Manager Sponsored Projects Accounting (Remote) - Financial Services (Private Team)

Overview

This role provides leadership, management, and operational oversight for the University’s Sponsored Projects Accounting Private Team. The team is responsible for the post-award financial management of private foundation, industry, and gift-funded sponsored awards.

The Manager ensures accurate, timely, and compliant financial reporting, invoicing, billing schedule setup, pending payment review and application, award closeout, and award setup review—aligned with sponsor and foundation reporting requirements and University policies.

Responsibilities

Team Leadership and People Management

• Directly supervise, lead, and develop Private Team members.
• Establish clear performance expectations, priorities, goals, and service standards.
• Conduct regular one-on-ones, performance evaluations, coaching, and development discussions.
• Address performance concerns and recognize and develop staff in accordance with University policies and practices.
• Identify training and professional development opportunities to strengthen team capabilities and succession planning.
• Foster a collaborative, accountable, and service-oriented team environment.

Private Award Financial Operations

• Oversee timely and accurate financial reporting, invoicing, billing schedule setup, and pending payment review and application for private foundation, industry, and gift-funded awards.
• Establish workload priorities based on reporting deadlines, award complexity, sponsor requirements, and departmental needs.
• Monitor workload, capacity, turnaround times, and outstanding work to ensure service expectations are met.
• Develop and maintain processes to ensure consistent and accurate award management across the University, including the use of the Arch system.
• Ensure appropriate documentation and internal controls are maintained throughout financial reporting, invoicing, and award closeout.
• Monitor operational metrics and identify trends, bottlenecks, and opportunities for improvement.

Complex Awards and Escalations

• Provide oversight and guidance for complex and high-risk private, foundation, and gift award structures, including multi-year pledges, restricted gifts, and multi-sponsor arrangements.
• Serve as the escalation point for complex financial reporting, invoicing, and closeout questions and issues.
• Evaluate risks associated with award terms, funding restrictions, reporting requirements, and system configuration.
• Resolve issues in collaboration with departments, sponsors, foundations, central University offices, and Sponsored Projects Accounting leadership.
• Ensure appropriate escalation to the Director when issues have significant financial, compliance, operational, or institutional implications.

Policy, Compliance, and Internal Controls

• Ensure Private Team activities comply with sponsor and foundation terms and conditions, gift and grant policies, and applicable regulatory requirements.
• Interpret and communicate changes in sponsor requirements, foundation reporting standards, and University policies affecting private award management.
• Identify potential compliance risks and implement appropriate controls and corrective actions.
• Support audit readiness by ensuring financial reporting, invoicing, and closeout processes and documentation are complete, accurate, and consistently applied.
• Participate in policy development and review affecting private and gift-funded award administration.

Process Improvement and Operational Excellence

• Lead continuous improvement initiatives within the Private Team function.
• Evaluate workflows to improve efficiency, reduce manual processes, eliminate errors, and improve customer service.
• Develop and implement standardized procedures, job aids, training materials, and reference resources, including documentation of the Arch system and related tools.
• Partner with University technology and business process teams on system enhancements, automation, reporting, and data integrity initiatives.
• Use operational data and metrics to identify trends and support decisions related to staffing, workload, and process improvements.
• Lead change management efforts for new systems, processes, policies, and organizational initiatives.

Communication and Collaboration

• Serve as the primary liaison between the Private Team and the Director of Sponsored Projects Accounting.
• Regularly communicate team performance, workload, emerging issues, risks, accomplishments, and recommendations to the Director.
• Collaborate with other Sponsored Projects Accounting managers to ensure consistent processes and service across SPA functions.
• Partner with faculty, departmental administrators, foundations, and other University stakeholders to resolve issues and improve the private award management experience.
• Represent the Private Team in cross-functional University committees, working groups, and process improvement initiatives as appropriate.

Training and Knowledge Development

• Establish and maintain training programs for Private Team staff.
• Ensure staff maintain current knowledge of sponsor and foundation requirements, University policies, systems (including Arch), and private award management procedures.
• Develop and deliver training and educational resources for departmental administrators and other members of the research administration community.
• Promote knowledge sharing and consistent application of policies and procedures across the team.

Strategic Planning and Special Projects

• Participate in Sponsored Projects Accounting strategic planning and operational initiatives.
• Lead or participate in special projects, system implementations, policy reviews, process redesign, and change management initiatives.
• Evaluate the impact of proposed changes on Private Team operations and recommend solutions to leadership.
• Identify opportunities to improve the University’s private and gift award administration infrastructure and customer experience.

Award Management and Technical Expertise

• Maintain advanced knowledge of private, foundation, and gift award structures, sponsor requirements, and University policies.
• Provide technical guidance for complex financial reporting, invoicing, billing schedule setup, pending payment review and application, and award closeout.
• Personally review or manage complex, high-risk, or otherwise sensitive awards when appropriate.
• Ensure appropriate quality-control processes are in place to support accurate award management across the team.

Required Qualifications

• Education: Bachelor's degree
• Work Experience: Research Administration (4 Years)
• Certifications/Professional Licenses: No specific certification/professional license is required for this position.
• Driver’s License: A driver's license is not required for this position.

Preferred Qualifications

• Education: M.B.A. - Master of Business Administration
• Skills: Analytical Thinking, Analytical Writing, Computer Literacy, Customer Service, Detail-Oriented, Effective Written Communication, Financial Information, General Accounting, Independent Decision-Making, Internet Research, Oral Communications, Organizational Processes, Organizational Project Management, Professional Judgement, Project Administration, Research Administration

Compensation & Benefits

• Salary Range: $75,200.00 - $128,800.00 / Annually
• Vacation & Time Off: Up to 22 days of vacation, 10 recognized holidays, and sick time.
• Health Insurance: Competitive health insurance packages with priority appointments and lower copays/coinsurance.
• Transit: Free Metro transit U-Pass for eligible employees.
• Retirement: 403(b) Retirement Savings Plan with defined contributions (employee contributions and university contributions starting at 7%).

Additional Benefits

• Wellness challenges, annual health screenings, mental health resources, mindfulness programs and courses, employee assistance program (EAP), financial resources, and access to dietitians.
• Family benefits include 4 weeks of caregiver leave to bond with a new child and family care resources for continued childcare needs.
• Tuition assistance: 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.

Location

• Remote, US
• Scheduled Hours: 40

Working Conditions

• Normal office environment.
• Typically sitting at desk or table; repetitive wrist, hand, or finger movement.
• Ability to move to on- and off-campus locations.
• Office equipment.

Pre-Employment Screening

All external candidates receiving an offer for employment will be required to submit to pre-employment screening for this position, including a criminal background check and, as applicable, other background checks, drug screen, employment and education or licensure/certification verification, physical examination, certain vaccinations and/or governmental registry checks. Offers are contingent upon successful completion of required screening.

EEO Statement

The employer is committed to equal employment opportunity and maintains affirmative action programs as applicable for individuals with disabilities and protected veterans.