Grant Analyst (Specialist II) (Remote) - McKelvey School of Engineering

Scheduled Hours

37.5

Position Summary

The Grant Analyst (Specialist II) will manage a portfolio of faculty post award and payroll sourcing activities with minimal supervision/oversight within a large, research-intensive department, primarily focused on the Center for Photonic Systems Innovation. Position will manage financial aspects of $20 million ARPA-H grant along with other sponsored projects for department faculty.

Job Description

Primary Duties and Responsibilities

• Identifies and assigns payroll to appropriate sources and enter directly into Workday, with PI approval. Documents and confirms with PI all salary sourcing for project personnel, including research faculty, postdocs, staff and students. Notifies DA and/or initiates payroll accounting adjustments when cost transfers are needed to reflect retroactive changes. Approves purchasing documents and provides guidance to purchasing staff on appropriate expenditures according to specific grant policies. Obtains justification and PI approvals on purchases. Coordinates administrative cost exceptions (ACE) forms. Manages and monitors sponsored projects budgets and ensures appropriate and timely expenditures and reconciliation of funds.
• 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. 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). Teams with the Pre-Award unit on revised budgets. Determines need for project activation requests, initiates and routes for approvals. Monitors and works with PI to submit quarterly and annual agency reports (e.g., Research Performance Progress Reports/RPPRs). Organizes and determines proper action plans including the oversight for advanced alerts to PIs of upcoming deadlines for continuation, competitive renewals, progress reports, etc.
• Ensuring 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 Dean’s Office on pre- and post-award activities to ensure the highest level of customer service to faculty.
• 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. Processes budget adjustments on expense categories as needed. Obtains signatures and forwards grant/contract financial status reports to PI and senior leadership. Works with PIs to provide fund management and make any necessary budgetary changes. Oversees and coordinates the proper transfer of PI grants and contracts into Wash U and to new institutions or new departments.
• 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.
• Coordinates with the Pre-award unit and OSRS to ensure timely implementation of contracts and subcontracts by examining and supplying the necessary requirements in the SUBS system. Manages subawards, including, receiving the subaward invoice, reviewing and forwarding to PI for approval. Follows up on unpaid or missing invoices and payment errors. 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.
• Attends project meetings, training sessions/seminars related to position. Assists senior leadership with special projects as requested.
• Performs other duties as assigned.

Preferred Qualifications

• Knowledge of Workday, RMS, SUBS, Cognos, Adobe Acrobat, Microsoft Office – including Teams and OneNote, PC, agency guidelines, etc.
• Microsoft Office including Word and Excel, PC.
• Working knowledge of standard accounting procedures and ability to utilize computerized accounting systems.
• Effective analytic skills.
• Effective verbal, written, and interpersonal communication skills.
• Calm demeanor and sense of urgency in the f