Grant Specialist II - Pediatrics Central Administration

Washington University in St. Louis; St. Louis (MO); Hybrid; USD 31,000 - 91,000; Full time

Benefits offered by this job

Vacation & holidays

Health insurance

Metro U-Pass

Retirement plan

Job summary

Washington University in St. Louis seeks a Grant Specialist II to provide pre-award and post-award support for sponsored projects, guiding awards through the research lifecycle in a hybrid role based in St. Louis, MO.

Responsibilities include proposal preparation, budgeting, subawards, invoicing for clinical trials, and ensuring compliance and timely submission of grant documents.

Qualifications

• Bachelor’s degree or combination of education and experience may substitute for minimum education.

Responsibilities

• Proposals/pre-award and post-award grant management across sponsored projects.
• Prepare and submit proposals, manage budgets and subawards.
• Coordinate invoicing for clinical trials and laboratory purchases.

Skills

Grant management

Budgeting

Pre-award

Post-award

Regulatory compliance

Proposal submission

Education

Bachelor’s degree

Tools

RMS

SUBS

Workday

Job description

Position Summary

The Department of Pediatrics in the School of Medicine is seeking a Grant Specialist II to join its team in support of a portfolio of research-active faculty in a hybrid role based in St. Louis, MO. Provides essential pre-award and post-award support for sponsored projects, helping to guide awards through every stage of the research lifecycle. Prepares and submits proposals, manages budgets, coordinates subawards, invoicing for clinical trials, and approving laboratory purchases. Partners with faculty and department administrators to maintain compliance, accuracy, and organization throughout the award process.

Primary Duties & Responsibilities

• Proposal/Grant Management
  • Performs pre-award job duties in response to specific proposal guidelines and terms and conditions.
  • Works with faculty in proposal preparation and submission.
  • Manages budgeting, analysis, justifications for proposals; gathers information for protocols and non-technical proposal components as needed.
  • Serves as a liaison between the Chair, Faculty, and Department Administrators (DAs).
  • Stays current on federal and university developments regarding research administration and complex regulations.
  • May coordinate the submission, work with PI to prepare budget, and obtain pricing quotes from other departments.
  • Compiles and ensures accurate regulatory compliance of necessary data collected from various sources.
  • 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.
  • Obtains PI and institutional signatures for proposal submissions.
  • Initiates subaward setup through SUBS system (new process/system). Uploads pre-award documents and hands it off to Post-award to enter fund number.
  • Coordinates with the Post-award unit and OSRS to ensure timely implementation of contracts and subcontracts by examining and supplying the necessary requirements in the SUBS system.
• Award Management
  • 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.
  • Monitors and works with PI to submit annual agency reports (e.g., Research Performance Progress Reports/RPPRs).
  • Teams with the Post-Award unit on revised budgets.
  • Oversees and coordinates the proper transfer of PI grants and contracts into Wash U.
• Research Compliance
  • Coordinates the necessary support with internal and external requests for grant-related information (i.e. current biosketches, trainee information, and human/animal protocol approvals, other support).
• Research Reporting
  • Tracks and maintains online database of grants submitted, awarded, rejected, etc.
• Grant Closeout
  • Serves as 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.
• May assist with some post award activities
  • Manages and monitors sponsored projects budgets and ensures appropriate and timely expenditures and reconciliation of funds.
  • Approves purchasing documents and provides guidance to purchasing staff on appropriate expenditures according to specific grant policies.
  • Checks for accuracy and provides complex troubleshooting error resolutions/solutions for fund profile setups and financial reports.
  • 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.

Assists senior leadership with special projects as requested and performs other duties as assigned.

Working Conditions

• Job Location/Working Conditions
  • Normal office environment.
  • May travel to attend training sessions / seminars.
• Physical Effort
  • Typically sitting at desk or table.
  • Repetitive wrist, hand or finger movement.
• Equipment
  • Office 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.

Education

Bachelor’s degree or combination of education and/or experience may substitute for minimum education.

Certifications / Professional Licenses

No specific certification/professional license 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.

Preferred Qualifications

More About This Job Knowledge of RMS (Research Management System) and SUBS. Knowledge of agency guidelines.

No additional education unless stated elsewhere in the job posting.

No additional certification/professional licenses unless stated elsewhere in the job posting.

No additional work experience unless stated elsewhere in the job posting.

Accounting, Adobe Acrobat, Analytical Thinking, Computerized Accounting, Computer Literacy, Deadline Management, Grant Administration, IBM Cognos Analytics, Interpersonal Communication, Learning New Technologies, Maintaining Composure, Microsoft Excel, Microsoft Office, Microsoft OneNote, Microsoft Teams, Microsoft Word, Oral Communications, Workday Software, Written Communication

Grade

G11

Salary Range

$53,100.00 - $90,600.00 / 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 [e-mail] or 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. 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, citizenship (where prohibited by federal law), age, religion, sex, sexual orientation, gender identity or expression, disability, protected veteran status, or genetic information.