Job Description

Scheduled Hours

15

Position Summary

Support the financial and administrative management of sponsored grants, internal projects and awards, startup and discretionary funds, professorship and endowment funding for faculty. Working under the guidance of experienced grant administrators, this position will assist in ensuring compliance with university and sponsor policies while providing outstanding service to faculty and staff involved in sponsored projects.

Job Description

Primary Duties & Responsibilities:

Award Management

• Process journal entries, accounting adjustment, budget amendment, PCA and PAAs, and other grant related requests in a timely manner.
• Resolve accounting issues and assist with year-end process related with grants.
• Works with PIs to provide grant management and make any necessary budgetary changes.
• Approve purchasing documents and provide guidance to purchasing staff on appropriate expenditures according to specific grant policies.
• Update and forecast grant expenditures for faculty grant portfolios.
• Create, address, and process correspondence of moderate complexity with granting agencies (i.e., inquiries, carry forward requests, change in effort requests, no cost extensions, equipment purchase, and budget reallocation requests).
• Obtain signatures and forward grant financial status reports to PI and senior leadership.
• Assist with processing outgoing subawards as well as monitoring subaward invoices and activities.
• Coordinate the necessary support with internal and external requests for grant-related information.
• Track report due dates and coordinate on-time submission of all materials needed.
• Maintain knowledge of regulatory compliance and agency/university guidelines.
• Utilize university systems and tools to manage and track grant status in the appropriate way.
• Review and manage personnel sourcing, payroll cost adjustment, and effort reporting.
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• Review obligation, free balance, sub invoices, actual charges, and F&A in preparation for grant closeout.

Financial Analysis and Reporting

• Maintain and update the Workday live worksheets for PIs.
• Assist PI with budget planning, personnel sourcing projections, and bridge funding needs.
• Prepare monthly financials to communicate and share with PIs.
• Prepare and/or submit sponsor-required financials for RPPR or progress reports.
• Provide needed data for central office reporting need.
• Track and reconcile account balances to maintain accurate records of award activity.
• Assist with the calculation of IDC returns, salary recovery, and faculty burn rates.

Compliance and Policies

• Review expenditures for compliance with federal, state, and institutional regulations.
• Monitor financial activity on grants to ensure expenditures align with the budget and sponsor guidelines.
• Assist in resolving compliance issues, including timely response to audit requests or sponsor inquiries.

Communication and Support

• Serve as a liaison among principal investigators (PIs), department, school, and central offices.
• Ensure information are communicated properly and timely between PI/lab and different functional areas.
• Aid in Space Survey, Asset Count, and other projects as needed.

Perform other duties as assigned.

​Working Conditions:

Job Location/Working Conditions

• Normal office environment.
• Ability to move to on and off-campus locations.

Physical Effort

• Typically sitting at desk or table.
• Repetitive wrist, hand or finger movement.

Equipment

• Office equipment.

The above statements are intended to describe the general nature and level of work performed by people assigned to this classification. They are not intended to be construed as an exhaustive list of all job duties performed by the personnel so classified. Management reserves the right to revise or amend duties at any time.

Required Qualifications

Education:

Bachelor’s degree or combination of education and/or experience may substitute for minimum education.

Certifications:

No specific certification is required for this position.

Work Experience:

Relevant Experience (1 Year)

Skills:

Not Applicable

Driver's License:

A driver's license is not required for this position.

More About This Job

Preferred Qualifications:

• Master’s degree in accounting, finance or business administration related area.
• Familiarity with financial management, grant administration, Workday, and/or Workday live worksheets is strongly preferred.
• Interest in learning university systems, grants processes, and funding agency requirements.
• Ability to analyze financial data for accuracy and compliance.
• Ability to work collaboratively as part of a team while also demonstrating initiative in problem-solving.

Preferred Qualifications

Education:

No additional education beyond what is stated in the Required Qualifications section.

Certifications:

No additional certification beyond what is stated in the Required Qualifications section.

Work Experience:

No additional work experience beyond what is stated in the Required Qualifications section.

Skills:

Accounting Processes, Adobe Acrobat, Analytical Thinking, Computerized Accounting, Deadline Management, Detail-Oriented, Grant Administration, Grants Accounting, Intrapersonal Communication, Microsoft Excel, Microsoft Office, Microsoft Word, Multitasking, Oral Communications, Organizing, Workday, Written Communication

Grade

G10-H

Salary Range

$25.47 - $39.49 / Hourly

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.

Questions

For frequently asked questions about the application process, please refer to our External Applicant FAQ.

Accommodation

If you are unable to use our online application system and would like an accommodation, please email CandidateQuestions@wustl.edu or call the dedicated accommodation inquiry number at 314-935-1149 and leave a voicemail with the nature of your request.

All qualified individuals must be able to perform the essential functions of the position satisfactorily and, if requested, reasonable accommodations will be made to enable employees with disabilities to perform the essential functions of their job, absent undue hardship.

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

Please visit our website at https://hr.wustl.edu/benefits/ to review our benefit eligibility criteria along with any applicable benefits.

EEO/AA Statement

Washington University in St. Louis is committed to the principles and practices of equal employment opportunity and especially encourages applications by those from underrepresented groups. It is the University’s policy to provide equal opportunity and access to persons in all job titles without regard to race, ethnicity, color, national origin, age, religion, sex, sexual orientation, gender identity or expression, disability, protected veteran status, or genetic information.

Diversity Statement

Washington University is dedicated to building a diverse community of individuals who are committed to contributing to an inclusive environment – fostering respect for all and welcoming individuals from diverse backgrounds, experiences and perspectives. Individuals with a commitment to these values are encouraged to apply.