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Washington University of St. Louis Grant Specialist II - Orthopaedic Surgery - 45664 in St. Louis, Missouri

Job Type/Schedule

This position is full-time and works approximately 40 hours per week.

Department Name/Job Location

This position is in the Department of Orthopaedic Surgery. This position is for the Medical School Campus.

Essential Functions


Pre and post award and payroll sourcing activities with minimal supervision/oversight.


  1. 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. Prepare and review all agency forms for submission. Enter grant budgeting documents on line, as needed.
  2. May coordinate the submission and post award activities for clinical trial studies; prepare forms and materials for the Center for Clinical Studies, work with PI to prepare budget, obtain pricing quotes from other Departments, confirm CPT code for billing MD time, determine standard of care measures versus those strictly for research, prepare and submit invoices according to final executed contract, track receipt of checks from sponsor and ensure they are deposited in correct fund.
  3. Identifies and collects potential grant applications/instructions for PIs.
  4. Serves as internal liaison and grant content representative with grants office 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.
  5. Works with OSRS to ensure timely implementation of contracts and subcontracts by examining and supplying the necessary requirements to OSRS.
  6. Provides complex troubleshooting error resolutions/solutions for grant profile setups and financial reports.
  7. Tracks and maintains online database of grants submitted, awarded, rejected, etc.
  8. Organizes and determines proper action plans including the oversight for advanced alerts to PIs of upcoming deadlines for continuation, competitive renewals, progress reports, etc.
  9. Responsible for ensuring that human and animal study protocols are associated with the applicable proposal or award.
  10. Oversees and coordinates the proper transfer of PI grant files into Wash U and to new institutions or new departments.
  11. Responsible for closure of grant accounts. Submits final progress report and final invention statement (if applicable) to the appropriate agency.
  12. Coordinates the necessary support with internal and external requests for grant-related information (i.e. current biosketches, trainee information, and human/animal protocol approvals, other support).
  13. 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).
  14. Obtains signatures and forwards grant financial status reports to PI and senior leadership.
  15. Updates grants lists monthly or when new fund numbers are received.
  16. Organizes and maintains electronic and hard copy grant files.
  17. Attends training sessions/seminars related to position.
  18. Assists senior leadership with special projects as requested.
  19. Works with PIs to provide fund management and make any necessary budgetary changes.
  20. Identifies and assigns payroll to appropriate sources and enter directly into HRMS, with PI approval.
  21. Approves purchasing documents and provides guidance to purchasing staff on appropriate expenditures according to specific grant policies.
  22. Manages and monitors grant budgets and ensures appropriate and timely expenditures and reconciliation of funds.
  23. Prepares monthly financial reports on all research accounts and distribute/discuss with PIs and senior leadership.

Required Qualifications

Equivalent of Bachelor’s degree with 4 years of experience in accounting or related field plus experience in grants administration or 8 years of combined education and related experience.

Preferred Qualifications

  • Knowledge of AIS, HRMS, RAPS, FOCUS, Adobe Acrobat, Microsoft Office, PC, PDS, SUBS, agency guidelines, 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.

Salary Range

The hiring range for this position is $47,986 - $61,194 annually.

Pre-Employment Screening

All external candidates receiving an offer for employment will be required to submit to pre-employment screening for this position. Current employees applying for a new position within the university may be subject to this requirement. The screenings will include a criminal background check and, as applicable for the position, other background checks, drug screen, 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.

Department Summary

Whether suffering from a sports injury, hip pain, back pain or any musculoskeletal condition, Washington University Orthopedics provides a full complement of comprehensive orthopedic services to meet the needs of every patient. Combining the best in both inpatient treatment and outpatient care and rehabilitation, the practice is nationally recognized for outstanding orthopedic care, innovative research and advanced professional training. It is ranked among the best orthopedic practices and holds the distinction of being listed on the Honor Roll by U.S. News & World Report. The practice is considered an innovator in both conservative orthopedic care and minimally invasive microsurgical techniques. Affiliated with Barnes-Jewish Hospital and St. Louis Children’s Hospital, Washington University Orthopedics has the unique ability to offer inpatient treatment for the most challenging cases within a top-tier academic medical center as well as outpatient surgery and care across the St. Louis region in Chesterfield, Town & Country, South County and the Central West End. The practice offers expertise in ten orthopedic subspecialties – foot and ankle, hand and wrist, hip and knee, cancer, pediatric and adolescent orthopedics, physical medicine and rehabilitation (physiatry), shoulder and elbow, spine (including scoliosis), sports medicine and fracture care/trauma. The orthopedic specialists are dedicated to providing safe, compassionate and family-centered care for both simple and complex orthopedic conditions. Because of the skill and experience of the doctors and staff, it is the official medical provider for the St. Louis Blues hockey team, Washington University varsity athletics and several local school athletic teams. Washington University Orthopedics brings world-class care to patients from all ages and walks of life in St. Louis and the surrounding communities.


This position is eligible for full-time benefits. Please click the following link to view a summary of benefits: https://wustl.box.com/s/8wkhs25yssf0775x9d6nd6vqa7obpth7.

EOE Statement

Washington University is an Equal Opportunity Employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, age, sex, sexual orientation, gender identity or expression, national origin, genetic information, disability, or protected veteran status.

Job Title: Grant Specialist II - Orthopaedic Surgery - 45664

Job ID: 45664

Location: Medical School

Full/Part Time: Full-Time

Regular/Temporary: Regular