Research Administrator (Remote) - Cardiology
Washington University in St. Louis
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Job summary
Washington University in St. Louis is seeking a Grants Administrator to oversee pre-award and post-award activities for sponsored projects. You will support faculty and staff through proposal preparation, budgeting, and compliance, while coordinating subawards and contract transfers.
The role includes sophisticated grant management, data reporting, and collaboration with SPAs across departments to ensure timely and accurate submissions and financial tracking.
Qualifications
- Bachelor’s degree or equivalent education/experience required.
- 4+ years of grants administration experience.
- Knowledge of sponsor guidelines and agency requirements.
Responsibilities
- Oversee and manage pre-award grant activities and proposal submissions.
- Coordinate post-award budgeting, payroll sourcing, and fund tracking.
- Ensure compliance with agency guidelines and regulatory requirements.
- Prepare monthly financial reports and liaise with PIs and senior leadership.
- Manage subawards and contract transfers.
Skills
Education
Tools
Job description
Remote, US
40
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. May manage grants for Research Centers.
- Provides oversight and day-to-day management of research administration.
- Performs pre-award job duties in response to specific proposal guidelines and terms and conditions for more complex proposals, such as program projects, ARPA-H, DOD, DOE applications.
- 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.
- May coordinate the submission, work with PI to prepare budget, 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.
- 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.
- 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.
- Tracks and maintains online database of grants submitted, awarded, rejected, etc.
- 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 WashU.
- 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).
- Provides analysis of online database of grants submitted, awarded, rejected, etc. metrics and funding trends.
- 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.
- 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.
- 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.
- Serves as 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.
Assists senior leadership with special projects as requested.
Performs other duties as assigned.
Job Location/Working Conditions:
- Normal office environment.
- Typically standing or walking.
- Repetitive wrist, hand or finger movement (PC Typing).
- 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.
Bachelor’s degree or combination of education and/or experience may substitute for minimum education.
No specific certification/professional license is required for this position.
Relevant Experience (4 Years), Grants Administration (2 Years)
Not Applicable
A driver's license is not required for this position.
- Knowledge of S2S and SUBS systems.
- Knowledge of agency guidelines.
Master's degree
No additional certification/professional licenses unless stated elsewhere in the job posting.
No additional work experience unless stated elsewhere in the job posting.
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
G13
$65,900.00 - $112,700.00 / Annually
For frequently asked questions about the application process, please refer to our External Applicant FAQ.
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.
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.
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.
- 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 challenges, annual health screenings, mental health resources, mindfulness programs and courses, employee assistance program (EAP), financial resources, access to dietitians, and more!
- 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/
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 or shared ancestry, 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. 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.
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