Research Administrator (Hybrid) - Neurology

Washington University in St Louis • Forest Park, GA

1d • Hybrid

About The Position

Experienced Research Administrator who serves as a communications leader with key stakeholders and can drive multiple grant submissions and post award activities with competing deadlines. Plays a vital role in the sponsor project life cycle, ensuring that research proposals adhere to sponsor guidelines and are successfully submitted. Supports faculty, center directors, and staff throughout the pre-award stage of sponsored projects, including proposal preparation and submission, just-in-time requests, and compliance. Manages a portfolio of faculty post award and payroll sourcing activities with minimal supervision/oversight for a research-intensive department. This role is hybrid and regular travel to Washington University will be required.

Requirements

• Bachelor’s degree or combination of education and/or experience may substitute for minimum education.
• Relevant Experience (4 Years)
• Grants Administration (2 Years)

Nice To Haves

• Knowledge of S2S and SUBS systems.
• Knowledge of agency guidelines.
• Master's degree
• Adobe Acrobat
• Analytical Thinking
• Computerized Accounting
• Computer Literacy
• Deadline Management
• Grant Administration
• IBM Cognos Analytics
• Interpersonal Communication
• Learning New Technologies
• Learning Systems
• Maintaining Composure
• Microsoft Excel
• Microsoft Word
• Oral Communications
• Regulatory Compliance
• Supervisory Management
• Workday Software
• Written Communication

Responsibilities

• Leads complex multi-funded clinical trial and research portfolios.
• Strategic advisor to the Executive Committee, proposing grant development and submission strategy to ensure continued funding and program planning.
• Oversees pre-award job duties in response to specific proposal guidelines and terms and conditions for more complex proposals, such as program projects, ARPA-H, and Multi-PI applications.
• Works with faculty in proposal preparation and submission.
• Manages budgeting, analysis, justifications for proposals; gathers information for protocols and non-technical proposal components as needed.
• Acts as liaison between the Chair, Faculty, and Department Administrators (DAs).
• Stays current on federal and university developments regarding research administration and complex regulations.
• Compiles and ensures accurate regulatory compliance of necessary data collected from various sources.
• 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.
• Obtains PI and institutional signatures for proposal submissions.
• Oversees subaward setup through SUBS system (new process/system).
• Uploads pre-award documents and hands it off to Post-award to enter fund number.
• Serves as responsible for the oversight and day-to-day management of research administration.
• Implements and maintains procedures to ensure efficient workflow; responsible for the proper training of staff.
• Manages reviews of more complex notice of award (NOA), including sponsor award documents, to SPA and PI, noting any special terms and conditions as well as committed effort.
• Monitors and works with PI to submit annual agency reports (e.g., Research Performance Progress Reports/RPPRs).
• Teams with the Post-Award unit on revised budgets.
• Coordinates the necessary support with internal and external requests for complex grant-related information (i.e. current biosketches, trainee information, and human/animal protocol approvals, other support).
• Serves as responsible for closure of complex 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.
• Manages and monitors complex sponsored projects budgets and ensures appropriate and timely expenditures and reconciliation of funds.
• 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.
• Manages subawards, including, receiving the subaward invoice, reviewing and forwarding to PI for approval.
• 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).
• Serves as internal liaison and grant content representative with SPA to ensure that all funds are set up in a timely manner; prepares any necessary project advances, no-cost extensions, and ensures that funds are carried forward as appropriate.
• 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 leadership on pre- and post-award activities to ensure the highest level of customer service to faculty.
• Tracks and maintains online database of grants submitted, awarded, rejected, etc.
• Prepares monthly financial reports on complex 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 from Wash U to new institutions or new departments.
• May prepare and submit invoices according to final executed contract, track receipt of checks from sponsor and ensure they are deposited in correct fund.
• Assists senior leadership with special projects as requested.
• Performs other duties as assigned.

Benefits

• Up to 22 days of vacation, 10 recognized holidays, and sick time.
• Competitive health insurance packages with priority appointments and lower copays/coinsurance.
• Free Metro transit U-Pass for eligible employees.
• Defined contribution (403(b)) Retirement Savings Plan, which combines 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 are also available for your continued childcare needs.
• Adult care resources.
• 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.

What This Job Offers

• Job Type: Full-time
• Career Level: Mid Level