Grant Specialist

Job Summary

The Grant Specialist (GS) reports to the Assistant Director of Post Award Accounting and is assigned to work with the Sponsored Programs and Contract Management team by providing quality service support in the pre-award, pending, post-award and close out aspects of grant/contract administration. Duties are assigned to ensure that the institution conforms to policy and agency regulation.

• Knowledge: Basic accounting, Basic mathematical.
• Skills: Strong verbal and written communication skills.
• Abilities: Ability to make independent decisions based on experience and review of material;
  Demonstrate a commitment to working in an organization that values and promotes humanism.

• Any combination of education and/or experience equivalent to a BA degree or any combination of education, training or experience in the area of grant/contract services.

Preferred qualifications information was provided in the original posting.

• Research and approve Elixir PO’s daily.
• Research and approve Concur expenses daily.
• Research and approve Banner invoices daily.
• File all paperwork.
• E‑file all emails concerning grants in shared drive.
• Create physical folders for new grants.
• Enter certain parts of new files in Banner (BDM).
• Order office supplies.
• Maintain an accurate monthly calendar of grants that are expiring at 2 weeks, 30 days, 60 days, and 90 days for email reminders.
• Email each PI on the schedule of email reminders for expiring funds.
• Answer PI requests when they receive an email reminder.
• Create PAF’s as needed and getting appropriate signatures.
• Back up Manager Post‑Award and Intellectual Property Services on personnel issues.
• Review budgets and determine if a grant can afford a new hire or pay increase.
• Assist AVP with People Admin forms.
• IMR funds monthly‑review funds.
• Maintain IMR funds spreadsheet as well as quarterly review. Update balances.
• Email IMR PI with IMR balance each quarter.
• Reconcile AVPs credit card monthly.
• Animal Per Diems monthly‑review form from vivarium’s and confirm funds. Email list to Finance Office for processing.
• Review each new grant including award notices and budgets.
• Create and update office procedure manuals.
• Communicate with all PI’s through email, Zoom and phone calls.
• Back up Senior Grant Specialist.
• Processing Cost Transfers.
• Reconciliations of accounting on funds.
• Back up for preparing/sending Invoices.
• Assistant to Director.

• Normal work hours are 8 am to 5 pm, Monday – Friday.
• Some overtime may occur as needed.

• Competitive salaries, generous paid time off, insurance plans, reimbursements, and retirement benefits.
• All faculty, staff, and administrators are 100% focused on student success.
• University culture creates a nurturing and supportive environment.
• Faculty, staff, and students can expect to make deep, personal relationships within the University community.
• As a Faculty, Staff, or Student at Western
  
  U, you can focus on work that you love, be your authentic self, and lead to the future with innovation in health sciences.
• Western
  
  U’s core value of humanism encourages all to bring their whole self in all that they do.
• Committed to fostering a culture of respect, equity, collaboration, and fun at all levels for all people.

Minimum: $27.00 Hourly
Maximum: $30.41 Hourly

The position requires lifting up to 10 pounds 1/3 of the time. Reasonable accommodations may be available to enable individuals with disabilities to perform the essential functions.

Typical office setting with a low to moderate noise level.

• Posting Number: S01740
• Posting Date: 01/06/2026
• Close Date: 01/06/2027
• Open Until Filled:
  Yes

To secure employment, successful fulfillment of a background check, including a criminal records check, may be required. Western University of Health Sciences will extend a conditional offer of employment, subject to rescission if the background check unveils disqualifying information or if it is found that the candidate deliberately withheld or misrepresented information.…