Research Administrator (Remote) - Cardiology

Washington University in St. Louis; United States; Remote; USD 75,000 - 110,000; Full time

Job summary

Washington University in St. Louis is seeking a Grant/Pre-Award Administrator to oversee research administration across the proposal lifecycle. The role supports faculty, center directors, and staff through pre-award submission, budgeting, justifications, and compliance.

The position includes post-award coordination and subaward management to ensure timely, compliant funding processes. Responsibilities include budgeting, data gathering for protocols, regulatory compliance, and liaison duties

Qualifications

• Experience managing complex pre-award proposals and budgeting.
• Knowledge of federal sponsor guidelines and compliance requirements.
• Ability to coordinate with faculty, chair, and department staff.

Responsibilities

• Oversee day-to-day research administration and pre-award tasks.
• Prepare budgets and justifications for proposals; gather data for protocols.
• Coordinate with Post-Award unit to ensure timely contracts and subawards.
• Ensure regulatory compliance and submission of required forms and reports.
• Serve as liaison between investigators and department administrators.

Skills

Proposal/grant management

Budgeting

Regulatory compliance

Stakeholder coordination

Workday

Tools

SUBS system

Workday

Job description

Location

Remote, US

Scheduled Hours

40

Position Summary

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.

Job Description

Primary Duties & Responsibilities:

Proposal/Grant Management:

• 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.

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.
• 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.

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).

Research Reporting:

• Provides analysis of online database of grants submitted, awarded, rejected, etc. metrics and funding trends.

Grant Closeout:

• 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 appl