The Grant Specialist provides guidance and technical expertise to the Universityâ™s research community in areas such as; Reporting, Invoicing, Transactional Approval and Regulatory Compliance. The Grant Specialist works independently, enforces compliance and provides expert advice and training to faculty and administrators related to internal University/School and external agency procedures and policies related to research administration.
Primary Duties & Responsibilities Â
Reporting and Invoicing (monthly)
Maintain up-to-date knowledge of the regulatory and legal framework and vast compliance rules affecting federal and non-federal sponsored research agreements.
Interpret external agency guidelines and provide advice to administrators and faculty regarding the allowability and allocability of direct costs to grants, contracts and sub-agreements.
Provide detail-oriented review, timely and accurate preparation and submission of interim, annual and final financial reports and invoices.Â
Review salary and stipends for compliance with grant requirements and maintain confidentiality in regards to the data.
Process complex adjusting entries and budget carryover entries.
Monitor and coordinate multiple reporting due dates and focus activities on the reports for complex projects (multiple PI, subcontracts, training grantsâ¦)
Close out accounting records for expiring grants.Â Follow-up with departments on outstanding issues that pertain to the report and/or invoice submission and closing process.Â Maintain documentation on correspondence with departments and external sponsors.Â
Review expenditures for adherence to Federal regulations, agency requirements, award conditions and University policies.
Reconcile accounting records to ensure that all costs are included on the financial report and/or invoice and close out accounting records for expiring grants and contracts.Â
Communicate and follow-up with departments and/or faculty members on outstanding issues that pertain to the FFR submission or invoice and closing process.Â Maintain documentation on correspondence with departments and sponsoring agencies.
Analyze awards received from external funding agencies for required actions, terms, accuracy of dollars, and active assurances (animals, humans, conflict of interest, etc.)
Exercise sound judgment regarding financial information in order to accurately create and approve accounts in University Account Profile System (APS) for department expenditures (payroll, purchasing, etc.)
Reconcile monthly exception reports to maintain accuracy of profile data required for all financial reporting needs related to sponsored projects at the University and School levels
Process project activation documents for pre award costs and no-cost extensions
Maintain RMS award/decline data to coincide with profile data used for OSRS, Departments, School, University and external reporting.
Review and approve all non-payroll transactions related to assigned grant portfolio to ensure compliance with University and sponsor guidelines.Â Primary issues involve: sufficient justification, date of discovery, reasonableness, timelines and department approvals.
Transactions will be reviewed at daily scheduled intervals.Â Approval/disapproval should be initiated within one business day.
Contact and communicate with departments to resolve compliance issues regarding these transactions.
Other Research Administration Activities
Develop and maintain ad hoc reports to catch exceptions.Â
Monitor monthly exception reports.
Review and approve Administrative Cost Exception forms.
Assist with gathering detail support for audits as needed.
Perform other duties as assigned.
Normal office environment.
Ability to work extra hours as needed.
Bachelorâ™s degree in Accounting, Masterâ™s degree or CPA certification.Â
Experience with Sponsored Research administration in a large university environment.Â
Experience with Uniform Guidance and regulatory requirements for grant accounting. Â
Experience with University accounting and reporting systems
Strong analytical and organizational skills.
Ability to exercise sound judgment, discretion, and tact.
Ability to function effectively under tight deadlines and high volume.
Ability to prioritize multiple tasks/requests/assignments and manage multiple priorities.
Working knowledge of standard accounting procedures.
Ability to utilize computerized systems â“ accounting, word processing, e-mail, internet, etc.
Ability to maintain a detail-oriented workload.
Effective communication skills (written and verbal).
Excellent attention to details and comfort with data for reporting.
Excellent customer service orientation.
Ability to interact professionally with staff of federal government, sponsoring organizations, and with faculty and administrative staff at the University.
Ability to read and understand grant terms as they relate to reporting and transactional approval requirements.
Ability to research multiple years of financial activity in sponsored agreements. Strong project management skills including the ability to coordinate and direct others on projects.
Ability to develop a high degree of skill in working independently and successfully handling complex, difficult and ambiguous situations.
Bachelorâ™s degree with one year of work experience or High school diploma or equivalent high school certification and five years of experience in Accounting or Research administration, strong PC skills (Microsoft Word and Excel) and effective communication skills or an equivalent combination of education, training and experience.
$45,800.00 - $75,900.00 / AnnuallyThe salary range reflects base salaries paid for positions in a given job grade across the University. Individual rates within the range will be determined by factors including one's qualifications and performance, equity with others in the department, market rates for positions within the same grade and department budget.
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.
Washington University in St. Louis is committed to providing a comprehensive and competitive benefits package to our employees. Benefits eligibility is subject to employment status, full-time equivalent (FTE) workload, and weekly standard hours. Please visit our website at https://hr.wustl.edu/benefits/ to view a summary of benefits.
Washington University is an equal opportunity and affirmative action employer. All qualified applicants will receive consideration without regard to an individualâ™s sex, race, color, religion, age, disability status, protected veteran status, national or ethnic origin, gender identity or expression, sexual orientation. Women, minorities, protected veterans and the disabled are strongly encouraged to apply.
Washington University is dedicated to building a diverse community of individuals who are committed to contributing to an inclusive environment â“ fostering respect for all and welcoming individuals from diverse backgrounds, experiences and perspectives. Individuals with a commitment to these values are encouraged to apply.
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Washington University in St. Louis, a medium-sized, independent university, is dedicated to challenging its faculty and students alike to seek new knowledge and greater understanding of an ever-changing, multicultural world. The University offers more than 90 programs and almost 1,500 courses leading to bachelor's, master's and doctoral degrees in a broad spectrum of traditional and interdisciplinary fields, with additional opportunities for minor concentrations and individualized programs. The faculty is composed of scholars, scientists, artists and members of the learned professions. They serve society by teaching; by adding to the store of human art, creativity, understanding, and wisdom; and by providing direct services, such as health care.