Scheduled Hours

40

Position Summary

Responsible for more complex grants and/or broader scope and may lead/supervise one or more grant assistant/specialists. May also oversee Center grants.

Job Description

Primary Duties & Responsibilities:

• Serves as lead or may direct Grant Assistants or Grant. May train others in all pre and post award administrative functions.
• 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.
• May coordinate the submission and post award activities for clinical trial studies; prepare forms and materials for the Center for Clinical Studies, work with PI to prepare budget, obtain pricing quotes from other Departments, confirm CPT code for billing MD time, determine standard of care measures versus those strictly for research, prepare and submit invoices according to final executed contract, track receipt of checks from sponsor and ensure they are deposited in correct fund.
• Identifies and collects potential grant applications/ instructions for PIs.
• Serves as internal liaison and grant content representative, ensuring 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 timely implementation of contracts and subcontracts by managing processes, examining information and complying with necessary requirements of OSRS.
• Serves as a subject matter expert on complex troubleshooting error resolutions/solutions for grant submissions and financial reports.
• Analyzes and prepares comprehensive and often complex monthly financial reports on all research accounts (expected to be of a large scale/scope). Monitors, analyzes and provides forecasts for grant budgets ensuring appropriate and timely expenditures and reconciliation of funds. Distribute/discuss with PIs and senior leadership.
• 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.
• Coordinates transfer of PI grant files into Wash U 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, human/animal protocol approvals and other support).
• Creates, addresses and processes correspondence of moderate to high complexity with granting agencies (i.e. inquiries, carry forward requests, change in effort requests, no cost extensions, equipment purchase and budget reallocation requests).
• Obtains signatures and forwards grant financial status reports to PI and senior leadership.
• Updates grants lists monthly or when new fund numbers are received.
• Organizes and maintains electronic and hard copy grant files.
• Analyzes and provides recommendations/guidance for research management for preparation of the annual budget and annual payroll. Enters budget on line, as needed.
• Attends training sessions/seminars related to position.
• Assists senior leadership with special projects as requested.
• Works with PIs to provide fund management and make any necessary budgetary changes.
• Identifies and assigns payroll to appropriate sources and enters directly into HR system, with PI approval.
• Approves purchasing documents and provides guidance to purchasing staff on appropriate expenditures according to specific grant policies.
• Manages Cores and Subcores, program income, bridge/seed and institutional funds. Provides monthly financial reports to the Program Director and Core/Subcore Directors. Serves as financial resource for the entire Center.
• Performs data gathering, analysis and report on Center major equipment inventories, maintenance and replacement, along with annual financial and strategic planning.
• Designs and implements reporting database for Cores/Subcores to track services for billing purposes. Performs data gathering, analysis and reports for the Cores/Subcores and forecasts anticipated annual expenses and program income.
• Prepares, sends and monitors invoices for services