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.
The Grant and Financial Coordinator provides support for federally funded grants for the School of Engineering and Applied Sciences (SEAS), including but not limited to, center grants, multi-PI grants, and multi-institutional awards. This position conducts grant financial and compliance management for assigned faculty as well as project activity support. Tracks and oversees financial accounts, records, and files. Responsible for tracking data related to award reporting. Coordinates events and outreach sponsored by assigned grants and by the School. Responsible for preparation and processing of grant applications.
PRIMARY DUTIES AND RESPONSIBILITIES:
Grant financial and compliance management:
Manages daily financial administration of assigned PI and center grant accounts, providing support to principal investigators to ensure compliance with government, sponsor, and university regulations. Management of large institutional grant and center grant post-award activities, providing PIs and administrators from center departments information related to budget, expenditures, compliance matters, and project activities. Maintains and monitors grant budgets to ensure appropriate and timely expenditures in accordance with sponsor guidelines. Reconciles funds and evaluates budget performance. Conducts account forecasting for ongoing projects. Serves as liaison with university sponsored research offices to assure proper submission of materials to sponsors and proper account profiling. Ensures compliance with government and university regulations by working with researchers to understand guidelines and by maintaining compliance documentation. Organizes and determines proper action plans for advanced alerts to PIs of upcoming deadlines, such as those for continuation, competitive renewals, progress and final reports, and invention statements. Oversees grant account closure.
Project and Event Coordination:
Responsible for project-based tasks to run events and initiatives for assigned center grants and for the School. Provides management of and serves as logistical contact for assigned events and student activities, including lectures, scientific forums, summer programing, and workshops. Implement project timelines. Provides administration of distance and virtual meetings and manages scheduling for grant-related activities. Maintains records of events, following internal and external policies and procedures for event documentation.
Marketing and Communications:
Work with Manager of Research Development & Administration in producing and distributing advertisement for grant-funded activities as well as for SEAS Research Development & Administration. Maintenance of internal and external mailing distribution lists and communications accounts, such as centralized email addresses, web, and social media accounts. Compiles and organizes letters or electronic news mailing to distribution lists. Serves as main point of contact for inquiries through these centralized communication accounts. Newsletter compilation and distribution. Provides website and social media maintenance and content updates.
Performs data collection and tracking to meet programmatic and financial requirements of sponsored projects and in preparation for annual and final reports to the sponsor. Maintains reporting databases and spreadsheets, including performance and management indicators for education, knowledge transfer, partnerships, and diversity. Tracks outcomes related to grant participants, both past and present, including but not limited to, participant degree achievement; participant financial support sources; publications; inventions and patents; professional development and achievement post-degree; honors and awards; and public outreach activities. Provides reports and annual forecasts to PIs and to SEAS Research Development and Administration.
Center and School Resource:
Serves as a resource for and coordinates with other department research administrators, both within and outside of SEAS, to provide fund management, such as budgetary adjustments, and event coordination. Serves as contact with outside granting agencies and collaborating institutions. Provides expert advice, based on knowledge of institutional and sponsors’ terms and conditions, to faculty and administrators on grant budget and expenditures, assuring accuracy and compliance with university and sponsoring agency guidelines. Proactively makes suggestions, gives feedback, and offers solutions.
Prepares budgets for grants and contracts, using PDS in the AIS system. Enters documentation, route for approvals and assists in the submission of the proposals.
Perform other duties as assigned.
Associate’s degree or equivalent experience with two years of general office experience including some accounting.
Understanding of agency guidelines. Four years of experience in accounting or related field or 8 years of combined education and related experience.
Experience with Washington University WebFocus; SIS; AIS: PDS, FIS (Financial Information System) and SUBS; HRMS and RAPS; Adobe Acrobat.
Accounting and Purchasing:
Ability to track grant transactions and purchases for research laboratories, contracts for catering, rentals, and related services for events.
General computer skills:
Must possess advanced skills with word processing, spreadsheets, email, online databases, and setup and maintenance of Access databases. Proficient in the use of PC’s, Windows, MS Excel, Access, Outlook, Adobe, and Word software.
Careful attention to detail is essential.
Ability to prioritize and manage multiple projects with minimal supervision and use independent judgment.
Must be able to maintain strict confidentiality of personal, financial, and other sensitive information.
Ability to work under pressure to meet tight deadlines.
Proactively makes suggestions, gives feedback, and offers solutions.
Demonstrated ability to work skillfully and diplomatically with faculty, administration, staff, students, and/or sponsor representatives.
Professional, adaptable and flexible.
Ability and willingness to change, think, and act quickly under pressure. Patience, persistence, and accuracy in gathering and assembling detailed information.
This position is full-time and works approximately 37.5 hours per week.
Department Name/Job Location:
This position is in the Department of Engineering - Applied Science. This position is for the Danforth Campus.
The hiring range for this position is $18.44 - $23.52 per hour.
-Retirement Savings Plan -22 vacation days -8 Paid Holidays -Sick Time -Tuition benefits for employee, spouse and dependent children -Free Metro Link/ Bus pass -Free Life Insurance -Health, Dental, Vision -Health Savings Accounts (HSA) -Long Term Disability Insurance -Flex Spending Plan -Other Benefits
Human Resources website (hr.wustl.edu)
Internal Applicant Instruction:
Please attach a copy of your most current signed performance evaluation (completed within the last 18 months) to your online account. If you have not received a performance evaluation, you may provide two current signed letters of recommendation (written within the last 18 months), preferably to include one letter from either a current or recent former supervisor. To attach these documents, go to: My Career Tools, Add Attachment, Attachment Type – Performance Reviews or Letters of Recommendation.
Washington University in St. Louis, a medium-sized, independent university, is dedicated to challenging its faculty and students alike to seek new knowledge and greater understanding of an ever-changing, multicultural world. The University offers more than 90 programs and almost 1,500 courses leading to bachelor's, master's and doctoral degrees in a broad spectrum of traditional and interdisciplin...ary fields, with additional opportunities for minor concentrations and individualized programs. The faculty is composed of scholars, scientists, artists and members of the learned professions. They serve society by teaching; by adding to the store of human art, creativity, understanding, and wisdom; and by providing direct services, such as health care.