Senior Grant Specialist (PRN/Remote) - Genetics

UNKNOWN; United States; Remote; USD 40,000 - 65,000; Full time

Job summary

Washington University in St. Louis seeks a Grants Specialist (GS) to guide proposal preparation and submission, ensuring sponsor compliance and timely delivery.

The Senior GS supports faculty and staff through pre-award activities, including budgeting, justifications, and coordination with chairs and administrators. The role handles grant budgeting, data collection, and regulatory compliance, coordinating with Post-Award and OSRS to ensure smooth contract processing and fund setup across complex

Qualifications

• Bachelor’s degree or combination of education and/or experience may substitute for minimum education.
• 3 Years of relevant experience required.

Responsibilities

• Pre-award duties for complex proposals and budgets; coordinate with faculty on submissions.
• Submit NOA and agency forms; ensure regulatory compliance.
• Coordinate post-award setup, subcontracts, and transfer of grants.
• Assist with annual reports and continuing budgets; monitor deadlines and notices.

Skills

Accounting Processes

Adobe Acrobat

Analytical Thinking

Computerized Accounting

Computer Literacy

Deadline Management

Grant Administration

IBM Cognos Analytics

Interpersonal Communication

Learning New Technologies

Maintaining Composure

Microsoft Office

Oral Communications

Supervisory Management

Workday Software

Written Communication

Education

Bachelor’s degree

3 Years Experience

Tools

SUBS system

Research Management System (RMS)

S2S

Job description

Location

Remote, US

Position Summary

Grants Specialists (GS) play a vital role in the sponsored project life cycle, ensuring that research proposals adhere to sponsor guidelines and are successfully submitted. The Senior GS 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. Responsible managing a portfolio of faculty post award and payroll sourcing activities with minimal supervision/oversight, particularly for a research-intensive department.

Primary Duties & Responsibilities

Proposal / Grant Management

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 with minimal guidance. Work 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. 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 online, 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.

Administrative Assistance

Assist select PIs with calendar management, coordinating meetings and accommodating for scheduling conflicts in communication with the PI. Assist select PIs with travel planning/booking needs in coordination with the PI or their guests (prospective recruits, speakers, etc.). Support Assistant to the Chair with ad hoc needs as assigned.

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). 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

Assists with analysis of online database of grants submitted, awarded, rejected, etc. metrics and funding trends. Organizes and determines proper action plans including the oversight for advanced alerts to PIs of upcoming deadlines for continuation, competitive renewals, progress reports, etc.

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 Approves purchasing documents

Provides guidance to purchasing staff on appropriate expenditures according to specific grant policies. 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). 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. Tracks and maintains online database of grants submitted, awarded, rejected, etc. 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.

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 (3 Years)
• Skills: Not Applicable
• Driver's License: A driver's license is not required for this position.

Preferred Qualifications

• Knowledge of S2S, Research Management System (RMS) and SUBS system.
• Knowledge agency guidelines.
• Education: No additional education unless stated elsewhere in the job posting.
• 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: Accounting Processes, Adobe Acrobat, Analytical Thinking, Computerized Accounting, Computer Literacy, Deadline Management, Grant Administration, IBM Cognos Analytics, Interpersonal Communication, Learning New Technologies, Maintaining Composure, Microsoft Office, Oral Communications, Supervisory Management, Workday Software, Written Communication

Salary Range

Grade G12-H Salary Range $29.96 - $47.92 / Hourly

Questions

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

Please visit our website at https://hr.wustl.edu/benefits/ to review our benefit eligibility criteria along with any applicable 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 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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About Us

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.