Job Description

Scheduled Hours

20

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

• Processes journal entries, accounting adjustment, budget amendment, PCA and PAAs, and other grant related requests in a timely manner.
• Resolves accounting issues and assist with year-end process related with grants.
• Works with PIs to provide grant management and make any necessary budgetary changes.
• Approves purchasing documents and provides guidance to purchasing staff on appropriate expenditures according to specific grant policies.
• Updates and forecasts grant expenditures for faculty grant portfolios.
• Creates, addresses, and processes 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).
• Obtains signatures and forwards grant financial status reports to PI and senior leadership.
• Assists with processing outgoing subawards as well as monitoring subaward invoices and activities.
• Coordinates the necessary support with internal and external requests for grant-related information.
• Tracks report due dates and coordinates on-time submission of all materials needed
• Maintains knowledge of regulatory compliance and agency/university guidelines
• Utilizes university systems and tools to manage and track grant status in the appropriate way.
• Reviews and manages personnel sourcing, payroll cost adjustment, and effort reporting.
• Reviews obligation, free balance, sub invoices, actual charges, and F&A in preparation for grant closeout.

Financial Analysis and Reporting

• Maintains and updates the Workday live worksheets for PIs.
• Assists PI with budget planning, personnel sourcing projections, and bridge funding needs.
• Prepares monthly financials to communicate and share with PIs.
• Prepares and/or submits sponsor-required financials for RPPR or progress reports.
• Provides needed data for central office reporting need.
• Tracks and reconciles account balances to maintain accurate records of award activity.
• Assists with the calculation of IDC returns, salary recovery, and faculty burn rates.

Compliance and Policies

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

Communication and Support

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

Performs other duties as assigned.

Working Conditions:

Job Location

• Normal office environment

Physical Effort

• Typically sitting at desk or table
• Repetitive wrist, hand or finger movement
• Ability to move to on and off-campus location

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

Washington University seeks highly motivated individuals who are able to perform duties in a manner consistent with our core mission and guiding principles.

Preferred Qualifications

Education:

Master's degree

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, Achieving Deadlines, Adobe Acrobat, Analytical Thinking, Computerized Accounting, Detail-Oriented, Financial Management, Grant Administration, Grants Accounting, Intrapersonal Communication, Microsoft Excel, Microsoft Office, Microsoft Word, Oral Communications, Work Collaboratively, Workday, Workday Worksheets, 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

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 https://hr.wustl.edu/benefits/ to view a summary of 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.