Scheduled Hours
37.5
Position Summary
As an integral member of the Arts and Sciences Grants Administration Integrated Network (GAIN), the Grants and Accounts Specialist is responsible for facilitating pre-award, post-award, and compliance activities for their assigned departments and programs. This position is expected to provide an expert level of support and consultation related to external funding practices, funding agency regulations, and A&S and WUSTL policies and procedures. This position will also supervise Contract & Grant Coordinators and will be expected to provide training, development, and coaching to new members.
Job Description
Primary Duties & Responsibilities:
Pre-Award
Coordinates all administrative tasks for grant applications to NIH, NSF, and other federal/private entities providing grant funding. This work includes navigating internal and external submission portals and websites and advising principal investigators (PI) about materials required for submission in an appropriate timeframe to meet internal and funding deadlines.
Interprets external agency guidelines and provides expert advice to administrators and PIs regarding allowable costs to grants, contracts, and subagreements.
Develops budgets in coordination with PIs.
Provides guidance associated with the proposal development process (e.g., biosketches, other support, justifications, and other proposal materials).
Communicates with other institutions to coordinate subagreements and collaborative agreements.
Stays current and compliant with changes in the federal regulations governing grant management and educates PIs, researchers, and staff on such changes.
Communicates clearly and effectively with answers to questions from PIs may have about proposal requirements.
Post-Award
Serves as a liaison to central University research offices such as the Office of the Vice Chancellor for Research, Joint Research Office for Contracts, Office of Sponsored Research Services, Sponsored Projects Accounting, Payroll, and other collaborative entities connected with the grants management process.
Supervises and reviews expenditures for adherence to federal regulations, sponsor requirements, award conditions, and University policies.
Generates and analyzes financial reports for PIs.
Monitors spending and invoicing of subagreement institutions and reports any discrepancies to the PI.
Processes complex adjusting entries and carry-forward entries.
Monitors and coordinates multiple reporting due dates and focus activities.
Executes preparation and submission of post-award grant documentation, including extensions, revisions, grant transfers, change of PIs, etc.
Closes out accounting records for expired grants and follows up with department(s) on outstanding issues that pertain to the closeout process.
Maintains documentation on correspondence with departments and sponsors.
Management
Manages a team of Contract and Grant Coordinators, ensuring that their tasks are completed with accuracy and in a timely manner.
Provides support for more complex issues such as multidisciplinary and multi-team proposals and complicated post-award tasks.
Provides training, development, and coaching for team members to ensure the continued growth of team members.
Escalates issues to Supervisor as needed.
Performs other duties as assigned by the direct supervisor and/or the liaison(s) from the Grants & Accounts Specialist’s assigned department(s).
Preferred Qualifications
Bachelor's in accounting and five years of experience.
Experience with Workday Financial Management (FM) and Human Capital Management (HCM), knowledge of federal, academic, or non-profit experience.
Experience with grants administration in a university setting.
Experience with NSF, NIH, and other federal grant opportunities.
Knowledge of UG, audit, and compliance standards and practices. Microsoft Excel and Word working knowledge.
Computer skills, knowledge of internal controls and generally accepted accounting procedures, good interpersonal skills, ability to multitask, and consistently produce accurate work in an environment with frequent interruptions.
Effective oral and written communication skills, ability to enforce accounting and regulatory requirements with faculty and staff, problem-solving skills, and ability to work both independently and as a team player and maintain confidentiality with sensitive information.
Effective analytical, prioritizing, and organizational skills.
Confidence to make decisions independently and with good judgment that could have a policy or financial impact.
Working ability to develop financial reports and analyze data with the flexibility to meet multiple priorities/deadlines as necessary.
Excellent problem-solving skills.
Ability to work independently and determine how best to stay abreast of pertinent policies, procedures, and guidelines in order to maintain sound expertise.
Ability to travel to various Research Administrator’s conferences as necessary.
Required Qualifications
Bachelor’s degree in business, accounting, or related field, and four years related experience or equivalent combination of education and experience.
Grade
G11
Salary Range
$52,000.00 - $88,800.00 / Annually
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.
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.
