Senior Grants Specialist (Remote) - Neurology

Washington University in St. Louis; United States; Remote; USD 70,000 - 110,000; Full time

Job summary

Washington University in St. Louis is seeking a Senior Grants Specialist to support faculty and staff through the pre-award stage of sponsored projects, ensuring proposal adherence to sponsor guidelines and timely submission.

The role also involves managing post-award payroll sourcing activities and coordinating with multiple internal units. The Senior Grants Specialist will interact with faculty, department chairs, and administrators, staying updated on federal and university regulations to

Responsibilities

• Performs pre-award duties for complex proposals (program projects, ARPA-H, DOD, DOE) with minimal guidance.
• Manages budgeting and justifications for proposals; gathers data for protocols and non-technical components.
• Serves as liaison between Chair, Faculty, and Department Administrators.
• Keeps current on federal and university developments in research administration and regulations.
• Coordinates submission processes with PIs and Subawards; ensures regulatory compliance data is accurate.
• Works with Post-award and OSRS to ensure timely contract/subcontract implementation.

Job description

Location

Remote, US

Scheduled Hours

40

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.

Job Description

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.

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

• Manages and monitors complex 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.
• 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; prepare any necessary project advances, no-cost extensions, and ensure 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 month