Scheduled Hours

37.5

Position Summary

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.

Job Description

Primary Duties & Responsibilities

• Maintains up-to-date knowledge of the regulatory and legal framework and vast compliance rules affecting federal and non-federal sponsored research agreements.
• Interprets external agency guidelines and provide advice to administrators and faculty regarding the allowability and allocability of direct costs to grants, contracts and sub-agreements.
• Provides detail-oriented review, timely and accurate preparation and submission of interim, annual and final financial reports and invoices.
• Reviews salary and stipends for compliance with grant requirements and maintain confidentiality in regards to the data.
• Processes complex adjusting entries and budget carryover entries.
• Monitors and coordinates multiple reporting due dates and focus activities on the reports for complex projects (multiple PI, subcontracts, training grantsâ¦).
• Closes out accounting records for expiring grants. Follows-up with departments on outstanding issues that pertain to the report and/or invoice submission and closing process. Maintains documentation on correspondence with departments and external sponsors.
• Reviews expenditures for adherence to Federal regulations, agency requirements, award conditions and University policies.
• Reconciles 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.
• Communicates and follows-up with departments and/or faculty members on outstanding issues that pertain to the FFR submission or invoice and closing process. Maintains documentation on correspondence with departments and sponsoring agencies.
• Analyzes awards received from external funding agencies for required actions, terms, accuracy of dollars and active assurances (animals, humans, conflict of interest, etc.).
• Exercises 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.).
• Reconciles 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.
• Processes project activation documents for pre award costs and no-cost extensions.
• Maintains RMS award/decline data to coincide with profile data used for OSRS, Departments, School, University and external reporting.
• Reviews and approves all non-payroll transactions related to assigned grant portfolio to ensure compliance with University and sponsor guidelines. Primary issues involve: sufficient justification, date of discovery, reasonableness, timelines and department approvals.
• Transactions will be reviewed at daily scheduled intervals. Approval/disapproval should be initiated within one business day.
• Contacts and communicates with departments to resolve compliance issues regarding these transactions.
• Develops and maintains ad hoc reports to catch exceptions.
• Monitors monthly exception reports.
• Reviews and approves Administrative Cost Exception forms.
• Assists with gathering detail support for audits as needed.
• Performs other duties as assigned.

Preferred Qualifications

• Bachelorâ™s degree in accounting, masterâ™s degree or Certified Public Accountant certification.
• Experience with Sponsored Research administration in a large university environment.
• Experience with Uniform Guidance and regulatory requirements for grant accounting.
• 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.

Required Qualifications

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.

Grade

G10

Salary Range

$48,700.00 - $80,500.00 / Annually

The 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.

Accommodation

If you are unable to use our online application system and would like an accommodation, please email CandidateQuestions@wustl.edu or call the dedicated accommodation inquiry number at 314-935-1149 and leave a voicemail with the nature of your request.

Pre-Employment Screening

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.

Benefits Statement

Personal

• Up to 22 days of vacation, 10 recognized holidays, and sick time.

• Competitive health insurance packages with priority appointments and lower copays/coinsurance.

• Want to Live Near Your Work and/or improve your commute? Take advantage of our free Metro transit U-Pass for eligible employees. We also offer a forgivable home loan of up to $12,500 for closing costs and a down payment for homes in eligible neighborhoods.

• WashU provides eligible employees with a defined contribution (403(b)) Retirement Savings Plan, which combines employee contributions and university contributions starting at 7%.

Wellness

• Wellness challenges, annual health screenings, mental health resources, mindfulness programs and courses, employee assistance program (EAP), financial resources, access to dietitians, and more!

Family

• We offer 4 weeks of caregiver leave to bond with your new child. Family care resources are also available for your continued childcare needs. Need adult care? Weâ™ve got you covered.

• WashU covers the cost of tuition for you and your family, including dependent undergraduate-level college tuition up to 100% at WashU and 40% elsewhere after seven years with us.

For policies, detailed benefits, and eligibility, please visit: https://hr.wustl.edu/benefits/

EEO/AA Statement

Washington University in St. Louis is committed to the principles and practices of equal employment opportunity and especially encourages applications by those from underrepresented groups. It is the Universityâ™s policy to provide equal opportunity and access to persons in all job titles without regard to race, ethnicity, color, national origin, age, religion, sex, sexual orientation, gender identity or expression, disability, protected veteran status, or genetic information.

Diversity Statement

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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