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.
This position is full-time and works approximately 37.5 hours per week.
Department Name/Job Location:
This position is in the Department of Sponsored Projects Accounting. This position is for the North Danforth Campus.
Sponsored Projects Accounting provides mission-critical support and risk management to the University’s research enterprise. The Grant Specialist II provides guidance and technical expertise to the University’s research community in areas such as; Reporting, Invoicing, Transactional Approval and Regulatory Compliance. The Grant Specialist II enforces compliance and provides expert advice and training to faculty and administrators related to internal University/School and external agency procedures and policies related to research administration. This position will be cross-trained across all SPA funding portfolios to be able to assist in the functional workload during the MyDay project. Sponsored Project staff will be tasked with data cleanup for the MyDay project and this position will temporarily assume backfill duties for these individuals.
PRIMARY DUTIES AND RESPONSIBILITIES:
Reporting and Invoicing - Monthly:
Maintain up-to-date knowledge of the regulatory and legal framework and vast compliance rules affecting federal and non-federal sponsored research agreements.
Interpret external agency guidelines and provide advice to administrators and faculty regarding the allowability and allocability of direct costs to grants, contracts and sub-agreements.
Provide detail-oriented review, timely and accurate preparation and submission of interim, annual and final financial reports and invoices.
Review salary and stipends for compliance with grant requirements and maintain confidentiality in regards to the data.
Process complex adjusting entries and budget carryover entries.
Monitor and coordinate multiple reporting due dates and focus activities on the reports for complex projects (multiple PI, subcontracts, training grants…).
Close out accounting records for expiring grants. Follow-up with departments on outstanding issues that pertain to the report and/or invoice submission and closing process. Maintain documentation on correspondence with departments and external sponsors.
Review expenditures for adherence to Federal regulations, agency requirements, award conditions and University policies.
Reconcile accounting records to ensure that all costs are included on the financial report and/or invoice and close out accounting records for expiring grants and contracts.
Communicate and follow-up with departments and/or faculty members on outstanding issues that pertain to the FFR submission or invoice and closing process. Maintain documentation on correspondence with departments and sponsoring agencies.
Analyze awards received from external funding agencies for required actions, terms, accuracy of dollars, and active assurances (animals, humans, conflict of interest, etc.).
Exercise sound judgment regarding financial information in order to accurately create and approve accounts in University Account Profile System (APS) for department expenditures (payroll, purchasing, etc.).
Reconcile monthly exception reports to maintain accuracy of profile data required for all financial reporting needs related to sponsored projects at the University and School levels.
Process project activation documents for pre-award costs and no-cost extensions.
Maintain RMS award/decline data to coincide with profile data used for OSRS, Departments, School, University and external reporting.
Review and approve all non-payroll transactions related to assigned grant portfolio to ensure compliance with University and sponsor guidelines. Primary issues involve: sufficient justification, date of discovery, reasonableness, timelines and department approvals.
Transactions will be reviewed at daily scheduled intervals. Approval/disapproval should be initiated within one business day.
Contact and communicate with departments to resolve compliance issues regarding these transactions.
Other Research Administration Activities:
Develop and maintain ad hoc reports to catch exceptions.
Monitor monthly exception reports.
Review and approve Administrative Cost Exception forms.
Assist with gathering detail support for audits as needed.
Perform other duties as assigned.
Bachelor’s degree with one year of work experience or five years of experience in accounting or research administration, strong PC skills (Microsoft Word and Excel) and effective communication skills or an equivalent combination of education, training and experience.
Bachelor’s degree in Accounting.
Master’s degree or CPA certification.
Experience with Sponsored Research administration in a large university environment.
Experience with Uniform Guidance and regulatory requirements for grant accounting.
Experience with University accounting and reporting systems.
Strong analytical and organizational skills.
Ability to exercise sound judgment, discretion, and tact.
Ability to function effectively under tight deadlines and high volume.
Ability to prioritize multiple tasks/requests/assignments and manage multiple priorities.
Working knowledge of standard accounting procedures.
Ability to utilize computerized systems – accounting, word processing, e-mail, internet, etc.
Ability to maintain a detail-oriented workload.
Effective communication skills (written and verbal).
Excellent attention to details and comfort with data for reporting.
Excellent customer service orientation.
Ability to interact professionally with staff of federal government, sponsoring organizations, and with faculty and administrative staff at the University.
Ability to read and understand grant terms as they relate to reporting and transactional approval requirements.
Ability to research multiple years of financial activity in sponsored agreements.
Strong project management skills, including the ability to coordinate and direct others on projects.
Ability to develop a high degree of skill in working independently and successfully handling complex, difficult and ambiguous situations.
The hiring range for this position is $44,987 - $57,369 annually.
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.
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 interdisciplinary 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.