Research Administrator (Remote) - McKelvey School of Engineering

Scheduled Hours

37.5

Position Summary

The Research Administrator (RA) will support research proposals in the centralized Pre-Award unit in the Engineering Dean’s Office. The Pre-Award unit focuses on providing excellent pre-award research support and high-quality service to research-intensive engineering departments and 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, multi-PI projects from an array of external sponsors with detailed and complex budgets. The RA supports faculty, center directors and staff throughout the pre-award stage of sponsored projects, including guidance with proposal preparation and submission, just-in-time requests, and compliance. Manages budgeting, analysis, justifications for proposals; gathers information for protocols and non-technical proposal components as needed. Responsible for internal controls and compliance with Federal, University, School and Departmental policies and procedures. Liaison between the Chair, Faculty, and Department Administrators. Stays current on federal and university developments regarding research administration and complex regulations.

Job Description

Primary Duties & Responsibilities

School-level Research Administration

• Reviews grant guidelines/PI applications.
• Prepares and approve grant budgeting documents (including large complex proposals, subcontracts, cost sharing, etc.).
• Manages large research submission portfolio of grants and contracts spread across multiple governmental agencies, including NIH, NSF, DOE, NASA, USDA, EPA, and private agencies.
• Performs pre-award job duties in response to specific proposal guidelines and terms and conditions.
• Supervises grant specialists on proposal preparation.
• Works with faculty in proposal preparation and submission providing next-level service and expertise on behalf of the school; ensuring compliance and accurate completion of applications/proposals.
• Liaise between principal investigators (PIs) and Office of Sponsored Research Services on pressing concerns in time to meet submission deadlines.
• Serves as a resource for faculty members/staff providing guidance and advanced support during the onset and set-up of an awarded sponsored project, including initial reporting requirements and any special conditions to facilitate the ongoing management and monitoring of the funded grant.
• Ensures compliance in meeting agency requirements and follows university guidelines/procedures.
• Identifies areas that need improvement and suggest solutions to senior leadership.
• Troubleshoots errors of moderate complexity in matters regarding proposal development.
• Creates, addresses, and processes correspondence with granting agencies (e.g., change in effort, eligibility inquiries).
  
  

Research Development

• Supports Associate Director and Director in university-wide center grant proposals with the Research Development Office (RDO) in which Engineering faculty participate.
• Remains current on the federal funding landscape of twenty-six (26) grant-making agencies utilizing web-based resources and portals (e.g., InfoEd SPIN), as well as knowledgeable on private and industry sponsors.
• Coordinates shared resources across McKelvey such as instrumentation available, and other research development activities on behalf of McKelvey while working with departments across the university (e.g., biographical sketches, current & pending and other support, boilerplate language and statistics, WUSTL grant library contributions).
• Provides content and suggestions for the Engineering Toolkit website.
• Supports new faculty in navigating the research enterprise.
  
  

Reporting and Analysis

• Responsible for proposal and award database analysis (e.g., to determine current and pending proposals per PI, funding trends, proposal activity among assistant professors, etc.), grants budgeting, and coordinating complex proposal components as needed (e.g., training grant tables).
• Completes special projects as directed by senior leadership.
  
  

Communication, Leadership & Training

• Provides expert advice, based on knowledge of institutional and sponsors’ grant application procedures and guidelines, to faculty, DAs, and grant coordinators on grant budget and proposal preparation, assuring accuracy and compliance with university and sponsoring agency guidelines.
• Proactively makes suggestions, gives feedback, and offers solutions.
• Provides feedback on drafts from the Senior RA, Director, or for faculty as needed.
  
  

Other Funtions

• Recommends and participates in the development and implementation of decisions, policies and procedures with the Dean’s Office.
• Represents McKelvey interests in research, financial and personnel matters and issues within and outside the university. Serves on university wide committees regarding research administration and attend/participate on cross-campus forums.
• Organizes, presents and chair meetings/committees at a departmental/school and university level. Attends/presents at conferences on a regional or national level. Attends regional and/or national conferences to ensure continuing education in a complex field.
• Supervises and trains others in the submission of grant and contract proposals. Responsible for communicating and administering research-related policies and procedures to faculty and staff.
• Performs other duties as assigned.
  
  

Preferred Qualifications

• Experience with grant proposals from federal agency sponsors such as the U.S. Department of Energy (DoE), U.S. Department of Agriculture (USDA), and the Environmental Protection Agency (EPA).
• Well-versed in systems from federal agencies, including Grants.gov Workspace, Research.gov, etc.
• Competency in Washington University’s Research Management System (RMS), SUBS, and Workday.
• Familiarity with Foreign National requirements and documentation.
• Designation of Certified Research Administrator (CRA).
• Self-directed, proactive, possesses good judgement and the ability to multi-task.
• 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.
• 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 “think on his/her feet”.
• 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.
• Knowledge of major federal and non-federal sponsors, Uniform Guidance, and typical award terms and conditions.
• Experience with electronic grants administration systems.
• Budgeting and forecasting experience.
• 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 Bachelor’s degree with six years of experience in accounting or related field including a minimum of two years of experience in grants administration or ten years of combined education and related experience.

Grade

G12

Salary Range

$58,400.00 - $99,700.00 / 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.

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? 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/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 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.

Diversity Statement

Washington University is dedicated to building a diverse 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.