Grant Specialist II (Hybrid) - Department of Developmental Biology

Scheduled Hours

40

Position Summary

The Department of Developmental Biology in the School of Medicine is seeking a Grants Specialist II to support our research-intensive faculty and labs. This hybrid position is based in St. Louis, MO and offers a mix of on-site and remote work. As a Grants Specialist II, you will play a vital role across the full sponsored project life cycle, with responsibilities in both pre-award and post-award administration. You will help ensure that proposals and awards are accurate, compliant with sponsor and university guidelines, and submitted and managed in a timely manner, while supporting payroll sourcing and other post-award activities for a portfolio of research-active faculty.

In this role, you will partner closely with faculty and staff to prepare, review, and submit a wide variety of proposals. You will develop and manage proposal budgets and budget justifications, as well as support the non-technical components of submissions, such as gathering information for protocols and other support documents, facilities and resources, and other required materials. You will prepare and review all sponsor forms, enter budgets into online systems, obtain required PI and institutional signatures, and coordinate just-in-time requests as needed. Throughout this work, you will interpret and apply specific proposal guidelines, terms and conditions, and established agency and university rules.

The Grants Specialist II also serves as a key liaison between the faculty and Department Administrators, helping to ensure smooth communication and alignment throughout the proposal and award process. You will collaborate with Principal Investigators to compile and submit complete, accurate applications, and you will stay current on evolving federal, sponsor, and institutional regulations that govern research administration. You may coordinate the submission of subawards, prepare subaward budgets, obtain pricing quotes from internal and external partners, and initiate subaward setups in the SUBS system. You will upload pre-award documents, hand off to Post-Award for fund setup, and work with the Post-Award unit to ensure timely implementation and management of contracts and subcontracts, including appropriate payroll sourcing and budget monitoring.

We are looking for someone with experience in research administration, grants management, budgeting, or a related administrative role, ideally in an academic or healthcare environment. Comfort with numbers and budgeting tools, excellent attention to detail, and the ability to manage multiple deadlines at once are all important in this position. Clear, professional communication skills are essential, as you will work closely with faculty, department leadership, and central offices. You should also be curious and willing to learn and stay up to date on sponsor and university policies and complex regulatory requirements.

This is an opportunity to join a team of experienced, collaborative professionals who care deeply about supporting science and supporting one another. In the Department of Developmental Biology, your work will directly contribute to advancing research that improves our understanding of human development and health. If you are detail-oriented, enjoy partnering with faculty, and want to grow your career in research administration while working in a supportive, hybrid environment, we would be excited to have you on our team.

Job Description

Proposal/Grant Management

• Performs pre-award job duties in response to specific proposal guidelines and terms and conditions.
• 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. 
• Serves as a liaison between the Chair, Faculty, and Department Administrators (DAs).
• Stays current on federal and university developments regarding research administration and complex regulations. 
• May coordinate the submission, work with PI to prepare budget, and obtain pricing quotes from other departments.
• 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.
• Enters grant budgeting documents on line, as needed.
• Obtains PI and institutional signatures for proposal submissions.
• Initiates subaward setup through SUBS system (new process/system). Uploads pre-award documents and hands it off to Post-award to enter fund number.
• Coordinates with the Post-award unit and OSRS to ensure timely implementation of contracts and subcontracts by examining and supplying the necessary requirements in the SUBS system.

Award Management

• Provides internal 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. 
• Oversees and coordinates the proper transfer of PI grants and contracts into Wash U.

Research Compliance

• 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).

Research Reporting

• Tracks and maintains online database of grants submitted, awarded, rejected, etc.

Grant Closeout

• Serves as responsible for closure of 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.

May assist with some post award activities.

• Manages and monitors sponsored projects budgets and ensures appropriate and timely expenditures and reconciliation of funds.
• Approves purchasing documents and provides guidance to purchasing staff on appropriate expenditures according to specific grant policies.
• Checks for accuracy and provides complex troubleshooting error resolutions/solutions for fund profile setups and financial reports.
• Prepares monthly financial reports on all research accounts and distribute/discuss with PIs and senior leadership.
• Assists DA in reconciling funds and monitoring spending levels, overdrafts, and cost sharing commitments.

Performs other duties as assigned including assisting senior leadership with special projects as requested.

Working Conditions:
Job Location/Working Conditions

• Normal office environment.
• May travel to attend training sessions / seminars.

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/Professional Licenses:

No specific certification/professional license is required for this position.

Work Experience:

Relevant Experience (2 Years)

Skills:

Not Applicable

Driver's License:

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

More About This Job

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

Preferred Qualifications

Education:

No additional education unless stated elsewhere in the job posting.

Certifications/Professional Licenses:

No additional certification/professional licenses unless stated elsewhere in the job posting.

Work Experience:

No additional work experience unless stated elsewhere in the job posting.

Skills:

Accounting, Adobe Acrobat, Analytical Thinking, Computerized Accounting, Computer Literacy, Deadline Management, Grant Administration, IBM Cognos Analytics, Interpersonal Communication, Learning New Technologies, Maintaining Composure, Microsoft Excel, Microsoft Office, Microsoft OneNote, Microsoft Teams, Microsoft Word, Oral Communications, Workday Software, Written Communication

Grade

G11

Salary Range

$53,100.00 - $90,600.00 / Annually

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

Personal

• Up to 22 days of vacation, 10 recognized holidays, and sick time.

• Competitive health insurance packages with priority appointments and lower copays/coinsurance.

• Take advantage of our free Metro transit U-Pass for eligible employees.

• WashU provides eligible employees with a defined contribution (403(b)) Retirement Savings Plan, which combines employee contributions and university contributions starting at 7%.

Wellness

• Wellness challenges, annual health screenings, mental health resources, mindfulness programs and courses, employee assistance program (EAP), financial resources, access to dietitians, and more!

Family

• We offer 4 weeks of caregiver leave to bond with your new child. Family care resources are also available for your continued childcare needs. Need adult care? We’ve got you covered.

• WashU 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.

For policies, detailed benefits, and eligibility, please visit: https://hr.wustl.edu/benefits/

EEO 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.

Washington University is dedicated to building a 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.