Grant Specialist II - Pediatrics Central Administration

About this role

Location SAINT LOUIS, MO 63110

 Scheduled Hours 40

Position Summary The Department of Pediatrics in the School of Medicine is seeking a Grant Specialist II to join its team in support of a portfolio of research-active faculty in a hybrid role based in St. Louis, MO.

Provides essential pre-award and post-award support for sponsored projects, helping to guide awards through every stage of the research lifecycle. Prepares and submits proposals, manages budgets, coordinates subawards, invoicing for clinical trials, and approving laboratory purchases. Partners with faculty and department administrators to maintain compliance, accuracy, and organization throughout the award process.

Job Description

Primary Duties & Responsibilities:

Proposal/Grant Management • 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 on line, 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 • 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.

Research Compliance • Coordinates the necessary support with internal and external requests for grant-related information (i.e. current biosketches, trainee information, and human/animal protocol approvals, other support).

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

Grant Closeout • 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.

May assist with some post award activities • 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.

Assists senior leadership with special projects as requested and 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.

The above statements are intended to describe the general nature and level of work performed by people assigned to this classification. They are not intended to be construed as an exhaustive list of all job duties performed by the personnel so classified. Management reserves the right to revise or amend duties at any time.

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

More About This Job Preferred Qualifications • Knowledge of RMS (Research Management System) and SUBS. • Knowledge of agency guidelines.

Preferred Qualifications

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, Adobe Acrobat, Analytical Thinking, Computerized Accounting, Computer Literacy, Deadline Management, Grant Administration, IBM Cognos Analytics, Interpersonal Communication, Learning New Technologies, Maintaining Composure, Microsoft Excel, Microsoft Office, Microsoft OneNote, Microsoft Teams, Microsoft Word, Oral Communications, Workday Software, Written Communication

Grade G11

Salary Range $53,100.00 - $90,600.00 / Annually

The salary range reflects base salaries paid for positions in a given job grade across the Univers

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