Research Administrator (Hybrid) - Neurology

Washington University in St. Louis; St. Louis (MO); Hybrid; USD 66,000 - 113,000; Full time

Benefits offered by this job

Health insurance

Tuition assistance

Transit benefits

Vacation & holidays

Job summary

Washington University in St. Louis is seeking an Experienced Research Administrator to lead a multi-fund grant lifecycle, coordinating proposals and post-award activities with faculty and staff. The role emphasizes strong communication with stakeholders and regulatory compliance to ensure timely submissions.

The position supports pre-award and post-award functions, including budgeting, subawards, and funding reallocations, while operating in a hybrid environment with periodic travel to campus.

Qualifications

• Bachelor’s degree or equivalent experience; four years of relevant work experience in grants administration.
• Experience managing complex pre-award and post-award activities with sponsor guidelines.
• Knowledge of federal sponsor requirements and university policies.

Responsibilities

• Lead complex multi-funded clinical trial and research portfolios.
• Advise Executives on grant development and submission strategy.
• Oversee pre-award duties for complex proposals (program projects, ARPA-H, Multi-PI).
• Coordinate budgeting, justifications, and data for proposals.
• Serve as liaison between Chair, Faculty, and Department Administrators.
• Ensure regulatory compliance and accurate data for submissions.
• Prepare and review agency forms; obtain PI and institutional signatures.
• Oversee subaward setup through SUBS; hand off to Post-award.
• Monitor NOAs, RPPRs, and revised budgets; ensure timely reporting.
• Manage payroll allocations and fund transfers; support cost transfers.

Skills

Adobe Acrobat

Analytical Thinking

Computerized Accounting

Computer Literacy

Deadline Management

Grant Administration

IBM Cognos Analytics

Interpersonal Communication

Learning New Technologies

Learning Systems

Maintaining Composure

Microsoft Excel

Microsoft Word

Oral Communications

Regulatory Compliance

Supervisory Management

Workday Software

Written Communication

Education

Bachelor's degree

Master's degree

Tools

SUBS system

S2S

Workday

IBM Cognos Analytics

Job description

Location ST. LOUIS, MO 63108 Scheduled Hours 40 Position Summary Experienced Research Administrator who serves as a communications leader with key stakeholders and can drive multiple grant submissions and post award activities with competing deadlines. Plays a vital role in the sponsor project life cycle, ensuring that research proposals adhere to sponsor guidelines and are successfully submitted. Supports faculty, center directors, and staff throughout the pre-award stage of sponsored projects, including proposal preparation and submission, just-in-time requests, and compliance. Manages a portfolio of faculty post award and payroll sourcing activities with minimal supervision/oversight for a research-intensive department. This role is hybrid and regular travel to Washington University will be required Job Description Primary Duties & Responsibilities: Proposal/Grant Management Leads complex multi-funded clinical trial and research portfolios. Strategic advisor to the Executive Committee, proposing grant development and submission strategy to ensure continued funding and program planning Oversees pre-award job duties in response to specific proposal guidelines and terms and conditions for more complex proposals, such as program projects, ARPA-H, and Multi-PIapplications. 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. Acts as liaison between the Chair, Faculty, and Department Administrators (DAs). Stays current on federal and university developments regarding research administration and complex regulations 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. Obtains PI and institutional signatures for proposal submissions. Oversees subaward setup through SUBS system (new process/system). Uploads pre-award documents and hands it off to Post-award to enter fund number. Serves as responsible for the oversight and day-to-day management of research administration. Implements and maintains procedures to ensure efficient workflow; responsible for the proper training of staff. Award Management Manages reviews of more complex 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. Research Compliance Coordinates the necessary support with internal and external requests for complex grant-related information (i.e. current biosketches, trainee information, and human/animal protocol approvals, other support). Grant Closeout Serves as responsible for closure of complex 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. Post Award Manages and monitors complex sponsored projects budgets and ensures appropriate and timely expenditures and reconciliation of funds. 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. Manages subawards, including, receiving the subaward invoice, reviewing and forwarding to PI for approval. 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). Serves as internal liaison and grant content representative with SPA to ensure that all funds are set up in a timely manner; prepares any necessary project advances, no-cost extensions, and ensures that funds are carried forward as appropriate. 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 leadership on pre- and post-award activities to ensure the highest level of customer service to faculty. Tracks and maintains online database of grants submitted, awarded, rejected, etc. Prepares monthly financial reports on complex 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 from Wash U to new institutions or new departments. May prepare and submit invoices according to final executed contract, track receipt of checks from sponsor and ensure they are deposited in correct fund. Assists senior leadership with special projects as requested. Performs other duties as assigned. Working Conditions: Job Location/Working Conditions Normal office environment. Physical Effort Typically standing or walking. Repetitive wrist, hand or finger movement (PC Typing). 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. Required Qualifications 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 (4 Years), Grants Administration (2 Years) Skills: Not Applicable Driver's License: A driver's license is not required for this position. More About This Job Preferred Qualifications: Knowledge of S2S and SUBS systems. Knowledge of agency guidelines. Preferred Qualifications Education: Master's degree Certifications/Professional Licenses: No additional certification/professional licenses unless stated elsewhere in the job posting. Work Experience: No additional work experience unless stated elsewhere in the job posting. Skills: Adobe Acrobat, Analytical Thinking, Computerized Accounting, Computer Literacy, Deadline Management, Grant Administration, IBM Cognos Analytics, Interpersonal Communication, Learning New Technologies, Learning Systems, Maintaining Composure, Microsoft Excel, Microsoft Word, Oral Communications, Regulatory Compliance, Supervisory Management, Workday Software, Written Communication Grade G13 Salary Range $65,900.00 - $112,700.00 / 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. 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As a federal contractor, the university maintains affirmative action programs to implement its equal employment opportunity policy for individuals with disabilities and protected veterans, in accordance with Section 503 of the Rehabilitation Act of 1973, as amended, and the Vietnam Era Veterans’ Readjustment Assistance Act of 1974 (VEVRAA), as amended. Q: Can I create a job alert to notify me when jobs of interest are posted? A: Yes! After you create a Candidate Home account, you can set up and manage job alerts to be sent to you either daily or weekly, according to the filters you select. You can add, edit, or delete job alerts at any time. You will need to opt in to communications from WashU when you set up your first alert and will only receive alerts for jobs posted after the alert has been created. Set alerts today so you do not miss any new opportunities! Washington University in St. Louis' collective success is significantly attributed to the passion and outstanding efforts of our community. Our staff, faculty and trainees are committed to excellence and dedicated to carrying out our missions of research, teaching and patient care. WashU prides itself on being a place where people matter, and serious work is done. Our people work together in an inclusive community that celebrates diverse perspectives, collaboration and innovation. We are a community of individuals inspired to work together to develop big ideas and tackle challenging problems. We value the well-being of our people. WashU strives to create a positive employee experience where staff, faculty and trainees thrive, both personally and professionally. Our employees find meaning, connection and vitality in their work and life with a healthy work-life balance and support to learn, grow and make an impact at WashU, the community and the world. Useful Links Who We Are Human Resources Benefits Living in St. Louis Frequently Asked Questions 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. Regulatory Postings Know Your Rights: Workplace Discrimination is Illegal Poster (English; Spanish)