Senior Grants Specialist - Department of Medicine

Responsible for more complex grants and/or broader scope and may lead/supervise one or more grant assistant/specialists. May also oversee Center grants.

 

 

Job Description

Primary Duties & Responsibilities

• Serves as lead or may direct Grant Assistants or Grant. May train others in all pre and post award administrative functions.
• 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 on line, as needed.
• May coordinate the submission and post award activities for clinical trial studies; prepare forms and materials for the Center for Clinical Studies, work with PI to prepare budget, obtain pricing quotes from other Departments, confirm CPT code for billing MD time, determine standard of care measures versus those strictly for research, prepare and submit invoices according to final executed contract, track receipt of checks from sponsor and ensure they are deposited in correct fund.
• Identifies and collects potential grant applications/ instructions for PIs.
• Serves as internal liaison and grant content representative, ensuring 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 timely implementation of contracts and subcontracts by managing processes, examining information and complying with necessary requirements of OSRS.
• Serves as a subject matter expert on complex troubleshooting error resolutions/solutions for grant submissions and financial reports.
• Analyzes and prepares comprehensive and often complex monthly financial reports on all research accounts (expected to be of a large scale/scope). Monitors, analyzes and provides forecasts for grant budgets ensuring appropriate and timely expenditures and reconciliation of funds. Distribute/discuss with PIs and senior leadership.
• Tracks and maintains online database of grants submitted, awarded, rejected, etc.
• Organizes and determines proper action plans including the oversight for advanced alerts to PIs of upcoming deadlines for continuation, competitive renewals, progress reports, etc.
• Responsible for ensuring that human and animal study protocols are associated with the applicable proposal or award.
• Coordinates transfer of PI grant files into Wash U and to new institutions or new departments.
• Responsible for closure of grant accounts. Submits final progress report and final invention statement (if applicable) to the appropriate agency.
• Coordinates the necessary support with internal and external requests for grant-related information (i.e. current biosketches, trainee information, human/animal protocol approvals and other support).
• Creates, addresses and processes correspondence of moderate to high complexity with granting agencies (i.e. inquiries, carry forward requests, change in effort requests, no cost extensions, equipment purchase and budget reallocation requests).
• Obtains signatures and forwards grant financial status reports to PI and senior leadership.
• Updates grants lists monthly or when new fund numbers are received.
• Organizes and maintains electronic and hard copy grant files.
• Analyzes and provides recommendations/guidance for research management for preparation of the annual budget and annual payroll. Enters budget on line, as needed.
• Attends training sessions/seminars related to position.
• Assists senior leadership with special projects as requested.
• Works with PIs to provide fund management and make any necessary budgetary changes.
• Identifies and assigns payroll to appropriate sources and enters directly into HR system, with PI approval.
• Approves purchasing documents and provides guidance to purchasing staff on appropriate expenditures according to specific grant policies.
• Manages Cores and Subcores, program income, bridge/seed and institutional funds. Provides monthly financial reports to the Program Director and Core/Subcore Directors. Serves as financial resource for the entire Center.
• Performs data gathering, analysis and report on Center major equipment inventories, maintenance and replacement, along with annual financial and strategic planning.
• Designs and implements reporting database for Cores/Subcores to track services for billing purposes. Performs data gathering, analysis and reports for the Cores/Subcores and forecasts anticipated annual expenses and program income.
• Prepares, sends and monitors invoices for services performed by the Cores. In addition, reconciles the service funds each month.
• Assists in the preparation of all financial and summary information , including investigators, grants, publications and Core use, for the Director/Associate Director meetings, annual progress report and renewal.
• Performs role as liaison for Program Director in communicating policies and procedures to Center Investigators, Core/Subcore Directors, Administrators and Staff in daily operations directly related to the research associated with the Center.
• Distributes, monitors, tracks and reports on performance survey results provided by Center Investigators who have utilized the Centers’ Core/Subcore services.
• Responsible for coordinating all Center lectures, scientific forums, workshops, as well as advertising via e-mails/flyers/posters, etc.
• Participates in all Center-related meetings and symposiums.

 

Preferred Qualifications

• Supervisory experience.
• Demonstrated analytic skills.
• Knowledge of Financial systems, HR system, RAPS, FOCUS, Adobe Acrobat, Microsoft Office, PC, Research Management System (RMS), SUBS, agency guidelines, etc.
• Working knowledge of standard accounting procedures and ability to utilize computerized accounting systems.
• Effective verbal, written and interpersonal communication skills.

 

 

Required Qualifications

 

Equivalent of Bachelor’s degree with five years of experience in accounting or related field plus experience in grants administration or nine years of combined education and related experience.

 

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 .

 

 

Accommodation

If you are unable to use our online application system and would like an accommodation, please email  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:

 

 

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.

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