (e.g., OSRS).​
• For proposals that include subawards, coordinates with external partners to ensure that their budget and other application documents are completed and submitted in a timely manner.

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Post Award Management

• Ensures that all incoming awards are set up appropriately, coordinating with central offices such as OSRS and SPA as necessary.
• Communicates with PIs to provide information regarding new awards, such as account numbers, approved budget, and award terms and conditions.
• Ensures compliance with government and university rules and regulations.
• Reviews and monitors project expenses and fund ledgers.
• Researches purchases and approves and oversees purchase orders; enters and requests purchase orders for grants, maintains and tracks all files and documentation.
• Approves grant/contract invoices; creates blanket orders; prepares an invoice for sales and service contracts; processes travel reports, journals, change orders, and receipt vouchers.
• Processes check requests and budget adjustments for all grants and maintain related files; follows up to ensure items are processed in a timely manner.
• Provides non-financial post-award support with tasks such as progress report submissions, no-cost extensions, changes in key personnel, grant transfers, and other activities, coordinating with central offices as necessary to obtain institutional approval.
• Assists with payroll processing as needed.

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Other Duties

• Participates in available training and professional development opportunities to further growth in the field of grant and awards administration.
• Performs other duties as assigned.

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Preferred Qualifications

• Bachelor’s degree in accounting or business. 
• Experience with grant preparation in an academic setting. 
• Experience with Washington University general accounting, reporting, and payroll Workday system.
• Working knowledge of Uniform Guidance and regulatory requirements for sponsored grants and contracts.
• Accounting background, particularly general budgeting, and grant budgeting experience.
• Ability to research academic program requirements and assign costs. 
• Must be able to analyze expenditures and encumbrances on grant funds. 
• Ability to clearly and effectively communicate with internal and external stakeholders and provide outstanding customer service is a vital part of this position. 
• Careful attention to detail is essential. 
• Ability to prioritize and manage multiple projects with minimal supervision and use independent judgment. 
• Must be able to maintain strict confidentiality of personal, financial, and other sensitive information. 
• Proficient in Microsoft Office Applications.

Required Qualifications

Equivalent of Bachelor’s degree with three years of experience in accounting or related field or seven years of combined education and related experience.

Grade
G09-H

Salary Range
$22.92 - $35.49 / Hourly

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.

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.