Grant Specialist II (Remote) - Surgery

Scheduled Hours

40

Position Summary

This is a position within the Department of Surgery research administration team. The team is fully remote, but local staff may come into the office (Mid Campus Center) for training and occasionally for meetings.

We are adding three positions to accommodate growth in volume and workload. See the related postings for Sr. Grant Specialist and Grant Specialist I. We will hire the three selected candidates for the three roles and will match the position/grade to the successful candidates’ experience.

The Grant Specialist II position is responsible for more complex grants and/or broader scope, including Pre-award, post -award, and payroll sourcing activities with minimal supervision/oversight. The Primary Duties & Responsibilities in the job posting include the general duties of research administration and some are more applicable to post-award and some are more applicable to pre-award.

The new positions are:
Post-Award Specialist: The Post-Award Team is responsible for grants from award through closeout, including financial reporting and monitoring and meeting with faculty. Staff work heavily in Workday and closely with Sponsored Projects Accounting (SPA). Post-Award staff are assigned a portfolio of divisions, sections, and/or individual faculty. The Department of Surgery has 6 divisions and approximately $30M in grant funding annually.

Pre-Award Specialist: The Pre-Award Team is responsible for submitting grant proposals and progress reports. Staff work heavily in Research Management System (proposal and budget development, S2S, InfoEd) and work closely with Office of Sponsored Research Services (OSRS). Pre-Award staff generally work across all divisions and sections in the department, but this particular position will work primarily with faculty in the Division of Public Health Sciences.

Training Grant Specialist: This is a new position that will manage the grant administration work for current and future training grants, as well as the non-grant administration (meetings, correspondence, appointments) on several training grants. They will also manage requests for mentor information for training grant submissions. They will be responsible for new and competitive renewal submissions and progress reports. Experience with NIH training grants is highly recommended. The Department of Surgery currently has 3 T32 awards and 1 R38 award, with future submissions planned.

These positions will join our existing team: Post-Award Team (6 staff, growing to 7), Pre-Award Team (4 staff, growing to 5), Training Grant Specialist (new), Financial Accounting Assistant (payroll accounting), and Business Manager.

Job Description

Primary Duties & Responsibilities

• 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. Prepare and review all agency forms for submission. Enter grant budgeting documents online, as needed.
• May coordinate the submission and post award activities for grant-funded clinical trial studies;.
• Identifies and collects potential grant applications/instructions for PIs.
• Serves as internal liaison and grant content representative with grants office to ensure that all funds are set up in a timely manner; prepare any necessary project advances, no-cost extensions and ensure that funds are carried forward as appropriate.
• Works with OSRS to ensure timely implementation of contracts and subcontracts by examining and supplying the necessary requirements to OSRS.
• Provides complex troubleshooting error resolutions/solutions for grant profile setups and financial reports.
• Tracks and maintains online database of grants submitted, awarded, rejected, etc.
• Organizes and determines proper action plans including the oversight for advanced alerts to PIs of upcoming deadlines for continuation, competitive renewals, progress reports, etc.
• Responsible for ensuring that human and animal study protocols are associated with the applicable proposal or award.
• Oversees and coordinates the proper transfer of PI grant files into WashU and to new institutions or new departments.
• Responsible for closure of grant accounts. Submits final progress report and final invention statement (if applicable) to the appropriate agency.
• 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).
• Creates, addresses and processes correspondence of moderate complexity with granting agencies (i.e. inquiries, carry forward reques