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Washington University School of Medicine in St. Louis · 3 hours ago

Research Administrator (Remote) - Neurosurgery

United States

Full-time

Remote

Mid Level

$66K/yr - $113K/yr

4+ years exp

Washington University School of Medicine in St. Louis is a leading institution in medical research, and they are seeking a Research Administrator to manage the sponsor project life cycle for the Neurosurgery department. The role involves overseeing research proposals, ensuring compliance, managing budgets, and coordinating with faculty and staff throughout the pre-award and post-award stages of sponsored projects.

EducationMedicalUniversities

Responsibilities

Provides oversight and day-to-day management of research administration

Performs pre-award job duties in response to specific proposal guidelines and terms and conditions for more complex proposals, such as program projects, ARPA-H, DOD, DOE applications

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

Acts as 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, 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

Serves as responsible for the oversight and day-to-day management of research administration

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

Manages reviews of more complex notice of award (NOA), including sponsor award documents, to SPA and PI, noting any special terms and conditions as well as committed effort

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

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 WashU

Coordinates the necessary support with internal and external requests for complex grant-related information (i.e. current biosketches, trainee information, and human/animal protocol approvals, other support)

Provides analysis of online database of grants submitted, awarded, rejected, etc. metrics and funding trends

Serves as responsible for closure of complex 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

Manages and monitors complex sponsored projects budgets and ensures appropriate and timely expenditures and reconciliation of funds

Identifies and assigns payroll to appropriate sources and enter directly into Workday, with PI approval

Documents and confirms with PI all salary sourcing for project personnel, including research faculty, postdocs, staff and students

Notifies DA and/or initiates payroll accounting adjustments when cost transfers are needed to reflect retroactive changes

Approves purchasing documents and provides guidance to purchasing staff on appropriate expenditures according to specific grant policies

Manages subawards, including, receiving the subaward invoice, reviewing and forwarding to PI for approval

Checks for accuracy and provides complex troubleshooting error resolutions/solutions for fund profile setups and financial reports

Creates, addresses, and processes correspondence of moderate complexity with granting agencies (i.e. inquiries, carry forward requests, change in effort requests, prior approvals, no cost extensions, equipment purchase, and budget reallocation requests)

Serves as internal liaison and grant content representative with SPA to ensure that all funds are set up in a timely manner; prepares any necessary project advances, no-cost extensions, and ensures that funds are carried forward as appropriate

Ensures that human and animal study protocols are associated with the applicable proposal or award

Obtains documentation on participation of foreign nationals on research projects

Coordinates the necessary support with internal and external requests for grant-related information (i.e. audit inquiries, effort distribution, trainee information, and human/animal protocol approvals,)

Stays in communication with the leadership on pre- and post-award activities to ensure the highest level of customer service to faculty

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

Prepares monthly financial reports on complex research accounts and distribute/discuss with PIs and senior leadership

Assists DA in reconciling funds and monitoring spending levels, overdrafts, and cost sharing commitments. Processes budget adjustments on expense categories as needed

Obtains signatures and forwards grant/contract financial status reports to PI and senior leadership

Works with PIs to provide fund management and make any necessary budgetary changes

Oversees and coordinates the proper transfer of PI grants and contracts from Wash U to new institutions or new departments

May prepare and submit invoices according to final executed contract, track receipt of checks from sponsor and ensure they are deposited in correct fund

Manages Cores and Subcores, program income, bridge/seed and institutional funds. Provides monthly financial reports to the Program Director and Core/Subcore Directors. Serves as financial resource for the entire Center

Performs data gathering, analysis and report on Center major equipment inventories, maintenance and replacement, along with annual financial and strategic planning

Designs and implements reporting database for Cores/Subcores to track services for billing purposes. Performs data gathering, analysis and reports for the Cores/Subcores and forecasts anticipated annual expenses and program income

Prepares, sends, and monitors invoices for services performed by the Cores. In addition, reconciles the service funds each month

Assists in the preparation of all financial and summary information, including investigators, grants, publications and Core use, for the Director/Associate Director meetings, annual progress report and renewal

Performs role as liaison for Program Director in communicating policies and procedures to Center Investigators, Core/Subcore Directors, Administrators and Staff in daily operations directly related to the research associated with the Center

Distributes, monitors, tracks and reports on performance survey results provided by Center Investigators who have utilized the Centers’ Core/Subcore services

Serves as responsible for coordinating all Center lectures, scientific forums, workshops, as well as advertising via e-mails/flyers/posters, etc

Participates in all Center-related meetings and symposiums

Assists senior leadership with special projects as requested

Performs other duties as assigned

Qualification

Grants AdministrationRegulatory ComplianceBudget ManagementProposal PreparationS2SSUBS systemsAdobe AcrobatAnalytical ThinkingComputerized AccountingComputer LiteracyDeadline ManagementIBM Cognos AnalyticsLearning New TechnologiesLearning SystemsMaintaining ComposureMicrosoft ExcelMicrosoft WordSupervisory ManagementWorkday SoftwareInterpersonal CommunicationOral CommunicationsWritten Communication

Required

Bachelor's degree or combination of education and/or experience may substitute for minimum education

Relevant Experience (4 Years), Grants Administration (2 Years)

No specific certification/professional license is required for this position

A driver's license is not required for this position

Preferred

Knowledge of S2S and SUBS systems

Knowledge of agency guidelines

Master's degree

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

Adobe Acrobat

Analytical Thinking

Computerized Accounting

Computer Literacy

Deadline Management

Grant Administration

IBM Cognos Analytics

Interpersonal Communication

Learning New Technologies

Learning Systems

Maintaining Composure

Microsoft Excel

Microsoft Word

Oral Communications

Regulatory Compliance

Supervisory Management

Workday Software

Written Communication

Benefits

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

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.