Scheduled Hours
37.5
Position Summary
The Grant Specialist provides guidance and technical expertise to the University’s research community in areas such as; Reporting, Invoicing, Transactional Approval and Regulatory Compliance. The Grant Specialist works independently, enforces compliance and provides expert advice and training to faculty and administrators related to internal University/School and external agency procedures and policies related to research administration.
This position is responsible for supporting the grant reporting and management associated with the portfolio of approximately 4,500 active grants and contracts. Approximately $1 Billion in expenditures were charged to Sponsored Project funds during FY24. Decisions made at this position have a University-wide impact relative to the grants administered.
Job Description
Primary Duties & Responsibilities:
- Maintain up-to-date knowledge of the regulatory and legal framework and vast compliance rules affecting federal and non-federal sponsored research agreements
- Interpret external agency guidelines and advise administrators and faculty regarding the allowability and allocability of direct costs to grants, contract, and sub-agreements.
- Provide detail-orientated review, timely and accurate preparation, and submission of interim, annual, and final financial reports and invoices.
- Review salary and stipends for compliance with grant requirements and maintain confidentiality regarding the data.
- Process complex adjusting entries and budget carryover entries.
- Monitor and coordinate multiple reporting due dates and focus activities on the reports for complex projects (multiple PI, subcontracts, training grants, etc.)
- Closeout accounting records for expiring grants. Follow-up with departments on outstanding issues that pertain to the report and/or invoice submission and closing process. Maintain documentation on correspondence with departments and external sponsors.
- Review expenditures for adherence to Federal regulations, agency requirements, award conditions, and University policies.
- Reconcile accounting records to ensure all costs re included on the financial report and/or invoice and closeout accounting records for expiring grants and contracts.
- Communicate and follow up with departments and/or faculty members on FFR submission or invoice and closing process issues. Maintain documentation on correspondence with departments and sponsoring agencies.
- Review and approve all transactions related to assigned grant portfolio to ensure compliance with University and sponsor guidelines. Primary issues involve sufficient justification, date of discovery, reasonableness, timelines and department approvals.
- Review transactions at daily scheduled intervals. Approval/disapproval should be initiated within one business day.
- Contact and communicate with departments to resolve compliance issues regarding these transactions.
- Monitor monthly exception reports.
- Review and approve Administrative Cost Exception forms.
- Assist with gathering detail support for audits as needed.
- Perform other duties as assigned.
Working Conditions:
Job Location/Working Conditions
- Normal office environment
- Position is primarily remote, working from home. May occasionally be asked to attend in-person meetings or events.
Physical Effort
- Typically sitting at 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
- Sponsored Research administration in a large university environment experience.
- Uniform Guidance and regulatory requirements for grant accounting experience.
- Ability to interact professionally with staff of federal government, sponsoring organizations and with faculty and administrative staff at the university.
- Ability to read and understand grant terms as they relate to reporting and transactional approval requirements.
- Ability to research multiple years of financial activity in sponsored agreements.
- Advanced degree may substitute for experience.
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:
No additional work experience beyond what is stated in the Required Qualifications section.
Skills:
Accounting System, Analytical Thinking, Computer Literacy, Customer Service, Data Reporting, Deadline Management, Detail-Oriented, Faculty Management, Financial Information, Grant Funding, Grants Accounting, Internet Research, Managing Ambiguity, Multitasking, Oral Communications, Organizational Processes, Prioritization, Professional Judgement, Project Administration, Sponsored Research, Word Proccessing, Working Independently, Written Communication
Grade
G11
Salary Range
$53,100.00 - $90,600.00 / AnnuallyThe 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 emailCandidateQuestions@wustl.eduor 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 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.Washington University is dedicated to building a 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.
