Baylor College of Medicine
Senior Research Administration Associate
Baylor College of Medicine, Houston, Texas, United States, 77246
Job Title: Senior Research Administration Associate
Division: Family and Community Medicine
Work Arrangement: Hybrid
Location: Hybrid within Greater Houston, TX
Salary Range: $79,092 - $93,049
FLSA Status: Exempt
Work Schedule: Monday – Friday, 8 a.m. – 5 p.m.
Summary Provide professional guidance and support to faculty and department leadership in a busy, fast‑paced academic department seeking extramural funding through research and service grants, cooperative agreements, sub‑awards, and contracts. This senior level role must have strong command of finance and accounting principles and will perform complex analytical activities to ensure compliance with funder rules. Serves as the primary source of expertise for federal, state, industry, and private foundation applications, ensuring each application is in compliance with sponsor guidelines, the budget meets college and sponsor requirements, and all required sections of applications are complete and submitted in a timely manner. Prepares subcontracts to consortium institutions and interacts with sponsors, federal agencies, and internal offices such as the Office of the General Counsel, the post‑award Finance division, and the College Grants and Contracts office. Recommends improvements to operations to increase effectiveness and efficiency. Provides administrative leadership, financial oversight and guidance related to sponsored research to department leadership.
Potential for hybrid work schedule after initial training period.
Employees with CRA certification are eligible for certification pay.
Job Duties Pre‑Award
Prepare grants and subcontracts submissions internally (BRAIN) and externally (sponsor sites)
Assure compliance with all guidelines
Work closely with Principal Investigators to develop proposal budgets, assemble, review, and submit applications, and prepare Letters of Intent for subcontracts
Route Financial Conflict of Interest to the Office of Research
Review and approve grant applications and associated budgets, certifying summary data in the College's electronic Biomedical Research and Assurance Information Network (BRAIN) on behalf of department leadership
Post‑Award
Monitor sponsored award spending and prepare monthly financial projections
Provide accounting/analysis and management of assigned Principal Investigator(s) financial data for budgeting and strategic financial planning
Support PI in development and submission of progress reports, non‑competing continuations, no‑cost extensions, and carryover requests
Ensure proper review and any necessary reallocations for annual and closing financial reports
May prepare financial documents and function as a representative of the Department during funding agency site visits
Proactively oversee grant/contract budgets, providing budget projections as needed for PI decision making and avoidance of over‑ or under‑spending of grant funds
Review expenditures against funding source guidelines, providing guidance as needed by PIs and their teams
Prepare outgoing subcontracts and review incoming subcontracts
Prepare financial reports and track research mission financials for department leadership review for financial performance of grants and contracts
Ensure research division faculty and staff have their salaries and expenses appropriately sourced in the financial accounting system SAP
Prepare budget for grant quarterly/biannual/annual reporting purposes
Additional Responsibilities
Assist in the development and continuous improvement of the pre‑ and post‑award grants management process
Review and analyze current protocols, faculty‑staff communication, and quality of the submission process
Make recommendations for process revisions and assist with implementation of changes as appropriate
Participate in annual budget planning and appointment document process with department administrator and other key members of the department finance team
Responsible for the pre‑certification process in the Effort Reporting System (ERS)
Ensure the department is in compliance with the College’s Time and Effort Policy and reporting in the Effort Reporting System (ERS)
Maintain knowledge base of research administration
Act as liaison to sub‑recipients, BCM Departments, Sponsored Research Office and granting agencies
Serve as a resource for purchasing and travel on grants and may include entering or approving
Perform other job‑related duties as assigned
Minimum Qualifications
Bachelor's degree. Certified Research Administrator certification through the Research Administrators Certification Council (RACC) may substitute for the degree requirement.
Four years of relevant experience.
Department Specific Criteria
High attention to detail
Proficient in MS Outlook, MS Word, and MS Excel
Working knowledge of research proposal and funding process
Preferred Qualifications
Certification as a Research Administrator by the Research Administrators Certification Council (RACC)
Tong thorough knowledge of NIH programs, working knowledge of SAP and BRAIN, excellent written and oral communication skills, highly analytical
Work Authorization Requirement:
This position is not eligible for visa sponsorship. Candidates must be legally authorized to work in the United States at the time of application and throughout the duration of employment.
Baylor College of Medicine is an Equal Opportunity/Affirmative Action/Equal Access Employer.
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Summary Provide professional guidance and support to faculty and department leadership in a busy, fast‑paced academic department seeking extramural funding through research and service grants, cooperative agreements, sub‑awards, and contracts. This senior level role must have strong command of finance and accounting principles and will perform complex analytical activities to ensure compliance with funder rules. Serves as the primary source of expertise for federal, state, industry, and private foundation applications, ensuring each application is in compliance with sponsor guidelines, the budget meets college and sponsor requirements, and all required sections of applications are complete and submitted in a timely manner. Prepares subcontracts to consortium institutions and interacts with sponsors, federal agencies, and internal offices such as the Office of the General Counsel, the post‑award Finance division, and the College Grants and Contracts office. Recommends improvements to operations to increase effectiveness and efficiency. Provides administrative leadership, financial oversight and guidance related to sponsored research to department leadership.
Potential for hybrid work schedule after initial training period.
Employees with CRA certification are eligible for certification pay.
Job Duties Pre‑Award
Prepare grants and subcontracts submissions internally (BRAIN) and externally (sponsor sites)
Assure compliance with all guidelines
Work closely with Principal Investigators to develop proposal budgets, assemble, review, and submit applications, and prepare Letters of Intent for subcontracts
Route Financial Conflict of Interest to the Office of Research
Review and approve grant applications and associated budgets, certifying summary data in the College's electronic Biomedical Research and Assurance Information Network (BRAIN) on behalf of department leadership
Post‑Award
Monitor sponsored award spending and prepare monthly financial projections
Provide accounting/analysis and management of assigned Principal Investigator(s) financial data for budgeting and strategic financial planning
Support PI in development and submission of progress reports, non‑competing continuations, no‑cost extensions, and carryover requests
Ensure proper review and any necessary reallocations for annual and closing financial reports
May prepare financial documents and function as a representative of the Department during funding agency site visits
Proactively oversee grant/contract budgets, providing budget projections as needed for PI decision making and avoidance of over‑ or under‑spending of grant funds
Review expenditures against funding source guidelines, providing guidance as needed by PIs and their teams
Prepare outgoing subcontracts and review incoming subcontracts
Prepare financial reports and track research mission financials for department leadership review for financial performance of grants and contracts
Ensure research division faculty and staff have their salaries and expenses appropriately sourced in the financial accounting system SAP
Prepare budget for grant quarterly/biannual/annual reporting purposes
Additional Responsibilities
Assist in the development and continuous improvement of the pre‑ and post‑award grants management process
Review and analyze current protocols, faculty‑staff communication, and quality of the submission process
Make recommendations for process revisions and assist with implementation of changes as appropriate
Participate in annual budget planning and appointment document process with department administrator and other key members of the department finance team
Responsible for the pre‑certification process in the Effort Reporting System (ERS)
Ensure the department is in compliance with the College’s Time and Effort Policy and reporting in the Effort Reporting System (ERS)
Maintain knowledge base of research administration
Act as liaison to sub‑recipients, BCM Departments, Sponsored Research Office and granting agencies
Serve as a resource for purchasing and travel on grants and may include entering or approving
Perform other job‑related duties as assigned
Minimum Qualifications
Bachelor's degree. Certified Research Administrator certification through the Research Administrators Certification Council (RACC) may substitute for the degree requirement.
Four years of relevant experience.
Department Specific Criteria
High attention to detail
Proficient in MS Outlook, MS Word, and MS Excel
Working knowledge of research proposal and funding process
Preferred Qualifications
Certification as a Research Administrator by the Research Administrators Certification Council (RACC)
Tong thorough knowledge of NIH programs, working knowledge of SAP and BRAIN, excellent written and oral communication skills, highly analytical
Work Authorization Requirement:
This position is not eligible for visa sponsorship. Candidates must be legally authorized to work in the United States at the time of application and throughout the duration of employment.
Baylor College of Medicine is an Equal Opportunity/Affirmative Action/Equal Access Employer.
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