Grant Specialist ; Remote - Department of Medicine

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 GSI 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. May assist with activities associated with a portfolio of faculty post‑award and payroll sourcing with supervision/oversight, particularly for research‑intensive departments.

40 hours per week

• Performs pre‑award job duties in response to basic or moderately complex proposal guidelines and terms and conditions.
• Works with faculty in proposal preparation and submission.
• Assists with budgeting, analysis, and justifications for proposals; gathers information for protocols and non‑technical proposal components as needed.
• Serves as liaison between the Chair, Faculty, and Department Administrators (DAs) / Business Managers. Stays current on federal and university developments regarding research administration and complex regulations.
• May coordinate the submission, work with PI to prepare budget, and 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; uploads pre‑award documents and hands it off to Post‑award staff 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.

• Provides internal notice of award (NOA), including sponsor award documents, to SPA and the PI, noting any special terms and conditions as well as committed effort on basic to moderately complex awards.
• 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 grant‑related information (e.g., current biosketches, trainee information, and human/animal protocol approvals, other support).

• Enters and maintains online database of grants submitted, awarded, rejected, etc.

• Acts as liaison to accounting departments to resolve accounting issues and manage year‑end process.
• Works with PIs to provide fund management and make any necessary budgetary changes.
• Approves purchasing documents and provides guidance to purchasing staff on appropriate expenditures according to specific grant policies.

• Normal office environment; may have some travel to conferences or training.
• Typically sitting at desk or table; repetitive wrist, hand or finger movement.
• Standard office equipment.

Required:

Bachelor’s degree or combination of education and/or experience may substitute for minimum education.

Work Experience:

Relevant experience (1 year).

Skills:

Not Applicable.

Driver’s License:
Not required.

• Knowledge of Research Management System (RMS), SUBS System, and agency guidelines.
• Accounting, Adobe Acrobat, Analytical Thinking, Computerized Accounting, Computer Literacy, Deadline Management, Grant Administration, Grant Applications, Interpersonal Communication, Learning New Technologies, Maintaining Composure, Microsoft Excel, Microsoft Office, Oral Communications, Workday Software, Written Communication.

Grade: G10-H.

Salary Range: $25.47 - $39.49 per hour.

Personal:
Up to 22 days of vacation, 10 recognized holidays, and sick time; competitive health insurance…