Research Administrator (Remote) - Neurology

Washington University in St. Louis

Job Overview

Location

Remote

Job Type

Full-time

Full Job Description

📋 Description

• Provides comprehensive oversight and day-to-day management of research administration for a research-intensive neurology department, ensuring compliance with federal, university, and sponsor guidelines throughout the entire grant lifecycle.
• Prepares, coordinates, and submits complex research proposals including ARPA-H, DOD, and DOE applications, managing budget development, justifications, regulatory components, and institutional approvals.
• Serves as primary liaison between faculty, department administrators, and central research offices (SPA, OSRS) to facilitate timely proposal submission and award implementation.
• Manages the entire pre-award process: gathers and compiles biosketches, human/animal protocol approvals, other support documentation, and secures PI and institutional signatures for submissions.
• Uses SUBS system to initiate and upload subaward documentation, coordinates handoff to Post-Award for fund number assignment, and ensures all contractual requirements are met.
• Reviews and interprets complex Notices of Award (NOAs), identifies special terms and conditions, and communicates committed effort requirements to Principal Investigators (PIs).
• Maintains and updates an online database tracking grant submissions, awards, rejections, and funding trends; provides analytical reports on metrics and funding patterns to senior leadership.
• Manages post-award financial operations: enters payroll into Workday with PI approval, documents salary sourcing for research personnel, approves purchasing documents per grant policies, and troubleshoots financial reporting errors.
• Oversees subaward management, including invoice review, PI approval coordination, and monitoring compliance with terms and conditions.
• Conducts monthly financial reporting on complex research accounts, reconciles funds, monitors spending levels, identifies overdrafts, and processes budget adjustments as needed.
• Ensures accurate association of human and animal study protocols with corresponding grants and obtains documentation regarding foreign national participation on research projects.
• Handles agency correspondence for prior approvals, no-cost extensions, budget reallocations, carry-forward requests, and equipment purchases.
• Manages closure of complex sponsored projects: submits final progress reports, invention statements, and follows up on delinquent technical, patent, or property reports.
• Administers research center grants including cores and subcores: prepares monthly financial reports for Program and Core Directors, designs and maintains billing databases, tracks service usage, reconciles service funds, and forecasts annual expenses and program income.
• Prepares financial and summary data for Center annual progress reports, renewal applications, and leadership meetings, including investigator listings, grant portfolios, publications, and core usage statistics.
• Coordinates Center logistics including lectures, workshops, scientific forums, and promotional activities via email, posters, and flyers.
• Serves as the primary financial resource and policy liaison for Center Investigators, Administrators, and Staff, ensuring alignment with institutional and sponsor regulations.
• Assists senior leadership with special projects as requested and performs other duties as assigned to support the research mission of the department and center.

🎯 Requirements

• Bachelor’s degree or combination of education and experience
• Minimum 4 years of relevant experience, including at least 2 years in grants administration
• Experience managing complex sponsored projects from pre-award through closeout
• Proficiency with Workday software and SUBS system
• Demonstrated knowledge of federal research regulations and sponsor guidelines
• Strong analytical, organizational, and deadline management skills

🏖️ Benefits

• Up to 22 days of vacation, 10 recognized holidays, and sick time
• Competitive health insurance with priority appointments and lower copays/coinsurance
• Free Metro transit U-Pass for eligible employees
• Defined contribution 403(b) Retirement Savings Plan with 7% university contribution
• 4 weeks of caregiver leave to bond with a new child
• 100% tuition coverage for dependent undergraduate studies at Washington University; 40% coverage elsewhere after seven years of service
• Access to wellness programs including mental health resources, EAP, financial counseling, and annual health screenings

Skills & Technologies

Remote

Degree Required

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Washington University in St. Louis

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About Washington University in St. Louis

Washington University in St. Louis is a private research university founded in 1853. It offers undergraduate, graduate, and professional programs across seven schools, including Arts & Sciences, Engineering, Medicine, Law, and Business. Located in St. Louis, Missouri, the university is classified as an R1 doctoral university with very high research activity. It operates a 169-acre Danforth Campus and a 164-acre Medical Campus, along with the Tyson Research Center. The university is affiliated with Barnes-Jewish Hospital and conducts extensive interdisciplinary research in biomedicine, engineering, social policy, and the arts.

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