Grant Specialist II; Hybrid - Department of Developmental Biology

Primary Duties & Responsibilities

Proposal/Grant Management

40

The Department of Developmental Biology in the School of Medicine is seeking a Grant Specialist II to support a portfolio of research-active faculty in a hybrid role based in St. Louis, MO. This position provides both pre‑award and post‑award support across the full sponsored project lifecycle, including preparing and submitting proposals, developing and managing budgets, coordinating sub‑awards, and ensuring compliance with sponsor and university policies.

The Grant Specialist II partners closely with faculty, department administrators, and central offices to ensure accurate, timely proposal and award management, while supporting payroll sourcing and budget monitoring after award. The ideal candidate has experience in research administration or budgeting, strong attention to detail, and the ability to manage multiple deadlines in a collaborative academic environment.

• Performs pre‑award job duties in response to specific proposal guidelines and terms and conditions.
• 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.
• Serves as a 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, 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 sub‑award 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.

• Provides internal 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).
• Teams with the Post‑Award unit on revised budgets.
• Oversees and coordinates the proper transfer of PI grants and contracts into Wash U.

• 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).

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

• Serves as responsible for closure of 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 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.
• Checks for accuracy and provides complex troubleshooting error resolutions/solutions for fund profile setups and financial reports.
• Prepares monthly financial reports on all research accounts and distribute/discuss with PIs and senior leadership.
• Assists DA in reconciling funds and monitoring spending levels, overdrafts, and cost sharing commitments.

Performs other duties as assigned including assisting senior leadership with special projects as requested.