Senior Grants Specialist – Psychiatry

This is a fully remote position, open to applicants in United States.

📋 Description

• Management of proposals and grants.

• Executes pre-award tasks in alignment with specific proposal guidelines and terms for more intricate proposals, such as program projects, ARPA-H, DOD, DOE applications, with minimal supervision.

• Collaborates with faculty on proposal development and submission.

• Oversees budget management, analysis, and justifications for proposals; collects information for protocols and non-technical proposal elements as necessary.

• Acts as a liaison between the Chair, Faculty, and Department Administrators.

• Remains informed on federal and university updates concerning research administration and complex regulations.

• May coordinate submission, work with the Principal Investigator to prepare budgets, and obtain pricing estimates from other Departments.

• Compiles and ensures the accurate regulatory compliance of necessary data gathered from various sources.

• Collaborates with the Principal Investigator to compile and submit the entire grant in accordance with established agency/university guidelines.

• Prepares and reviews all agency forms prior to submission.

• Inputs grant budgeting documents online, as required.

• Secures signatures from the Principal Investigator and institution for proposal submissions.

• Initiates subaward setup through the SUBS system (new process/system).

• Uploads pre-award documents and transfers them to Post-award for fund number entry.

• Coordinates with the Post-award unit and OSRS to ensure timely execution of contracts and subcontracts by reviewing and providing the necessary requirements in the SUBS system.

• Manages and oversees budgets for complex sponsored projects, ensuring appropriate and timely expenditures and reconciliation of funds.

• Approves purchasing documents and advises purchasing staff on proper expenditures in line with specific grant policies.

• Manages subawards, including receiving the subaward invoice, reviewing, and forwarding to the Principal Investigator for approval.

• Verifies accuracy and provides complex troubleshooting resolutions for fund profile setups and financial reports.

• Creates, addresses, and processes correspondence of moderate complexity with granting agencies (e.g., inquiries, carry forward requests, changes in effort requests, prior approvals, no-cost extensions, equipment purchases, and budget reallocation requests).

• Serves as an internal liaison and grant content representative with SPA to ensure that all funds are established promptly; prepares any necessary project advances, no-cost extensions, and ensures that funds are carried forward as needed.

• Ensures that human and animal study protocols are linked to the applicable proposal or award.

• Obtains documentation regarding the involvement of foreign nationals in research projects.

• Coordinates necessary support for internal and external requests for grant-related information (e.g., audit inquiries, effort distribution, trainee information, and human/animal protocol approvals).

• Tracks and maintains an online database of grants that have been submitted, awarded, or rejected.

• Prepares monthly financial reports on complex research accounts and distributes/discusses them with PIs and senior leadership.

• Assists the DA in reconciling funds and monitoring spending levels, overdrafts, and cost-sharing commitments.

• Processes budget adjustments for expense categories as necessary.

• Obtains signatures and forwards grant/contract financial status reports to the PI and senior leadership.

• Collaborates with PIs to manage funds and implement any necessary budgetary changes.

• Oversees and coordinates the proper transfer of PI grants and contracts from Wash U to new institutions or departments.

• May prepare and submit invoices as per the finalized executed contract, track receipt of checks from the sponsor, and ensure they are deposited into the correct fund.

• Manages reviews of more complex notices of award (NOA), including sponsor award documents, to SPA and PI, highlighting any special terms and conditions as well as committed effort.

• Monitors and collaborates with PI to submit annual agency reports (e.g., Research Performance Progress Reports/RPPRs).

• Oversees and coordinates the proper transfer of PI grants and contracts into WashU.

• Coordinates the necessary support for internal and external requests for complex grant-related information (e.g., current biosketches, trainee information, and human/animal protocol approvals, as well as other support).

⛳️ Requirements

• Bachelor’s degree or a combination of education and/or experience that meets the minimum education requirement.

• Relevant experience of 3 years.

• Essential knowledge of S2S, Research Management System (RMS and SUBS system), and Research Management experience.

• Familiarity with agency guidelines.

• 3 years of Financial Grant Management experience.

• Skills: Proficiency in accounting processes, Adobe Acrobat, analytical thinking, computerized accounting, computer literacy, deadline management, grant administration, IBM Cognos Analytics, interpersonal communication, learning new technologies, maintaining composure, Microsoft Office, oral communications, research management, supervisory management, Workday software, and written communication.

🏝️ Benefits

• Up to 22 days of vacation, 10 recognized holidays, and sick leave.

• Competitive health insurance packages with priority appointments and reduced copays/coinsurance.

• Free Metro transit U-Pass available for eligible employees.

• Defined contribution (403(b)) Retirement Savings Plan, which includes employee contributions and university contributions starting at 7%.

• Wellness challenges, annual health screenings, mental health resources, mindfulness programs and courses, employee assistance program (EAP), financial resources, access to dietitians, and more!

• 4 weeks of caregiver leave to bond with your new child.

• Family care resources available for ongoing childcare needs.

• WashU covers the cost of tuition for you and your family, including dependent undergraduate-level college tuition up to 100% at WashU and 40% elsewhere after seven years with us.