Careers

Scheduled Hours

37.5

Position Summary

Manages post-award research activities and provides high-quality research administration oversight to a research-intensive department and associated centers. This position must perform timely, high-quality and coordinated research administrative services to principal investigators (PIs), with the ability to manage high-volume, high-profile, and multi-PI projects from an array of external sponsors with detailed and complex budgets. This includes oversight of personnel, payroll, budgeting, and operations management. Responsible for staff in charge of daily operations of the department, including research administration and day-to-day accounting functions. Responsible for internal controls and compliance with Federal, University, School and Departmental policies and procedures. Liaison between the Chair, Faculty, and Pre-Award team in the Engineering Deanâ™s Office. Stays current on federal and university developments regarding research administration and complex regulations.

Job Description

Primary Duties & Responsibilities

Department-level Research Administration

• Oversees the departmentâ™s post-award research administration.

• Manages large research portfolio of grants and contracts spread across multiple governmental agencies, including NSF, DOE, NASA, USDA, EPA, and private agencies.  

• Liaison between principal investigators (PIs) and Sponsored Projects Accounting (SPA) on pressing concerns in time to meet reporting deadlines. Identifies areas needing improvement and suggests solutions providing procedures for senior leadership to approve/implement.

• Monitors compliance of faculty and staff with internal and external policies and procedures in the appropriate conduct of research. 

• Recommends and participates in development and implementation of decisions, policies & procedures; identify and implement best practices and innovations. 

• Implements and maintains procedures to ensure efficient workflow; responsible for the proper training of staff. 

• Maintains professional public relations and efficiently handles complaints.

• Serves as liaison in matters relating to research activities between the Department, Other Schools, University, outside agencies, and collaborative institutions. 

• Completes special projects as directed by senior leadership. 

• Organizes and attends meetings and conferences and participates in various Departmental and University committees.

Department Finances and Fiscal Responsibilities

• Manages the departmentâ™s financial affairs and operations.
• Conducts in-depth, proactive reporting analyses to consult with the Chair on trends and makes strategic recommendations on overall management of finances and personnel.
• Reviews financial statements, ad-hoc reports and the annual budget and forecasts.
• Ensures appropriate stewardship and management of funds.
• Makes recommendations and proactively identify potential areas of concern with regard to sponsored and non-sponsored fund management.
• Works closely with Department Chair in making financial decisions by producing reports and financial summaries.  Responsible for year-end closing of the accounting records for the department. 
• Responsible for implementing new processes to control and monitor transactions in new Workday system, ensuring that funds are not overdrawn, particularly sponsored funds.

Communication, Leadership & Training

• Manages daily operations and staffing of department activities.
• Hires, trains, supervises, delegates, and prioritizes work for staff in departmental office.
• Supervises and trains others in the management of grants and contracts.
• Supervises payroll and HR functions, identifies and assigns payroll to appropriate sources, designs and implements tracking system to monitor activity. 
• Supervises the purchasing function, ensuring maximum utilization of funds.  Responsible for communicating and administering all policies and procedures to faculty and staff. 
• Maintains personnel records; directly oversees scheduling of employees, evaluation process and personnel problems (i.e. counseling measures). 
• Reviews and screens job applications and applicants; conduct interviews, hire and/or make recommendations for hiring new personnel.
• Performs other duties as assigned.

Preferred Qualifications

• Well-versed in systems from federal agencies, including Grants.gov Workspace, Research.gov, etc. Competency in Washington Universityâ™s Workday System.
• Experience with federal sponsors, such as the U.S. Department of Energy, USDA, EPA, and the National Science Foundation (NSF). Familiarity with Foreign National requirements and documentation.
• Designation of Certified Research Administrator (CRA), or Certified Financial Research Administrator (CFRA).
• Self-directed, proactive, possesses good judgement and the ability to multitask.
• Excellent communication and interpersonal skills; a service-oriented communicator who is accessible and a team player with the ability to forge relationships and bring groups together on difficult accounting issues; ability to participate as a team member on various types of teams and projects to achieve the goals of the McKelvey School of Engineering. 
• Knowledge of major federal and non-federal sponsors, Uniform Guidance, and typical award terms and conditions; Extensive experience with a wide array of proposals to various funding agencies and industrial and non-profit sponsors.
• Experience with electronic grants administration systems.
• Budgeting and forecasting experience.
• Ability to explain agency and University requirements to Principal Investigators.
• Self-motivated individual driven by challenge with the ability to work independently with a high degree of reliability, accuracy and productivity; an analytical mind with a high degree of intelligence and the ability to âœthink on his/her feetâ.
• Ability to meet deadlines with varying degrees of pressure, and be comfortable in a fast-paced, deadline-driven environment.
• Knowledge of internal controls and various accounting system applications; ability to research and report upon accounting and other technical issues; ability to streamline/automate transaction processing and recording.
• Experience working with personal computers; and proficiency in word processing, spreadsheet, and database management software applications.
• Ability to handle confidential information responsibly.
• Ability to identify and bring resolution to workflow priority issues. 
• Capacity to coordinate with Human Resources, Payroll, Office of Sponsored Research Services, Sponsored Projects Accounting, Department Administration and other areas in successful resolution of various issues for department, laboratories and centers.

Required Qualifications

Equivalent of Bachelorâ™s degree with seven years of experience in accounting or related field plus a minimum of three years of experience in grants administration or eleven years of combined education and related experience.

Grade

G14

Salary Range

$73,700.00 - $125,900.00 / 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.

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.

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.

• Want to Live Near Your Work and/or improve your commute? Take advantage of our free Metro transit U-Pass for eligible employees. We also offer a forgivable home loan of up to $12,500 for closing costs and a down payment for homes in eligible neighborhoods.

• 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? Weâ™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/AA 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 Universityâ™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.

Diversity Statement

Washington University is dedicated to building a diverse community of individuals who are committed to contributing to an inclusive environment â“ fostering respect for all and welcoming individuals from diverse backgrounds, experiences and perspectives. Individuals with a commitment to these values are encouraged to apply.

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