Grant Specialist II (Hybrid) - Biomedical Engineering

Details

Posted: 24-Mar-24

Location: St. Louis, Missouri

Type: Full-time

Salary: Open

Categories:

Grants Management
Research Support - Laboratory/Non-Laboratory

Internal Number: JR80922

Scheduled Hours
37.5

Position Summary
The Grant Specialist II will manage a portfolio of faculty post award and payroll sourcing activities with minimal supervision/oversight within a large, research-intensive department. Position will manage financial aspects of $20 million ARPA-H grant along with other sponsored projects for department faculty.

Job Description

Primary Duties and Responsibilities

• 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. Obtains justification and PI approvals on purchases. Coordinates administrative cost exceptions (ACE) forms.
• Manages and monitors sponsored projects budgets and ensures appropriate and timely expenditures and reconciliation of funds.
• 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.
• 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). Teams with the Pre-Award unit on revised budgets. Determines need for project activation requests, initiates and routes for approvals.
• Monitors and works with PI to submit quarterly and annual agency reports (e.g., Research Performance Progress Reports/RPPRs).
• Organizes and determines proper action plans including the oversight for advanced alerts to PIs of upcoming deadlines for continuation, competitive renewals, progress reports, etc.
• 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 Deanâ™s Office on pre- and post-award activities to ensure the highest level of customer service to faculty.
• 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. 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 into WashU and to new institutions or new departments.
• 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.
• Coordinates with the pre-award unit and OSRS to ensure timely implementation of contracts and subcontracts by examining and supplying the necessary requirements in the SUBS system.
• Manages subawards, including, receiving the subaward invoice, reviewing and forwarding to PI for approval. Follows up on unpaid or missing invoices and payment errors.
• 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.
• Attends project meetings, training sessions/seminars related to position.
• Assists senior leadership with special projects as needed.
• Performs other duties as assigned.

Preferred Qualifications

• Knowledge of Workday, RMS, SUBS, Cognos, Adobe Acrobat, Microsoft Office â“ including Teams, Word, Excel and OneNote, PC, agency guidelines, etc.
• Working knowledge of standard accounting procedures and ability to utilize computerized accounting systems.
• Effective analytic skills.
• Effective verbal, written, and interpersonal communication skills.
• Calm demeanor and sense of urgency in the face of pressure and deadlines.
• Good interpersonal skills to work with faculty, staff, and students.
• Willingness to learn new computer-based systems and become highly proficient in their use.

Required Qualifications

Bachelorâ™s degree plus one year experience in research administration or a related field (e.g. accounting, contracts), or an equivalent combination of education, training and experience.

Grade
G10

Salary Range
$48,700.00 - $80,500.00 / 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.

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? Weâ™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 Universityâ™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 â“ fostering respect for all and welcoming individuals from diverse backgrounds, experiences and perspectives. Individuals with a commitment to these values are encouraged to apply.

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About Washington University in St. Louis
Washington University in St. Louis, a medium-sized, independent university, is dedicated to challenging its faculty and students alike to seek new knowledge and greater understanding of an ever-changing, multicultural world. The University offers more than 90 programs and almost 1,500 courses leading to bachelor's, master's and doctoral degrees in a broad spectrum of traditional and interdisciplinary fields, with additional opportunities for minor concentrations and individualized programs. The faculty is composed of scholars, scientists, artists and members of the learned professions. They serve society by teaching; by adding to the store of human art, creativity, understanding, and wisdom; and by providing direct services, such as health care.
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