Scheduled Hours

40

Position Summary

The Department of Psychiatry is seeking a Grants Specialist (GS) to play a vital role in the sponsored project life cycle, ensuring that research proposals adhere to sponsor guidelines and are successfully submitted. The Senior GS supports faculty, center directors, and staff throughout the pre-and-post award stages of sponsored projects, including proposal preparation and submission, just-in-time requests, and compliance.
This position will be responsible for managing a portfolio of faculty post-award and payroll sourcing activities with minimal supervision/oversight, for a particularly research-intensive department.

Job Description

Proposal / Grant Management

• Performs pre-award job duties in response to specific proposal guidelines and terms and conditions for more complex proposals, such as program projects, ARPA-H, DOD, DOE applications with minimal guidance. Work 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.
• Stays current on federal and university developments regarding research administration and complex regulations. 
• May coordinate the submission, work with PI to prepare budget, 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 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.

Post Award

• Manages and monitors complex 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.
• Manages subawards, including, receiving the subaward invoice, reviewing and forwarding to PI for approval.
• Checks for accuracy and provides complex troubleshooting error resolutions/solutions for fund profile setups and financial reports.
• Creates, addresses, and processes correspondence of moderate complexity with granting agencies (i.e. inquiries, carry forward requests, change in effort requests, prior approvals, no cost extensions, equipment purchase, and budget reallocation requests).
• Serves as internal liaison and grant content representative with SPA 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.
• Ensures that human and animal study protocols are associated with the applicable proposal or award.
• Obtains documentation on participation of foreign nationals on research projects.
• Coordinates the necessary support with internal and external requests for grant-related information (i.e. audit inquiries, effort distribution, trainee information, and human/animal protocol approvals,).
• Stays in communication with the leadership on pre- and post-award activities to ensure the highest level of customer service to faculty.
• Tracks and maintains online database of grants submitted, awarded, rejected, etc.
• Prepares monthly financial reports on complex research accounts and distribute/discuss with PIs and senior leadership.
• Assists DA in reconciling funds and monitoring spending levels, overdrafts, and cost sharing commitments. Processes budget adjustments on expense categories as needed.
• Obtains signatures and forwards grant/contract financial status reports to PI and senior leadership.
• Work
• s with PIs to provide fund management and make any necessary budgetary changes. 
• Oversees and coordinates the proper transfer of PI grants and contracts from Wash U to new institutions or new departments.
• May prepare and submit invoices according to final executed contract, track receipt of checks from sponsor