Research Adminstrator (Remote) - Infectious Diseases

Washington University in St. Louis

Job Overview

Location

Remote

Job Type

Full-time

Full Job Description

📋 Description

• Oversees and manages pre-award and post-award research administration for complex sponsored projects including program projects, ARPA-H, DOD, and DOE applications.
• Prepares, reviews, and submits grant proposals in compliance with federal and university guidelines, including budgeting, justifications, regulatory documentation, and agency forms.
• Collaborates directly with Principal Investigators (PIs) to develop proposal components, obtain necessary signatures, and coordinate submission through institutional systems.
• Initiates and manages subaward setups via the SUBS system, uploading pre-award documents and coordinating handoff to Post-Award for fund number assignment.
• Reviews and interprets Notices of Award (NOA) to identify sponsor-specific terms, conditions, and committed effort, then communicates requirements to PIs and Post-Award teams.
• Manages complex sponsored project budgets, ensuring accurate payroll allocation in Workday, proper cost sharing, and timely reconciliation of expenditures.
• Approves purchasing documents and provides guidance on allowable expenditures according to grant policies and institutional regulations.
• Monitors and tracks grant financials, prepares monthly financial reports for PIs and senior leadership, and reconciles fund balances, overdrafts, and cost-sharing commitments.
• Coordinates and facilitates grant closeout activities, including submission of final progress reports, invention statements, and delinquent technical, patent, or property reports.
• Maintains an online database of grants submitted, awarded, and rejected, and provides analysis of funding trends and metrics for research reporting.
• Ensures compliance with human and animal protocol requirements by associating applicable protocols with proposals and awards.
• Manages subaward invoices, reviews them for accuracy, and forwards them to PIs for approval.
• Responds to complex inquiries from granting agencies regarding carry-forwards, no-cost extensions, budget reallocations, prior approvals, and equipment purchases.
• Serves as liaison between faculty, department administrators, SPA, OSRS, and Post-Award units to ensure seamless implementation and administration of grants.
• Oversees financial operations for research centers, including managing cores and subcores, tracking program income, forecasting expenses, and preparing annual strategic and financial reports.
• Designs and implements reporting databases to track core services, billing, and utilization metrics for research center operations.
• Prepares and monitors invoices for core services, reconciles service funds monthly, and supports center leadership with financial and summary data for renewals and progress reports.
• Coordinates center-related events including lectures, workshops, and symposiums, and manages advertising via email, flyers, and posters.
• Provides training and supervision to staff to ensure efficient workflow and compliance with research administration procedures.
• Assists senior leadership with special projects as requested and performs other duties as assigned.

🎯 Requirements

• Bachelor’s degree or combination of education and experience
• 4 years of relevant work experience, including 2 years specifically in grants administration
• Experience managing complex sponsored projects (e.g., ARPA-H, DOD, DOE)

🏖️ Benefits

• Up to 22 days of vacation, 10 recognized holidays, and sick time
• Competitive health insurance with priority appointments and lower copays/coinsurance
• 4 weeks of caregiver leave to bond with a new child and tuition coverage for employee and family (100% at WashU, 40% elsewhere after 7 years)
• Defined contribution 403(b) Retirement Savings Plan with 7% university contribution
• Free Metro transit U-Pass for eligible employees
• 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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