Grant Specialist II (Partially Remote) - Engineering | Washington University in St. Louis - Military Veterans

at Herc - Missouri

St. Louis, Missouri

Scheduled Hours 37.5 Position Summary The McKelvey School of Engineering has multiple openings for Grant Specialist II positions.  These positions will be hired into Mechanical Engineering & Materials Science, Electrical & Systems Engineering, and Computer Science & Engineering departments.   The Grant Specialist II will manage a portfolio of faculty post award and payroll sourcing activities with minimal supervision/oversight for a research-intensive department with centers. Job Description Primary Duties & 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 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. 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 Deanâ™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 sub-awards, including, receiving the sub-award 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 training sessions/seminars related to position. Assists senior leadership with special projects as requested. Performs other duties as assigned. Working Conditions Normal office environment. Currently a hybrid working environment; may have some travel to conferences/training, etc. Preferred Qualifications Knowledge of Workday, RMS, SUBS, Cognos, Adobe Acrobat, Microsoft Office â“ including Teams and OneNote, PC, agency guidelines, accounting principles, 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 face of pressure and deadlines. Good interpersonal skills to work with faculty, staff, and students. Willingness to learn new computer-based systems and become highly proficient in their use. Required Qualifications Bachelorâ™s degree plus one year experience in research administration or a related field (e.g. accounting, contracts), or an equivalent combination of education, training and experience. Grade G10 Salary Range $45,800.00 - $75,900.00 / 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. 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 Washington University in St. Louis is committed to providing a comprehensive and competitive benefits package to our employees. Benefits eligibility is subject to employment status, full-time equivalent (FTE) workload, and weekly standard hours. Please visit our website at to view a summary of benefits. EEO/AA Statement Washington University is an equal opportunity and affirmative action employer. All qualified applicants will receive consideration without regard to an individualâ™s sex, race, color, religion, age, disability status, protected veteran status, national or ethnic origin, gender identity or expression, sexual orientation. Women, minorities, protected veterans and the disabled are strongly encouraged to apply. 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. Applicant Instructions When you are ready to apply, creating an account only takes a minute. Your account creates a candidate home page which we will use to communicate with you and allows you to apply for jobs and view your application statuses. The first page of the application offers two âQuick Applyâ? options. Quick Apply allows you to either use a previous application or create a new application using a resume to populate the work experience and education sections of your job application. If using a resume to populate your application, check to ensure the application fields populated accurately. You may skip the âQuick Applyâ? page by clicking âNextâ? at the bottom of the page. Documents may be uploaded in the My Experience section of the application. You also have the option to apply with a Linkedin feature, which allows you to apply by using your Linkedin profile to populate some of the job application fields.