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Washington University of St. Louis Senior Grant Specialist - Occupational Therapy - 50299 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 Program of Occupational Therapy. This position is for the Medical School Campus.

Essential Functions


Manages all pre-award activities and will assist with post award activities with minor supervision/oversight from Research Administrator or Business Manager. Responsible for more complex grants and/or broader scope and may lead/supervise others.


  1. Responsible for pre-award activities:
  2. Works with Principal Investigator to compile and submit the entire grant proposal according to established agency/university guidelines. Prepares and reviews all agency forms for submission. Enters grant budgeting documents on line as needed.
  3. Assists PI with interpreting the agency guidelines/instructions.
  4. Tracks and maintains online database of grants submitted, awarded, rejected, etc.
  5. May train others in all pre award administrative functions.
  6. Involved in post-award activities:
  7. Processes or approves purchases and reimbursements; Implements, processes, or approves all AIS documents working with Senior Department Accounting Assistants and/or Research Administrator for separation of duties for entering and approving transactions of externally and internally funded projects.
  8. May assist in preparing monthly financial reports on all research accounts or sourcing adjustment reconciliations.
  9. May assist with monitoring grant accounts and processing budget adjustments.
  10. Ensures that human and animal study protocols are associated with the applicable proposal or award for award set-up.
  11. Coordinates the necessary support with internal and external requests for grant-related information (i.e. current bio sketches, trainee information, human/animal protocol approvals, and other support).
  12. Organizes and determines proper action plans, including the oversight for advanced alerts to PIs of upcoming deadlines for continuation, competitive renewals, progress reports, etc.
  13. Working with Research Administrator, ensures timely implementation of contracts and subcontracts/subawards by managing processes, examining information and complying with necessary requirements of JROC & OSRS.
  14. Analyzes and prepares comprehensive and often complex monthly financial reports on all research accounts (expected to be of a large scale/scope). Monitors, analyzes, and provides forecasts for grant budgets ensuring appropriate and timely expenditures and reconciliation of funds. Distributes/discusses with PIs and senior leadership.
  15. 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 provider 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.
  16. Co-coordinates transfer of PI grant files into Wash U and to new institutions or new departments.
  17. Functions as a back-up for closure of grant accounts. Submits final progress report and final invention statement (if applicable) to the appropriate agency.
  18. Creates, addresses, and processes correspondence of moderate to high complexity with granting agencies (i.e. inquiries, carry forward requests, change in effort requests, no cost extensions, equipment purchase, and budget reallocation requests).
  19. Obtains signatures and forwards grant financial status reports to PI and senior leadership.
  20. Updates grants lists monthly or when new fund numbers are received.
  21. Organizes and maintains electronic and hard copy grant files.
  22. Attends training sessions/seminars related to position, as well as assists Research Administrator with conducting internal training sessions/seminars.
  23. Assists senior leadership with special projects as requested.
  24. Processes or approves purchasing documents and provides guidance to purchasing staff on appropriate expenditures according to specific grant policies and ensuring proper segregation of duties.

Required Qualifications

Equivalent of a bachelor’s degree with five years of experience in accounting or a related field plus experience in grants administration or nine years of combined education and related experience.

Preferred Qualifications

  • Supervisory experience.
  • Demonstrated analytic skills.
  • Knowledge of AIS, HRMS, RAPS, FOCUS, Adobe Acrobat, Microsoft Office, PC, PDS, SUBS, agency guidelines, etc.
  • Working knowledge of standard accounting procedures and ability to utilize computerized accounting systems.
  • Effective verbal, written, and interpersonal communication skills.

Salary Range

The hiring range for this position is $51,293 - $66,685 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.


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: Senior Grant Specialist - Occupational Therapy - 50299

Job ID: 50299

Location: Medical School

Full/Part Time: Full-Time

Regular/Temporary: Regular